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Scheduling an interview email

This is a sample email template you can use to invite a candidate to interview. Depending on your company culture, you can choose a formal or more casual style. Make sure your subject line clearly communicates the interview invitation, outline all the necessary information the candidate should know as well as details about the interviewing process.

How to write an email to schedule an interview

scheduling an interview email templateYour 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

Subject line: 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,

[Your name]


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