Scheduling interviews may not be the hardest part of hiring. But, investing some effort to make your process more efficient will help you save time and improve your candidate experience.
Here are some tips on how to invite a candidate to an interview:
How to invite a candidate for interview by phone
Communicating with candidates by phone makes your approach more personable. But, when your purpose is to schedule an interview, phone calls can create confusion. People may forget what was said if they were in a hurry or didn’t take notes. Also, candidates may feel uncomfortable taking this type of call if they’re at work.
Email is more convenient and allows you to provide details about your interview process. State your purpose and your company’s name in the subject line to ensure that candidates will open your email.
Related: Invite a candidate to interview email template
After your initial email, you could send a text to confirm candidates’ appointments or send them directions to your offices.
Be flexible with your time
Group interviews and assessment centers are usually held at fixed times. But, one-candidate interviews can be flexible. Let candidates pick a time when they will be free of other responsibilities and able to focus on their interview. To avoid an avalanche of back-and-forth emails, give candidates various times to choose from in your first message.
If you’re inviting remote candidates (e.g. for a video interview), they may be in a different time zone than your interviewers. Scheduling tools, like online calendars, will probably convert invitations to the right time zone. But if you’re adding time-slots manually, make sure to double-check.
Craft informative interview invitation emails
When writing an interview invitation email, include:
Use email templates
Communicating with candidates calls for a personalized approach most of the time, but you don’t have to start from scratch. Modifying a template to schedule an interview can save you time. Here’s a sample email based on a customizable template:
Subject line: Invitation to interview at Acme
Thank you for applying to Acme.
Your application for the Junior Developer position stood out to us and we would like to invite you for an interview at our office.
You will meet with our Engineering department manager, Ms. Blake, and two of her team members. The interview will last about 60 minutes. You’ll have the chance to discuss the position’s responsibilities and learn more about our company.
We would like to conduct your interview sometime this week. Please let me know which one of the following time slots you would prefer. I will be sending you a calendar invitation once I receive your reply.
- Monday 3/3, 5:30 p.m.
- Wednesday 3/4, 10:30 a.m.
- Wednesday 3/4, 5:30 p.m.
If none of these time slots work for you, let me know.
Our offices are located at 234 Road St. You can find an attached screenshot of our exact location. Please bring your ID, so you can receive a visitor’s pass at the reception. Ask for Mr. Edwards, our Office Manager, as soon as you arrive.
Looking forward to hearing from you.
After you invite candidates to an interview, your interviewing process is set in motion. Choose effective interview questions and monitor your process with useful HR metrics. And soon, you will be welcoming the best candidates onboard.
Frequently asked questions
- What do you say when scheduling an interview?
- We would like to conduct your interview sometime this week. Please let me know which one of the following time slots you would prefer. I will be sending you a calendar invitation once I receive your reply. If none of these time slots work for you, let me know. These items will establish a professional tone before the interview.
- How do I schedule an interview through email?
- The basic elements of every interview scheduling email should include the job title or position the candidate will be interviewing for, the name of your company, and the names and titles of people the candidate will be meeting with. This information will help the candidate prepare for the interview so you can fill the position as quickly as possible!
- How do you write a recruiting message?
- Begin your message with context around who you are and why you're reaching out. Include what stood out to you about this candidate, how you think they can thrive at your organization, and why your employer is the best place for them to launch their career.