During your hiring process, use this interview confirmation email template to schedule interviews with job candidates.
After you’ve invited candidates to an interview, send an interview confirmation email to clarify details like:
- Date and time of the interview
- Estimated duration
- Name(s) and job title(s) of the interviewer(s)
- Format and topic of the interview (e.g. candidates will complete a test or discuss their assignment)
You can also use this email to remind candidates what they need to bring with them (e.g. their resume or portfolio.)
If this is the first interview with candidates at your office, include:
- How to get to your office (e.g. provide a link with directions and/or map, or point out some landmarks nearby)
- How to enter the building as a visitor (e.g. if they need to bring their ID)
- Where to park (if your office is located in a busy area)
When writing this email, keep it brief. Make sure your subject line is clear, otherwise candidates may not open your message.
If you and the candidate booked the interview a while ago, consider sending this interview confirmation email one to two days before your appointment as a friendly reminder. You could also use this email to set the final date and time for the interview, after you’ve discussed your availability.
Like all recruiting emails to candidates, make sure your writing style aligns with your company culture.
Email subject line: Confirmation for interview – [Company_name] / Interview with [Company_name] for the [Job_title] position
Hi [Candidate_Name] / Dear [Candidate_Name],
I would like to confirm your interview for the [Job_title] position. At this meeting, we’ll have the chance to [e.g. discuss your assignment] and get to know you a bit better. Below are the details of your interview:
When: [date and time, e.g. Thursday, May 25, at 11 a.m] – the estimated duration is [e.g. 30] minutes
Where: [full address, e.g. 33 Farnsworth Street, 4th Fl, Boston, MA 02210 – if necessary, include a link with the specific location on the map and/or directions]
Who: [name and job title of the interviewer]
Keep in mind that you’ll need your ID, as the security guard will ask for it at the front desk. If you plan to drive, there is a parking lot next to our office that you may use.
Feel free to contact me via email or at [e.g. 1-444-555-2222], if you have any questions.
I look forward to meeting with you and discussing this job opportunity at [Company_name].
All the best / Kind regards,
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