How to Respond to an Interview Request (Email Examples)

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Receiving an interview invitation email is an exciting experience for a job-seeker. It shows that the employer appreciates your skills and experience, and is ready to envision you as a part of their team.

So, after doing a happy dance, you'll probably find yourself wondering "How do I respond to a job interview email invitation?" The way you respond to an interview request from a hiring manager can strengthen the positive impression or ruin it whatsoever.

In this guide, we've prepared answers to the following questions:

• how to respond to a job interview invitation from the hiring manager,
• what not to write in the job interview invitation email, and
• sample responses to a job interview invitation.

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How do you respond to a job interview invitation?

First impressions count, so you want to respond to a job interview email professionally and respectfully. Here is how to respond to an interview request:

Give a prompt reply

Career experts suggest that you respond to an interview invite from hiring managers in 24 hours or less. Your excitement must shine through, so show that you are eager to meet with them and discuss everything in person.

A rapid response demonstrates your interest in the opportunity. And vice versa, if you respond in three days, they can decide that you aren't interested much.

Pro tip:When looking for a job, start checking your spam folder every day. Thus, you will not miss a letter from the dream company and will be able to respond promptly.

Hit the "Reply" button

Don't send your interview response as a new email thread. Hit the "Reply" button to continue the thread under the same email subject line and make it easier for an employer to track your conversation. Thus, if they want to locate any details from the conversation with you or important files, they will easily find them.

Show gratitude

Express gratitude and excitement early in your response. Thank the recruiter for contacting you and show appreciation for the opportunity. Do not neglect this part. Every recruiter is looking for a candidate who would be excited about the opportunity and the company and not just look for whatever job to pay the bills. So, expressing enthusiasm will work in your favor.

Confirm your availability

The most important part of your email response is confirming interview availability or suggesting your time and date. Here, your approach can make a big difference. Based on how you communicate via email, they will evaluate how easy it is to discuss work matters with you, and it is crucial for your employability.

Here is how to discuss it.

1. When you're asked to provide your availability, offer several dates and times for the interview. Thus, you will help the hiring manager to find time that works for both of you.
2. If your interview email offers you pre-selected dates, try to choose the one that best fits your schedule. However, if none of them does, be sure to suggest the alternatives.

Pro tip:Don't offer just one slot a day. The best approach is to share available slots for one week in advance. If you have plans and aren't available for interviews in the next few days (i.e. you are on a vacation or business trip), explain the reason and offer the alternatives. Most hiring managers will understand your situation and find a compromise.

Keep your tone professional

Maintain polite and professional tone in your letter. Use professional language with no slang, emojis, and informal expressions. In a situation when a hiring manager doesn't know you yet, professional email etiquette is super important. If you strike the wrong tone, it can jeopardize your chances of continuing the interview process.

Whether you are discussing a virtual or in-person job interview, don't be too laconic. Responding to a job interview email with "Yes, I can meet you at 15:30 on Thursday" will sound unprofessional and can send the wrong signals.

Ask questions

If you have questions, ask them right off the bat. If you are unsure about the type of the interview (one-on-one or panel interview), location, or any additional documents you need to bring, ask these questions in your interview request response. Asking too many questions is better than showing up unprepared and messing the whole thing up.

Here are a few examples of questions you might want to clarify:

• Confirm scheduling details: time, date, and location of the upcoming interview
• The name and job title of the interviewer
• The type of the interview (one-on-one, group, or panel)
• Detailed job description (in case you found a job via referral)
• What other documents you need to provide.

Add your contact info

Add your contact details at the end of the email response to an interview request. You can add your phone number, additional email address, and LinkedIn link to make it easier for a recruiter to navigate your contact information. Don't use an email signature from your current job.

Proofread before sending

In the competitive job search landscape, email correspondence contributes to an impression of you. An email with typos and misspelled words communicates sloppiness and lack of attention to detail. On the flip side, sending a spotless letter shows that you make an effort to present yourself in the best light, and are therefore super motivated.

So, take the time to review your response to a job interview email and fix all mistakes. You might want to add an app proofreading letters to your email client to save time.

Writing a job interview request response: Letter structure

Whether you want to give a positive response to an interview invitation or ask for clarification, the basic structure should look as follows.

A professional salutation

Address the hiring manager by name, for example, Dear Mr. Robertson/Dear Lisa Garcia. Personalized salutation shows care and your attention to detail.

Introduction

Start with showing gratitude for reaching out to you and the interview opportunity. Mention that you're excited about discussing the job with them in detail.

Letter body

This is the most important part of your letter. Use it to confirm details of your interview, such as date, location, and other details. If you have any questions, ask them here. For a good impression, keep your response email brief. One or two short paragraphs are usually enough to clarify all the details with the prospective employer.

Grateful closure

In the closing line, mention that you are looking forward to the interview and express enthusiasm about the meeting.

Professional sign-off

Use a professional sign-off, such as "Best regards" or "Warm regards", and your full name.

Interview response letter examples you can use

Here are the specific email examples you can use to respond to an interview request in different situations:

Confirming a job interview

If the time and date works for you, use this template email:

Dear Ms. Blacksmith,

Thank you for your consideration and the invitation for the interview for a Marketing Assistant position at ABC Marketing. I am fascinated by the opportunity and look forward to meeting Anna Patel on November 19th at 11.30 AM in your office.

Please let me know if you need any additional information or documents prior to our meeting.

Sincerely,

Ken Wilson  
wilsonk@email.com 
+1-999-000-0000

Suggesting alternative time or date

When rejecting the suggested time slots, provide as many alternatives as possible in your email response.

