Interview confirmation email template
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.
Email sign off
I look forward to meeting with you and discussing this job opportunity at [Company_name].
All the best / Kind regards,
What should be included in an interview confirmation email?
An interview confirmation email serves as a bridge of communication between the employer and the candidate, ensuring both parties are aligned on the details of the upcoming interview.
Starting with a courteous greeting, the email should first acknowledge the recipient’s availability for the interview. It’s essential to reiterate the specifics of the interview, such as the date and time, to ensure there’s no ambiguity. Additionally, providing the location of the interview, whether it’s a physical address or a virtual meeting link, is crucial.
If the interview is in-person, offering directions or a map can be a thoughtful touch, especially if the location is challenging to find.
Beyond the basic logistics, the email should also specify the expected duration of the interview and any documents or materials the candidate should bring, such as a resume, portfolio, or identification. If there are multiple rounds or panel members involved, it’s helpful to mention this, giving the candidate an idea of the interview’s structure (e.g. candidates will complete a test or discuss their assignment).
For virtual interviews, it’s essential to provide technical details. This includes the platform being used, any required software or apps, and troubleshooting contacts in case of technical difficulties.
Lastly, the email should encourage the recipient to reach out with any questions or if they need further clarification on any aspect of the interview. A polite closing, expressing anticipation for the upcoming meeting, followed by the sender’s name, title, and contact information, rounds off the email effectively.
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.