Hiring for an open post might take a while, especially in today’s competitive society. The amount of time spent talking with candidates can be significantly reduced and the quality of communication increased by using recruiting email templates. Sending the interview invitation email is an important first step in getting candidates interested in your available position and your organisation as a potential employer.

If you don’t know how to craft the perfect Interview Invitation Emai then we’re here for help. This article will guide you in your pursuit.

Subjects for “Interview Invitation Email”

When a candidate is scanning their inbox, make it clear in the subject line that this is an invitation to an interview and right away you’ll grab their attention. By doing this, you can be sure that your email will be read and responded to right away. If you don’t know what to write in the subject section of your Interview Invitation email then you can go ahead and use any one of the following:

  • Invitation to interview – {Company name}
  • Interview with {Company name} for the {Job title} position
  • {Job title} / {Your name}
  • {COMPANY NAME}: Invitation to Interview
  • {COMPANY NAME}: Interview Availability
  • {JOB TITLE} Opportunity at {COMPANY NAME}

1. Teams Interview Invitation Email

Dear {Name},

Thank you for your application to the {JOB TITLE} role at {COMPANY NAME}. 

We would like to invite you to interview for the role with {INTERVIEWER}, {INTERVIEWER JOB TITLE}. The interview will last {LENGTH OF INTERVIEW} in total.

Please reply to this email directly with your availability during the following date and time options:

{DAY, DATE – TIME, TIME ZONE}

{DAY, DATE – TIME, TIME ZONE}

{DAY, DATE – TIME, TIME ZONE}

We look forward to speaking with you. 

Kind Regards,
{Sender Details}

2. Zoom Interview Invitation Email

Dear {Name},

I came across your profile on {WEBSITE/SOURCE} and was interested in your recent work in {FIELD}. I’m a recruiter at {COMPANY NAME}, and we’re looking for a {JOB TITLE} that I think you would be a good fit for.

I would love to hear more about you and tell you about the role. Are you free this week for a zoom minute call? I’m available at the following times:

{DAY, DATE – TIME, TIME ZONE}

{DAY, DATE – TIME, TIME ZONE}

{DAY, DATE – TIME, TIME ZONE}

Please let me know if any of these times work for you. 

Looking forward to hearing from you.

Kind Regards,
{Sender Details}

3. Video Interview Invitation Email

Dear {Name},

Thank you for applying to {Company_name}.

My name is {Your_Name} and I’m a {recruiter/the hiring manager} at {Company_name.} I would like to schedule a video call with you to discuss about your application for the {Job_title} role.

I’d like to tell you more about {Company_name} and get to know you a bit better.

Would you be available for a short introductory video call {give a specific timeframe – like, early next week?}

Please note that {in order to conduct this video call, I will need your Skype/Hangouts account details before the interview date / once we agree on the date and time of the interview, I will send you a link so that you can join the call from your computer}.

Looking forward to hearing from you,

Kind Regards,
{Sender Details}

4. Reply to Interview Invitation Email

Dear {Name},

Thank you for the invitation to interview with {company name}. I want to confirm that I will be available to meet with you on {Day}, {Date} at {Time}. 

I appreciate the opportunity to talk with you and am looking forward to learning more about the position.

Thank you,

Kind Regards,
{Sender Details}

5. Final Round Interview Invitation Email

Dear {Name},

Congratulations! You are cordially invited to final-round interviews for the {JOB TITLE} role with {COMPANY NAME} on {INTERVIEW DATE}. We look forward to having you visit our offices.

In preparation for your visit, we would like you to provide us the following information to expedite scheduling and travel coordination prior to your arrival in {CITY}:

Full name EXACTLY as it appears on your government-issued ID

Date of birth {mm/dd/yyyy}

Preferred origination airport {please also note a preferred return airport if it is different from your origination airport}

Mobile phone number should we need to reach you the day of final-round interviews: {Phone Number}

Preferred email address {name@domain.com}

Meal preference {no restrictions, vegetarian, vegan, gluten-free, food allergies, etc.}

After we receive your information, we will follow up shortly with another email with your airline reservation confirmation number and general information relating to {INTERVIEW LOCATION}.

We ask that you provide us this information no later than {RESPONSE DUE DATE & TIME} so that we have adequate time to coordinate your travel and interview arrangements.  Please do not hesitate to call me at {YOUR CONTACT INFORMATION} should you have any questions. I look forward to your visit!

Kind Regards,
{Sender Details}

6. Interview Invitation Email Template for a Scheduling Conflict

Dear {Name},

I’m really looking forward to the chance to talk with you about {role} with {Company}.

Unfortunately, I {reason you need to reschedule the interview}. As a result, I’m wondering if we could reschedule this interview for a later date. I’m available {two or three other times and days that work for you}.

I’m so sorry to throw a wrench in your schedule at the last minute. But, I’m still really enthusiastic about this opportunity and am hopeful that we can connect soon.

Thanks so much for understanding, {Name of Interviewer}.

All the best,

Kind Regards,
{Sender Details}

7. Interview Invitation Email to Confirm an Appointment

Dear {Name},

Thank you again for your earlier {call/email} inviting me to interview for the {job position} role at {company}.

I am emailing to confirm that the interview will take place at {time}, at {place}. Are there any other details you feel would be pertinent for me to know before arrival, or anything you would like me to prepare in particular?

I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, I think my previous work in {most relevant area of work for the position} would make me an ideal candidate.

If there’s anything else you need from me before the interview please let me know.

Kind Regards,
{Sender Details}

8. Phone Interview Invitation Email

Dear {Name},

Thank you for applying to {Company_name}.

My name is {your name} and I’m a recruiter/the hiring manager. I would like to have a phone discussion about your application for the {Job_title} role.

I’d like to tell you more about {Company_name} and get to know you a bit better.

Would you be available for a short introductory phone call {give a specific timeframe – like, early next week}?

Looking forward to hearing from you,

All the best 

Kind Regards,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO Emailformatsample.com
  • Date/Time – 15 October 2021

Tips for writing “Interview Invitation Email”

  • Job Specifics
    Along with the body of the email mention the job title in the subject line also. Job searchers may submit many applications to a company’s available positions, so let them know the job before the interview.
  • Specify the interview medium
    Explain the structure of the interview, including whether it will take place in-person, over the phone, by video conference, or as a group interview.
  • Interview Place
    Include your office address and either a snapshot of its location on a map or a link to a map with the address fully filled in if it’s an offline interview. Include the phone number, meeting room URL, and access code if necessary for phone or video conference interviews.
  • Duration of Interview
    It is really hard to say in advance how long the interview will go as it honestly depends on the candidate. If you can then mention the duration of the upcoming interview in your interview invitation email.

Conclusion

It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your Interview Invitation Email meets with politeness and also with a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.