Dear Jill Oliver,

I appreciate your invitation for an interview for the Head of Content position at XYZ Company, and I look forward to discussing the role in person. Unfortunately, I am unavailable at the time proposed, as I am the primary caregiver to my 2-year-old daughter.

Would it be possible for you to reschedule? I am available on Tuesday after 4 PM and on Wednesday and Friday at 10 and 11 AM. Please let me know if any of these time slots work for you.

Best regards,

Amy Montoya 
msamymontoya@aol.com 
+1-999-000-0000

Responding to a virtual interview request

If you were invited to an interview on Zoom or Microsoft Teams, here is a sample response:

Dear Mr. Pattison,

I am thrilled to have received an interview invitation email for a Graphic Designer role at ABC agency. I am looking forward our Zoom meeting at 14:30 on November 25th. Attached is the copy of my digital portfolio as per your request.

I look forward to speaking with you and discussing the opportunity in detail.

Sincerely,

Thomas Whited
whitedtom2000@mail.com 
+1-999-000-0000

Declining an interview positively

If you are not interested in the opportunity, it is best to respond to an interview request email anyway to maintain the connection for the future.

Dear Mr. Bates,

Thank you for contacting me regarding the open position at ABC Company. Unfortunately, I accepted a job offer at another firm yesterday and I am not available for interviews. I apologize for any inconvenience caused.

Best regards,

Mary Webster
misswebsterhome@gmail.com
+1-999-000-0000

Asking additional questions

The most common scenario for responding to a job interview email is when you want to say "yes" but also ask your questions. Here is an example you can use:

Dear Emily,

Thank you so much for inviting me to interview for the Accountant position with your company. I am looking forward to meeting with you on Friday at 10:00 AM in your office.

Could you please provide me with some more information about the interview process? How many rounds of interviews are anticipated? Also, the job posting requires the candidate to hold the CPA certification, and I am taking my CPA exam in December.

Thank you again for your time and consideration.

Sincerely,

Daniel Perry, 
dperrymail@gmail.com
+1-999-000-0000

How to respond to an interview request on the phone?

Sometimes the hiring manager will call you on the phone prior to sending an interview request email. They might not only invite you to an interview, but also conduct a quick phone screening first, asking questions about your experience, skills, and achievements.

How do you respond to the interviewer's questions in this case?

1. Approach the interview invitation with excitement and enthusiasm. Show that you are interested in the opportunity.
2. If they want to discuss your background briefly, answer their question as you would answer them in a face-to-face interview. If you aren't comfortable speaking at the moment, suggest that you call them back in an hour or two.
3. If you haven't spoke to this HR manager before, it helps to ask them where they got your contact information. You can ask your questions, too, so ask as many of them as necessary until you are perfectly comfortable speaking to the person.

Mistakes to avoid when responding to an interview request

When sending your confirmation to an employer, avoid below mistakes as they can spoil a first impression about you:

1. Answering the email late. If you answer the hiring manager four days after the letter hits your inbox, don't be surprised that they moved on with another candidate.
2. Sending an informal letter. Don’t respond to an interview request with a one-line message like "Great, I'll be in your office on Thursday" or "Ok, thank you". Send a detailed confirmation to make sure that you understand each other and maintain professional etiquette.
3. Being too detailed. No need to reiterate why you are a great fit for the role - your cover letter exists for this. Simply thank them for the opportunity and confirm the details.
4. Not asking for clarifications. If something is not clear from the beginning, not clarifying it can lead to major confusion. You don't want to show up to the office only to find out that you need to bring a physical copy of your resume and cover letter.
5. Not replying to all. If there are multiple people in the email thread, hit "Reply all". Thus, you will keep the conversation transparent for everyone involved in the hiring process.

What to do if you don't hear back?

The interview went great, and the hiring manager promised to get back to you. However, days go by, and you don't hear back from anyone. How do you handle such a situation?

1. Did the interviewer give you a specific time frame? If yes, stick to it. Say, if they promised to get back to you in four business days and no reply, you can message them and wonder about the progress of your candidacy.
2. Follow up again in one week. Send an email to the hiring manager asking about the progress and the next steps. Keep it short. In most cases, hiring managers are overwhelmed and have no resources to keep all applicants informed, and your email should sound as a kind reminder.
3. Keep applying for jobs. Unless you received a formal job offer, keep applying for opportunities and attending job interviews. The more opportunities you explore, the better terms you can negotiate during the interview process.

Responding to an interview request: A few key points

1. Reply immediately, ideally within a few hours, and no later than in 24 hours.
2. Show enthusiasm and appreciation for the opportunity.
3. If you need to reschedule, offer as many slots as possible - it will show your genuine interest in meeting.
4. Keep your tone polite and professional, and follow the guidelines of email correspondence.
5. Continue the email thread and use the “Reply to all” function when sending your response.

Receiving an interview invitation is your first step towards a desired job offer. A strong professional response can increase your chances for success. Follow the above tips on how to respond to an interview request, and don't forget to carefully prepare for the job interview itself. Good luck in achieving your professional goals!

Impress the hiring manager with your resume

40% of hiring managers read resumes for less than a minute. If your resume fails to impress the employer quickly, it's time to give it a professional update. At ResumePerk, you can order a custom resume focused on your unique achievements and enriched with industry keywords. Contact us to get your welcome discount.

Use these interview preparation resources to succeed

Experts of ResumePerk share helpful tips and recommendations for all job-seekers. Use these guides to ace your next interview:

1. Powerful words to describe yourself on a job interview - learn to use achievement-driven, impactful language for an effective self-presentation.
2. How to reduce interview stress - beat interview anxiety and answer all questions with confidence.
3. 29 Questions to ask at the end of the interview - asking these questions will impress the interviewer and increase your chances for success!