When you invite candidates to interviews, your emails should clarify all important details, like date and time of the interview and estimated duration. Whether it’s an in-person, phone or Skype interview, offer candidates two or three scheduling options and let them choose one that’s most convenient for them.
Send an initial email to inform candidates you’d like to interview them. Settle the details with a second email (once they’ve confirmed they’re still interested in the position.) To avoid confusion, once candidates agree to an interview, send a confirmation email summarizing interview details.
Whatever your approach, customize this template with times and days that work for you. Also, make sure that your subject line clearly states that this email is a first or second interview invitation.
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Interview availability email template
Invitation to interview – [Company_name] / Interview with [Company_name] for the [Job_title] position
Hi [Candidate_Name] / Dear [Candidate_Name],
Thank you for applying to [Company_name].
Your application for the [Job_title] position stood out to us and we would like to invite you for an interview [at our offices / via phone / via Skype] to discuss the role and get to know you a bit better.
You will meet with [Department_name] department manager [Manager_name]. The interview will last about [X] minutes and you’ll have the chance to discuss the [Job_title] position and learn more about our company. [If applicable, let candidates know what they might need to bring to the interview, like an ID to get past security/reception, a resume or a portfolio.]
Please let me know which of the following options you prefer. I will send you a calendar invitation once I receive your reply.
[Monday 6/1, 3 p.m.]
[Tuesday 6/2, 11 a.m.]
[Tuesday 6/2, 2 p.m.]
If none of these time slots work for you, please let me know of your availability next week, so we can find a convenient time.
Looking forward to hearing from you,
All the best / Kind regards,
What should be included in an availability email?
An interview availability email is a crucial piece of communication in the hiring process. It bridges the gap between the employer’s interest in a candidate and the actual face-to-face interaction. Crafting this email with clarity and professionalism ensures a smooth scheduling process and sets the stage for a positive interview experience.
The email should begin with a brief introduction, reiterating the company’s interest in the candidate based on their application or previous interactions. This serves to reaffirm the candidate’s potential value to the organization and sets a positive tone for the upcoming discussions.
It’s also beneficial to provide a concise overview or reminder of the position they’ve applied for, ensuring both parties are aligned from the outset.
Following the introduction, the main content of the email should focus on the logistics of the interview. Clearly state the proposed dates and times for the interview, ensuring there’s flexibility to accommodate the candidate’s schedule. If multiple slots are available, it’s helpful to provide a range, allowing the candidate to choose a time that best suits them.
The mode of the interview is another essential detail. Whether it’s an in-person meeting, a video call, or a phone interview, specifying this ensures the candidate is adequately prepared. For in-person interviews, providing the exact location, any relevant directions, or parking information can be invaluable.
For virtual interviews, including details about the platform being used, any necessary login credentials, and a backup contact method in case of technical difficulties can streamline the process.
In addition to the logistical details, it’s a thoughtful touch to give the candidate an idea of what to expect during the interview. This could include the estimated duration, the names or roles of the interviewers, or any specific topics or tasks that might be covered. Such insights can help the candidate prepare more effectively.
Towards the conclusion of the email, encourage the candidate to confirm their availability for the proposed slots or suggest alternative timings if necessary. This call to action ensures a prompt response and aids in finalizing the interview schedule.
Lastly, always provide a point of contact, be it an HR representative or the hiring manager, whom the candidate can reach out to with any questions or clarifications. This open line of communication fosters a sense of transparency and approachability.
In essence, an interview availability email, while primarily logistical in nature, is an opportunity for the company to showcase its organizational skills, respect for candidates, and eagerness to bring onboard the right talent.