How to reply to an interview invitation email.
When it comes to responding to an interview invitation, you want to find the right balance between expressing enthusiasm for the role and keeping things professional. Here are a few things to consider:
1. Carefully read through the interview invitation.
Interview invitations usually come with little trinkets of information that give you a clearer picture of what to expect during the interview, and the role in general. While not all interview invites will contain this information, here’s a quick list of what you might expect to receive.
- Details about the position you’re applying for
- The name and role of the sender
- Interview format (in person, video, or phone)
- Proposed date and time, or options to choose from
- Expected duration of the interview
- A list of items to bring or email in advance
- Contact information for any questions you may have.
If you think there’s any important information that’s missing from the invite, your response gives you the perfect opportunity to clarify.
2. Check if there is a suggested interview date to agree to.
Invites generally come with a time, date and location for the interview. If the proposed time and date align with your schedule, you can quickly confirm what’s been suggested in your response. If not, you can suggest alternative options to the hiring manager or recipient of your email.
3. Start your email response by thanking them for the invite.
Open your response to an email invitation with a quick thank you note for the invite. For example:
Dear XYZ,
So nice to hear from you. Thank you so much for considering me for the [insert role] role at ABC.
4. Accept the interview invite and confirm your availability.
Don’t beat around the bush. You want the hiring manager to know in the first paragraph that you’re accepting their invite for an interview. You can then follow up with a statement confirming your availability.
Dear XYZ,
So nice to hear from you. Thank you so much for considering me for the [insert role] role at ABC. I’d be more than happy to attend an interview / meet with you on (date/location) to discuss the opportunity further. Please let me know if I can provide any additional information prior to our meeting.
If you’re responding to an invite asking you to call or email another person to schedule an interview, try this response instead:
Dear XYZ,
So nice to hear from you. Thank you so much for considering me for the [insert role] role at ABC. As per your request, I will call/email (name) tomorrow morning to arrange a mutually agreeable interview time. Please let me know if I can provide any additional information beforehand.
5. Answer any follow-up queries the employer has included.
A prospective employer might also email you with some follow-up questions, which can be a mini interview before the actual interview. These might be questions about salary or additional documentation to provide. If that’s the case, you could reply with:
Dear XYZ,
Thank you so much for considering me for the [insert role] role at ABC. As per your request, my responses are below.
[INSERT YOUR SPECIFIC ANSWERS]
I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.
6. Highlight that you’re looking forward to the interview.
Showing enthusiasm for the role is a great way to stand out. You can add a polite note reinforcing your appreciation for the opportunity and how you look forward to the interview:
Dear XYZ,
So nice to hear from you. Thank you so much for considering me for the [insert role] role at ABC. I’d be more than happy to attend an interview / meet with you on (date/location) to discuss the position. Please let me know if you need anything more from me before the interview.
I appreciate the opportunity, and I look forward to speaking with you and members of your team soon.
Finally, don’t forget to sign off in the appropriate way:
Yours sincerely, (or Yours Faithfully if you don’t know the recipient)
Your name
Contact details
