How to write an email to schedule an interview
Your subject line should clearly communicate that you’re sending an interview invitation to encourage your candidates to open your email as soon as possible. Your message should detail all the necessary information to set up the interview, including: the name of the position you’re interviewing for (if your candidate is applying to lots of jobs, they mightn’t be keeping track of different job titles), when you would like the interview to take place (you may want to offer 2 or 3 scheduling options or state that you’re flexible), where it will be (include your office address) and who will interview the candidate. Let your candidates know if they need to bring anything with them (like an ID or resume.) It’s also nice to let them know approximately how long you expect their interview to last, and any other details about your structured interview process.
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Email template for scheduling an interview
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 office[s] to get to know you a bit better.
You will meet with the [Department_name] department manager [optional – 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: Insert information about what the candidate might need to bring with them e.g. ID to pass from the security/reception, resume or portfolio.]
Would you be available on [date and time – or, range of dates/times]?
Looking forward to hearing from you,
All the best / Kind regards,
What should be included in an email intended to schedule an interview?
Scheduling an interview is a pivotal step in the hiring process, and the email sent to candidates for this purpose should be crafted with clarity, respect, and anticipation.
The email should open with a warm and personalized greeting, addressing the candidate by their name, which immediately establishes a direct and friendly tone. Following this, it’s essential to express the company’s interest in the candidate, based on their application or any prior interactions. This affirmation serves to set a positive tone and reiterates the candidate’s potential value to the organization.
The main content of the email should then delve into the specifics of the proposed interview. Clearly state the date and time you’re suggesting for the interview, ensuring there’s a note indicating flexibility to accommodate the candidate’s availability. If multiple slots are available, it’s helpful to provide a range, allowing the candidate to choose a time that best suits them.
The location of the interview is another crucial detail. If it’s an in-person meeting, provide the exact address, and if possible, any helpful directions or landmarks. For virtual interviews, it’s imperative to include details about the platform being used, any necessary login credentials, and perhaps a backup method of communication in case of unforeseen technical issues.
Beyond the logistical details, candidates often appreciate a brief overview of what to expect during the interview. This could encompass the estimated duration, the names or roles of the interviewers, or a general idea of the topics or tasks that might be covered. Such insights can help the candidate prepare more effectively and reduce any potential anxiety.
Towards the end of the email, it’s beneficial to encourage the candidate to confirm their availability for the proposed slot or suggest alternative timings if necessary. This call to action ensures a prompt response and aids in finalizing the interview schedule.