How to Respond to an Interview Invitation Email

Job hunting was not easy for you as an entry-level job seeker – whether a fresh graduate or one with a sparse career path – but now that you have received an invitation email from one of the many companies you applied aggressively to, it is time to write a kind and complete response. But wait! Do you focus on email etiquette in your correspondence? Unfortunately, not considering proper etiquette gives a negative message to hiring managers about you. 

So, call it your luck, or it may very well be your hard work that your job application finally caught the attention of a recruiter. What’s next? Are you ready to impress your hiring manager with a professional response as a legit candidate for the position opened by his company? Before anything else, all you need is a response that goes well with the hirers. First things first! We have to start with understanding the interview invitation email. 

Confirming Your Availability for the Interview is Just Not Enough 

Before we go down to the structuring of your reply, let’s examine the process you should use in your reply email. You need to do more than just confirming your presence at the interview desk. While it may look easy to send a one-liner “I’ll be there” reply, it's crucial to focus on being organized and professional at every stage of the hiring process. Remember! If you approached formally, you should be reciprocating formally as well. A formal offer letter must be responded to by a formal reply whether you are accepting or declining the offer. 

What is an Interview Invitation Email

Crafting a well-written email response to an interview starts after a good understanding of the initial invitation email. Here is what you should consider in your response.

Different Types of Job Interview Emails 

HR managers have a number of options at their disposal for conducting interviews. On-site and in-person interviews at the office or off-site/remote are the two main choices for hirers. Similarly, some see over the phone or via video conferencing interviews a more viable and flexible option. Regardless, it is important to consider the interview format and prepare accordingly for it. 

Common Elements of a Job Interview Email 

Job Interview emails are filled with several key details. If any of these elements are excluded, it’s generally worth clarifying what they are according to you in your reply. 

You may not find all of these details in job interview emails but here are some common elements to look out for: 

·       The post you have applied for 

·       The name and position of the sender 

·       Details about the medium of your interview i.e., in person, video call or over the phone

·       Proposed time and date or several slots for you to choose from

·       List of documents you are required to either bring with you or send via email in advance 

·       Duration of interview 

·       How to contact the sender in case of any queries 

Tips:  Responding to an Interview Email 

When it comes to accepting an interview email, there are a few key details you should consider including in our interview invitation reply. Here’s how to accept an interview for a position. 

Reply Quickly 

After receiving an invitation email in your inbox, don’t leave the sender waiting. Write and respond to them as soon as possible or at least within 24 hours to show that you are interested in the position and value the company. A late reply leaves the door open for the competing job seekers to reach the recruiters and make a better first impression. 

Bearing this in mind, it can be rewarding to keep tabs on your inbox during the job hunt. If you haven’t already, it may pay to set up push notifications from important emails. And don’t forget to scavenge your spam folder every day in case an important email lands in your junk. 

Create Your Response 

Just like you did for the job application, be sure to incorporate personalization while addressing the sender of your that helps to pay attention to detail. If the sender has included other staff in the invitation email, make sure you ‘CC’ or ‘Reply All’ so that everyone has your response in their inboxes. interview invitation. They are small but key elements.

Confirm the Interview Details 

While responding to the interview invite, confirm the interview details included in the initial email to avoid misunderstandings. This also allows you to clarify information you didn’t quite understand or may have any concerns about it. Generally, an interview invitation email will include a time, date, and location for the interview, so you will be able to confirm if this aligns with your schedules. 

In case, the proposed interview detail didn’t sync well with your schedule, you should counter-propose what is convenient for you. It is usually best to take a flexible approach that suits both parties but sometimes a clash becomes unavoidable, particularly if you are already engaged in a job and need and have to appear for the interview during a work day. 

Don’t Shy Away From Expressing Enthusiasm 

While you are the one who is expected to answer questions, an interview invitation reply email may also be used as an opportunity to ask your own. Taking this initiative would not be bad as the interview itself is a significant investment of time and energy for you and your potential employer, so you can feel free to ask any questions you have in your mind before the interview itself. 

For example, you may clarify some of the details for the interview or check whether or not you may find it worth asking whether or not you need to bring anything with you like a portfolio or photo of your ID for initial security clearance to enter the premises. 

Attach Any Necessary Documents 

While you are at it, don’t forget to attach the necessary documents the sender has already asked you to provide. Make sure that you send them in your reply email. In this way you will demonstrate your organizational skills. And if you missed something in the attachment, no harm done! Simply create another reply, write a polite and apologetic “find attach” message, and send the remaining documents. 

Examples of interview Request Responses 

Now that you know all the elements of a complete reply, here are a few example sample reply emails to an interview invitation email.  

1. How to Respond to an Interview Request from HR

Subject: Re: Interview Request for [Position Name]

 

Dear [Interviewer's Name],

Thank you for reaching out and considering me for the [Position Name] role at [Company Name]. I am excited about the opportunity to discuss how my background and skills align with your team’s needs.

I am available for an interview on [provide a couple of date and time options, or state your general availability]. Please let me know if any of these times work for you, or if you have other scheduling preferences.

Additionally, if there are any materials or information you would like me to review before our meeting, please let me know.

Looking forward to speaking with you soon!

 

Best regards,

[Your Full Name]

[Your Phone Number]

[Your Email Address]

Example Response to a Request for Interview (over the phone)

Subject: Re: Phone Interview Request for Marketing Specialist Position

 

Dear Ms. Johnson,

Thank you for reaching out and considering me for the Marketing Specialist role at ABC Company. I am excited about the opportunity to discuss how my experience aligns with your needs.

I am available for a phone interview on Tuesday, September 10th, between 1:00 PM and 4:00 PM, or Wednesday, September 11th, in the morning. Please let me know if any of these times work for you, or if there is another time that would be more convenient.

If there are any specific details or materials you would like me to review before our conversation, please feel free to share them.

Looking forward to speaking with you!

 

Best regards,

Taylor Smith

(555) 987-6543

taylor.smith@email.com

Interview Rescheduling Request Email Example 

Subject: Request to Reschedule Interview for [Position Name]

 

Dear [Interviewer's Name],

I hope this message finds you well. I am writing to request a reschedule of our upcoming interview for the [Position Name] position, originally set for [original date and time].

Unfortunately, due to [briefly explain the reason, if appropriate, e.g., a scheduling conflict, a personal obligation, etc.], I am unable to attend at the scheduled time. I apologize for any inconvenience this may cause.

I am available to meet on [provide a couple of alternative dates and times, or mention your general availability]. Please let me know if any of these options work for you, or if there is another time that would be more convenient.

Thank you very much for your understanding. I look forward to discussing the opportunity with you soon.

 

Best regards,

[Your Full Name]

[Your Phone Number]

[Your Email Address]