A reply email to an interview invitation is the candidate's response to the company's interview offer. It's essential as it shows the employer your professionalism and eagerness for the role. It also provides an opportunity to confirm the interview details and ask any clarifying questions.
Here are our recommendations for replying to interview invitations:
When you are happy that you got invited to a job interview, find below a sample reply email that you can personalize in case you need some inspiration.
Subject: Re: Interview Invitation for [Job Title] Position
Dear [Interviewer's Name],
Thank you for inviting me to the interview for the [Job Title] position at [Company Name]. I appreciate the opportunity, and I'm looking forward to discussing my qualifications further.
I confirm that I am available on [Date] at [Time] as suggested.
Should there be any changes, please let me know.
Best regards,
[Your Name]
In case the timing suggested doesn’t work for you, then our recommendation is to reply promptly and highlight the fact that you’re excited about this opportunity; however, you can’t join the Zoom call or physical meetings on the specified time/day, and provide some alternative timing. The HR managers are usually flexible people and understand that professionals have their own agendas; maybe they are still working or have family responsibilities.
Subject: Re: Interview Invitation for [Job Title] Position
Dear [Interviewer's Name],
Thank you for considering me for the [Job Title] position. I am excited about the opportunity to speak with you and learn more about [Company Name].
Unfortunately, I am unable to attend the interview on [Date] at [Time]. I apologize for any inconvenience. I am available on [provide 2-3 alternatives].
I look forward to the possibility of rescheduling and appreciate your understanding.
Best regards,
[Your Name]
In some cases, you may receive an email requesting that you call the employer’s office to set up a time for an interview. Although the request is for a call, you can consider sending a short email response:
Dear Ms. Smith,
Thank you for your email. Per your request, I will call you tomorrow (Friday) at 10 am to schedule an interview.
I look forward to speaking with you.
Sincerely,
John Jackson
(555) 555-1234
In-person interview acceptance email
You have been invited to a face-to-face meeting with your future employer. Great. Here is a text you can use to reply to this interview invitation:
Dear [interviewer's name],
I am grateful for the opportunity to interview for the [position] role at [company name]. I'm writing to confirm our meeting on [date] at [time] at the company’s headquarters.
I'm looking forward to learning more about the role and exploring how my background in [relevant experience] can support your team's success.
Please let me know if there's any additional information I should bring or prepare.
Best regards,
[Your name]
[Your contact information]
Phone interview acceptance email
If you have been invited to a phone interview, here is a sample email you can use to confirm your availability and interest in the role.
Dear [interviewer's name],
Please accept my appreciation for your invitation to interview for the [position] role. I am extremely eager for our phone conversation on [date] at [time].
Please confirm the best number at which to reach you. I'm happy to discuss how my background in [relevant experience] syncs with [company name]'s goals.
Thank you for your consideration.
Sincerely,
[Your name]
[Your contact information]
Video interview acceptance email
Modern recruiters go beyond a simple phone interview; they might ask for a video interview to have a real-life interaction with you virtually, and of course, to go through some questions relevant to the job. Below is an example acceptance email reply you could use to respond to the video interview invitation. Don't forget to install the web-call tool and test it before the call, so that your audio/video works on the laptop you will use during the call.
Dear [interviewer's name],
I am grateful for the opportunity to interview for the [position] role at [company name]. I'm writing to confirm our video interview scheduled for [date] at [time] via [platform, e.g., Zoom].
I’m excited to discuss my background in [relevant experience] and to learn how I can contribute to [company name]’s innovative work. I also have a quiet, dedicated space ready for our video call.
Please let me know if there are any specific technical requirements I should be informed about for the interview. In case there are connection issues during the call, may you provide me with a phone number where I can reach you?
Best regards,
[Your name]
[Your contact details]
Interview request response when you're asked to propose dates
Some recruiters might ask you to share your availability for the interview and send you an invitation when your availability matches theirs. If this is the case, here is a simple copy-paste answer that you can use. Don't forget to personalize it to fit your agenda.
Dear [interviewer's name],
Thank you for considering me for the [Job Position] role at [Company Name]. I am excited about the opportunity to discuss my qualifications and how my experience can contribute to your team.
Regarding the interview, I am available on the following dates and times:
Additionally, could you please share a few details about the interview process? I’m particularly interested in the interview format and how long it’s expected to last.
Thank you again for this opportunity. I look forward to your response.
Best regards,
[Your Full Name]
How to respond when you have a schedule conflict?
If the proposed timing or date for the interview meeting doesn't work for you, inform the recruiter and propose an alternative date that you are available. Here is a short sample to do so:
Dear Mr. Smith,
Thank you for your email and the opportunity to discuss the open position. I’m looking forward to meeting with you to see how my experience in [relevant field] aligns with your company’s interests.
I have a schedule conflict with the proposed interview date of Monday at 11 a.m.
But I am available on Monday after 1 pm, and also Tuesday through Friday at 9 a.m.
Please let me know if any of these dates and times will work for you.
Sincerely,
Franco Core
(555) 555-5678
How to respond when declining the request?
It happens that you might be discussing with several employers at the same time, and you have already signed a contract with your favourite company. In this case, you will have to cancel an existing request. Here is how to do it professionally:
Dear Mr. Smith,
I am grateful you are considering me for the open position at your company.
I have recently accepted an offer at another company and am no longer available to hold interviews. I apologize for any inconvenience this may have caused.
Sincerely,
Giani Jones
(555) 555-5678
What do you need to know about the interview invitation?
There are some aspects to be discussed here. You first need to determine which interview style the company is using. Here are the most common:
Regardless of the form your interview is happening in, make sure you are up to speed with the following details:
What are the common mistakes to avoid?
You have written your email, but don’t send it just yet. Take a step back and check for:
How to prepare for the interview?
If you want to maximize your chances of getting the job you’re interviewing for, you need to prepare for potential interview questions that you might get. Here are some tips you should consider before going in there:
First, you cannot skip researching the company. And just checking out the About section on their website is not going to cut it. Make sure you are on top of the news, you check the social media platforms, and even research for feedback from current and past employees. If you want to look like a pro, design one or two questions to ask the recruiter at the end of the interview.
Secondly, you should practice answering technical and behavioural questions. Maybe the technical ones are not an issue if you’re great at your profession, but questions like “Tell me about yourself” or “Name a time when you were demotivated at work:” can be problematic. The good news is that there is a method you can use to answer these questions well: it’s called the STAR method.
The STAR method is a structured approach used to clearly and effectively answer behavioural questions during interviews. It helps you explain past experiences in a way that highlights your skills, actions, and results. STAR stands for:
The last tip to consider is following up with a thank-you note
It’s a nice gesture that can help you seal the job. Let’s see how to write a good thank-you note:
Key takeaways about replying to an interview invitation email
Remember, the way you respond to an interview invitation can set the tone for the rest of the hiring process. Practice professionalism, promptness, and clear communication to make a positive impression.
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