How to Respond to an Interview Invitation: Professional Email Examples.

Your CV has done the heavy lifting so far. Now it’s time to write up a response to your interview invitation. You want to get it right and make a good first impression. And most importantly, you want to reply in a way that sets the right tone, letting them know you’re ‘the one’ for the role.

Not sure where to start? Not to worry. We’ll guide you through crafting a reply to an interview invitation that doesn’t let anything slip through the cracks. Let’s look at how you can improve your invitation responses so that you can press send with confidence.

What to expect from an interview invitation.

An interview invitation can spell exciting times for you as a job seeker. It lets you know that a company is interested in learning more about you and what you bring to the table.

Interview invitations can vary from one prospective employer to another. Some may simply be reaching out to book a date and confirm whether you prefer an in-person or video call, while others could be touching base to provide or request additional information. How you respond to your interview invitation will vary based on this information.

Your response can also vary depending on who sends you the invite. You might receive the invitation from the recruiter, HR representative or even hiring manager. Whoever it is, ensure your response is tailored to the person you’re in contact with. It might seem trivial, but it shows professionalism and great attention to detail.

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.

7. Sign off with your full name and contact details.

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

Editable interview invitation response examples.

5 tips for replying to an interview invitation email.

Now that we’ve gone through a step-by-step process of how to respond to an interview invitation, here’s a summary of key tips to keep in mind:

• Try to send a response within 24 hours. This not only shows that you’re polite, but also that you respect the recruiter or hiring manager’s time and schedule. It also shows that you’re eager for the role.
• Reply directly to the sender. Addressing your invitation response to the sender shows that you have great attention to detail. It also means you can start to build a more personal connection with the sender.
• Confirm any interview details. This can help prevent any miscommunication down the road, or in case you need more clarity before the interview.
• Express your enthusiasm for the position. Showing enthusiasm is a great way to stand out and convince the team that you’re a perfect fit for the role.
• Don’t be afraid to ask questions. Remember, you’re investing your time, energy and career into this process, so don’t be afraid to ask questions if you’re not sure or something doesn’t sound right.

How to decline an interview invitation.

Sometimes, an interview invite comes along from a company that’s not quite the right fit. Rather than ignoring it, you can politely decline, keeping things cordial and leaving the door open for future opportunities that better match your skills.

Here’s how you can decline an interview invitation in a professional manner:

Dear XYZ,

I would like to thank you for the invite to interview for the [insert role] role at ABC. I appreciate the consideration and chance to learn more about your organisation.

Unfortunately, on this occasion, I have to decline the offer for an interview as my circumstances have changed. I hope we'll get another chance to collaborate in the future.

Thank you again.

Sincerely,

Your name

Free example emails for declining an interview invitation.

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Good to know.

How soon should you reply to an interview invitation?

Ideally, you should confirm an interview invitation within 24 hours. Doing so shows you respect the hiring manager’s time and schedule, and further demonstrates your enthusiasm for the role.

How do I reply to an interview confirmation email?

Once the hiring manager or recruiter has confirmed your interview date and time, you can send a simple email to acknowledge receipt and show you’re looking forward to the opportunity to learn more about the role. A reply such as this could work well:

Dear XYZ,

Thank you for confirming the interview date and time. I look forward to speaking to you then about my relevant experience and can’t wait to find out more about the role.

If you have any more questions for me in the meantime, please feel free to reach out.

Kind regards,

Your name

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