How to reply to a job interview invitation (with examples)
You landed a job interview—congratulations! Now it's time to reply to the interview invitation. This is an opportunity for you to make a stellar impression. A thoughtful and polished response can set you apart from other candidates and get you the job.
We'll give you tips, examples, and handy templates to guide you in writing your reply. We'll also discuss best practices for following up after the interview. Read on to see how to leave a lasting impression on potential employers.
- Introduction
- Understanding the interview invitation
- How to respond to a job interview invitation email
- Example responses to job interview emails
- Follow-Up emails after a job interview
- Declining a job interview
- Best practices for responding to job interview emails
- Conclusion
- FAQs
Understanding the purpose of an interview invitation
Alright, so you just got that golden ticket—an interview invitation. But what exactly is this invite trying to tell you? Well, consider it the official nod from the company, saying, "Hey, we like what we see on paper, and we want to meet the real deal." It's their way of sizing you up, checking if you're the right fit for the team. The interview invite is your cue to step into the spotlight and showcase your skills, personality, and why you're the perfect match for the role.
Let’s look into what types of job interview emails you may receive and what are the common elements to look out for.
Different types of job interview emails
- Formal interview invitation email
This is the most commonly used style of interview request email. It’s a formal email stating that the employer wants to interview you and lays out all the details you might need.
- Casual interview invitation email
This style of email is commonly used by startups. It's written in a more relaxed tone that shows more of their personality and company culture.
- Cold candidate interview invitation email
You might receive an invitation for an initial chat or interview out of the blue, especially if you’re in a high-demand role in your industry. Here, the hirer will explain how they found out about you and offer to talk to you about the role they’re hiring for.
- Referred candidate interview invitation email
If you’ve been referred to the hirer by another person, the employer might send an email more personalised to you. They’ll explain who referred you and how they think you might fit the role.
- Past candidate interview invitation email
You might have interviewed for a role before and not secured the job. If they reach out to you again in the future, they'll recount your past interview and tell you about the new opening.
Common elements of a job interview email
A job interview email should consist of the following elements:
- Subject line: This is often concise and indicates that it is an interview invitation. It may include the position title or company name for clarity.
- Opening paragraph: This expresses the sender's appreciation for your interest in the position. It introduces the purpose of the email, which is to extend an invitation for an interview.
- Interview details: This section provides the details like the date, time, and location. The preferred platform or contact information for remote interviews would also go here.
- Additional instructions: The invitation may include extra instructions or requirements for the interview. These could be documents to bring or technical setup for virtual interviews.
How to respond to a job interview invitation email
Respond promptly. Try to reply as early as you can, preferably within 24 hours. This will show the employer your enthusiasm and respect for their time. It also gives you a better chance of securing an interview time slot that works for both of you.
Address the sender. Start your email with a courteous and professional salutation, addressing the sender by name. If you're unsure how to address them, follow their lead. For example, if they referred to you with a “Mr.” or “Ms.” in their initial email, you may do the same.
Confirm the details. Begin your response by thanking the sender and confirming the provided interview details. Repeat the date, time, and location of the interview to avoid potential misunderstandings.
Express enthusiasm. Don’t be afraid to show genuine enthusiasm and interest in the position and opportunity. Thank the sender as well to show your gratitude and appreciation for their interest in you. Keep it concise, though—you can save the rest for your job interview or follow-up email.
Ask questions. Don’t be afraid to ask questions if you need additional info. You can ask about the interview process, how to get to the location, or clarifications on any details. This can also show that you’re interested in the role and pay attention to detail.
Attach necessary documents. Remember to attach any required documents, such as a portfolio, resume or CV, or samples of your work, to your email. Organise and label the attachments for easy reference.
Example responses to job interview emails
Example response to an invitation for an in-person interview
Dear [Sender’s Title and Name],
Thank you for the opportunity to interview for the [Job Title] position at [Company Name]. I appreciate this opportunity to join your company and look forward to meeting you and the team.
I am available on [Day, Date and Time].
Please let me know if I can provide any additional information or documents for you. I would be happy as well to bring any documents you might need.
Thank you again for your consideration.
Sincerely,
[Your Name]
[Your Mobile Number]
Example response to a request for a call or video interview
Dear [Sender’s Title and Name],
Thank you for inviting me to interview for the [Job Title] position at [Company Name].
I am available on [give a range of dates and times] and would love to meet with you over [call/Zoom/preferred platform]. Please let me know what schedule works best for you.
Please let me know as well if I can provide any additional information for you before then. I look forward to meeting with you and learning more about this position.
Warm regards,
[Your Name]
[Your Mobile Number if applicable]
Example response to a rescheduling request
Schedule conflicts are unavoidable sometimes. You can be honest about your availability and ask the recruiter if they can reschedule. They would appreciate it if you gave them a heads-up rather than failing to show up without notice.
Here’s a template you can use when asking a recruiter to reschedule:
Dear [Sender’s Title and Name],
Thank you for reaching out about the [Job Title] position at [Company Name]. I am looking forward to discussing it further with you.
