How to Respond to an Interview Request: Expert Tips + Email Templates
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Receiving an interview invite email is something that all job-seekers crave. It shows that the employer appreciates your skills and experience, and is ready to envision you as a part of their team.
If you're wondering "How do I respond to a job interview request request?", you're in the right place. Below, you'll find our step-by-step guide including following:
- how to respond to a job interview invitation from the hiring manager,
- what interview details to confirm, and
- sample responses to a job interview invitation.
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Why Responding Right to an Interview Request Matters
A quick and professional response shows your enthusiasm about the role and the respect to the hiring manager's time. If you send a prompt response to interview invitation email, confirming the interview date, time, and other details, it will show dependability and build trust even before the actual meeting.
The way you respond to an interview request from a hiring manager can also strengthen the positive impression or ruin it whatsoever. By sending a timely and polite interview confirmation letter, you'll reinforce the positive impression about you and set the tone for an in-person interview. On the other hand, a weak interview confirmation can make them doubt your communication skills.
Are you ready to craft a compelling interview confirmation letter and increase your chance for a job? Jump to our detailed guide below and follow the examples
Did you know? 68% of job seekers lose interview opportunities simply because they don't respond to invitations professionally or quickly enough.
How to Respond to an Interview Request (Step-by-Step)
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:
1. Read the invitation carefully
Pay attention to the time, date, job title, and the format of the upcoming interview. Study other details as well, such as the company name, interviewer's name, and duration. Not being attentive at this point can lead to misunderstandings and other concerns later, which won't help you make a positive impression.
If you are happy with everything and can make it at the suggested time, hit Reply.
2. Reply promptly and professionally
Career experts suggest that you respond to an interview invite from hiring managers in 24 hours or less. 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.
To respond, click 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.
Pro tip: When looking for a job, check your spam folder every day. Thus, you will not miss a letter from the dream company.
3. Confirm details or request clarification
Discussing interview availability shows your communication skills. Here's how to discuss interview time and scheduled date to make a great impression on a recruiter.
- If your interview email has 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.
- When 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.
- 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
If you have questions, ask them right off the bat. If you are unsure about the type of the interview (one-on-one or with multiple candidates), location, or any additional documents you need to bring, be sure to clarify. Asking questions and clarifying everything is much better than showing up unprepared and messing things up.
4. Express enthusiasm for the opportunity
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.
5. Demonstrate professional email etiquette
When responding to an interview request email, maintain a professional, positive tone. n a situation when a hiring manager doesn't know you yet, professional email etiquette is super important.
- Use professional language with no slang, emojis, and informal expressions.
- Choose a professional closing and salutation and address the sender by name.
- Respond promptly and get straight to the point when answering the employer requests.
- Thank them for contacting you and provide any information they ask for.
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.
6.Add your contact details
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.
7. 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.
Email Templates to Respond to Interview Requests
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
Rescheduling the interview
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 have a scheduling conflict with my current job and I have to be In the office tomorrow morning.
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
Asking for more information
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.
Could you please tell me if this will be an in-person or video interview? 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. Will it influence the hiring process?
Thank you for your time. I'm looking forward for your response.
Sincerely,
Daniel Perry,
dperrymail@gmail.com
+1-999-000-0000
Politely declining an interview
If you are not interested in the opportunity, 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
Want to send a polished and professional letter to a potential employer? Our in-house experts can craft any business letter, from a job interview response to a cover letter emphasizing your qualifications. Chat with us to get a consultation!
Common Mistakes When Responding to an Interview Invitation
When sending your confirmation to an employer, avoid below mistakes as they can spoil a first impression about you:
Don't: Answer 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.
Don't: Send 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.
Don't: Be 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.
Do: Ask 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.
Do: Reply 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.
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.
Frequently Asked Questions
How soon should I reply to an interview email?
Respond to a job interview request from the employer as soon as possible, but no later than in 24 hours. A prompt response shows your interest and engagement, plus demonstrates respect to the hiring manager's time. Make sure to keep your tone professional and clarify any additional details right away.
How do I 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?
- Approach the interview invitation with excitement and enthusiasm. Show that you are interested in the opportunity.
- 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.
- Feel free to ask your questions for more details about the company or the actual interview.
Can I ask to reschedule?
It is perfectly acceptable to reschedule an interview if you have other commitments. Maintain a professional tone, apologize for any inconvenience, and suggest alternative times and dates that work for you. Remember to give a prompt reply so the hiring manager can choose the suitable time and date. If handled professionally, suggesting to reschedule won't affect the opinion about you.
Is it okay to decline an interview?
It is fine to turn down an interview if you decided not to move on with the company at this point. Express gratitude for their interview invitation and explain your decision without going much into detail. It will show respect for the interviewer's time and allows them to focus on other candidates.
How do I structure my job interview email response?
Here is a basic structure for your interview confirmation letter:
- A professional salutation. Address the hiring manager by name, for example, Dear Lisa Garcia. A personalized salutation shows care and 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. Confirm details of your interview, such as date, location, and interview type. If you have any questions, ask them here. 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. Add your contact info and job title.
What if I didn't get the invitation right away?
If you received an interview request late (e.g. it got in the spam folder), reply ASAP, promptly acknowledging the situation. Apologize for the delayed response, explain the reason, and express your interest in the opportunity. Confirm availability for the suggested dates. If they haven't found the right candidate yet, they will probably want to meet with you.
What to Do After Sending Your Interview Response
Now that you've arranged for the interview with a company, take the steps below to ensure your interview is a success.
- Make sure your social profiles are up to date. Recruiters will research you online (if they haven't done so yet). So, make sure that your LinkedIn and other social profiles are up to date and look professional.
- Prepare for an interview thoroughly. Research the company, read the job description carefully, and choose a professional outfit. For more interview tips and recommendations, read our 20 Tips for a successful interview.
- Practice answering interview questions. Plan your responses and recall success stories you can share with a potential employer. Planning and rehearsing your responses will increase your confidence.
- 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.
Related Resources You'll Find Helpful
Read the best tips from ResumePerk experts to ace your next job interview:
- 15 Common Resume Mistakes to Avoid - Correct these mistakes in your resume to land more interviews.
- 26 Interview Questions All Hiring Managers Ask and how to answer them right.
- Powerful words to describe yourself on a job interview - learn to use achievement-driven, impactful language for an effective self-presentation.
- How to reduce interview stress - beat interview anxiety and answer all questions with confidence.
- 29 Questions to ask at the end of the interview - asking these questions will impress the interviewer and increase your chances for success!
Impress the hiring manager with your resume
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