Unfortunately, I am unavailable on [proposed interview date and time]. I am available during these times:
[Date & Time Option 1]
[Date & Time Option 2]
[Date & Time Option 3]
Please let me know if any of these dates and times will work for you. If not, I will try my best to accommodate your schedule.
Also, please let me know as well if there’s any additional info or materials I can provide for you before then. Thank you again for your consideration.
Warm regards,
[Your Name]
[Your Mobile Number]
Follow-Up emails after a job interview
So, you’ve already done the job interview—now what? It’s normal to feel anxious and overthink the result. But here lies a golden opportunity: you can send a follow-up email after your job interview. A study shows that 80% of HR and hiring managers consider post-interview emails in the hiring process. Despite this, only 24% of applicants send them. A well-crafted follow-up email can help you stand out to the recruiter and build a stronger connection with them.
You may send this email if the recruiter hasn’t gotten back to you within a week. Remember to be patient and allow them ample time to make their decision.
When writing follow-up emails, using a strong subject line that shows your gratitude for the interview is importantit’s important. Here are some sample subject lines you can use:
- Option 1: Thank you for the interview, [Recruiter’s Name]
- Option 2: Thank you for your time, [Recruiter’s Name]
- Option 3: Checking in RE: [Position] role
Begin your email with a warm and professional salutation addressing the hiring manager or recruiter by name. Express your gratitude for the interview opportunity and your interest in the role. You can mention specific aspects of the company or position that resonated with you during the interview. Reference the date and time of your interview and explain that you are following up on the result.
You can briefly touch on how your skills can benefit the company if it feels appropriate. Wrap up your email by politely requesting an update on the hiring process and stating how you look forward to the next steps.
Here’s an example of a follow-up email after a job interview:
Subject line: Thank you for your time, [Title and Name]
Dear [Title and Name],
I hope this email finds you well.
It was great meeting you about [Position] last [Date of Interview]. Thank you for taking the time to interview me.
I’m excited about the opportunity to join [Company Name], especially after learning more about [Specific Points of Interest from Interview]. I’m confident that my experience in [Specific Skills] could be a great asset to the team.
Please let me know if there’s anything else I can provide to help you in the screening process. I’m looking forward to hearing from you about the next steps.
Warm regards,
[Your Name]
[Your Mobile Number]
Declining a job interview
There will be instances when you’ll need to decline an interview. This could happen if you’re already considering another job offer or realised that the job isn’t for you.
If you need to decline a job interview invitation, do so politely and professionally. Start by thanking the recruiter and showing appreciation for their consideration, then let them know you have to decline the invitation. You can briefly explain why without going into detail. You can also make a good impression by recommending someone else who might be interested or fitter for the offer.
Here’s a template you can use to decline a job interview invitation:
Dear [Sender’s Name],
Thank you for the opportunity to interview for [Position] at [Company Name]. I greatly appreciate your consideration. However, I regretfully need to withdraw my application.
I hope we can stay connected and I wish you the best of luck in your hiring process.
Sincerely,
[Your Name]
Best practices for responding to job interview emails
Remember to be professional and courteous when responding to job interview emails. Here are some best practices to keep in mind:
Professional email etiquette: Treat your email response as formal business communication. Use a clear and concise subject line that reflects the purpose of the email. Address the recipient with their name and appropriate title. Use a polite and respectful tone throughout the email, and avoid using slang or overly casual language.
Common mistakes to avoid: Double-check recipients email address to ensure it is accurate and avoid any embarrassing errors. Avoid sending a generic or copied-and-pasted response, as it may come across as impersonal. Take the time to personalise your email and tailor it to the specific company and role you're applying for.
Proofreading and editing: Sloppy emails can make you look unprofessional to potential recruiters. Check for any spelling or grammatical errors and ensure the message is clear and organised. You can also use grammar checker software or ask a trusted friend or family member to review it.
Conclusion
Responding to a job interview invitation effectively can give you a much higher chance of securing the position. There are several key elements you can include in your response. Some examples are expressing gratitude, confirming interview details, and asking relevant questions. Sending a follow-up email afterwards is a valuable opportunity to connect with the recruiter.
You can also apply the tips in this article to other kinds of work-related correspondence. Professional etiquette and attention to detail can help you present yourself well in interviews and the workplace.
FAQs
- How long should I wait before responding to a job interview email?
Reply as promptly as possible, ideally within 24 to 48 hours of receiving the invitation. Respect professional boundaries by responding only within working hours.
- What should I include in my response email?
Generally, a job interview invitation response should include the following:A strong subject line
A greeting addressing the recruiter's name and title
Gratitude and enthusiasm for the interview opportunity
Your confirmation for the proposed interview date or your list of available dates and times
Relevant questions and invitation to supply additional documents or information
A professional sign-off
- Should I call instead of emailing my response?
Unless you’ve been instructed otherwise, it is generally more appropriate to respond to a job interview email via email rather than calling. Emails allow you and the hirer easier documentation and more time to respond appropriately.
- Is it okay to ask for more time to respond to a job interview email?
If you need additional time to consider or prepare for the interview, you can politely give them a heads-up. However, respond within a reasonable timeframe to maintain the hirer's interest.
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