How To Respond To An Interview Request: Sample Emails, Full Guide [2020 Updated]

how to respond to an interview request

Want to know how to professionally respond to an interview request by email? It sounds easy but if you aren’t familiar with the interview process or are maybe a recent graduate, you might be wondering how to do this in a professional and courteous way.

We’ve got you covered. In our guide, we’ll tell you how to respond to an interview request by email. And what the best response by email is when being asked to come in for an interview. And what you might expect to happen next with your employer.

Let’s go ahead and get started.

How To Respond To An Interview Request

Here are the best practices when you've received an invitation to interview on behalf of an employer.

how to respond to an interview request

What Should Go In My Response Email

When crafting your response email to the hiring manager or HR leader who is coordinating with you, be sure that you include a few components in the email that make you sound professional and courteous. Those elements are:

Those are the general breakdowns when thinking about crafting a good response to a request for an interview. The confirmation that you’d like to interview tells the interviewer that you are still interested in the position. Your appreciation for the interview shows that you are truly thankful for the opportunity. Confirmation of your availability is going to help the interviewer. And then letting the interviewer know that if there are any changes that they’d like to make to the interview schedule, you’re available.

These seem kind of obvious but it’s important that these things are apart of your response. Let’s go ahead and show you what it looks like when you put those qualities of your email response together.

2 Sample Emails To Send In Response To An Interview Request

Example one

Hi [Name] —

Thank you so much for reaching out to me. I’m very interested in interviewing for this position and am thankful that you’d like me to interview.

I’m available this week, all day Thursday and Friday.

If you need anything from me please don’t hesitate to ask. Also, I’m very flexible with my schedule.

Thank you so much,
[Your name]
[Your phone number]

Example two

[Name] —

I sincerely appreciate you reaching out to me in consideration of the open position at [company]. I’m very interested in interviewing with you or the rest of the team. I’m available most of this week, here are some available times:

[Date/Time 1]
[Date/Time 2]
[Date/Time 3]

Let me know if any of those work. I’m very flexible with my schedule and it is my highest priority to be interviewing with you.

Thank you so much,
[Your name]
[Your phone number]

If The HR Manager Asks You To Reach Out To Another Employee

This happens infrequently but sometimes a hiring manager will ask you to reach out to an employee directly in order to setup your interview session. The reason for this is scheduling. When you reach out to the colleague, it’s important that you show them the same levels of interest about the job and company, plus your excitement for the interview.

Here’s what you would say to the hiring manger:

[Name] —

Thank you so much for the opportunity to interview with [Company]. I will reach out to [Employee] right away to schedule my interview.

If you have any questions please don’t hesitate to email me.

Thank you so much,
[Your name]
[Your phone number]

And here’s what you would send to the employee:

Hi [Name] —

I was told by [Hiring Manager] to reach out to you in order to schedule my interview. I’m really excited to meet with you. Here are some available times, let me know if any of them work. I’m very flexible.

[Date/Time 1]
[Date/Time 2]
[Date/Time 3]
Thank you so much,
[Your name]
[Your phone]

Where Is The Interview Taking Place

Usually, the interviewer will let you know where the future interview will take place. They may do this initially, thus letting you know how you might want to tell them about your availability. Or they might do it after you give them your availability, in which case you might have to make some corrections if they want you to interview onsite.

Generally speaking, there are two types of interview locations that they will ask you to go on. The first would be a phone interview, which requires no travel. And the second is an on-site interview where you might meet with the rest of the team.

What Is The Onsite Interview

An on-site interview is a session where you’ll be meeting with either one or many team members. If you are being asked to interview on-site, recognize that this means you are doing a full interview. You should spend considerable amounts of time preparing with behavioral interview questions and on-site interview questions in order to be more prepared with knowing how to answer potential questions that might come your way.

Related: 5 Steps For A Successful Onsite Interview

What Is A Phone Interview

A phone interview is a session that happens over the phone, usually with a team leader or someone who is going through the process of ensuring that you are a qualified fit for the position. A phone interview is kind of like a prerequisite session before being invited to the second round of interview that happen at their offices.

If you are being asked to phone interview, it’s important that you spend the time to investigate what questions that you might be asked and how you can better prepare to answer them.

Related: 200 Phone Interview Questions To Ace Your Phone Interview

Interview Request FAQ's

Below are common questions asked by job seekers regarding how to respond to an interview request.

Should I ask about salary in my interview request email?

If your employer hasn't brought a salary up in the discussions yet, that means they are going to wait until after you have interviewed in order to talk about salary. It's best to wait until after your interview sessions are complete.

What if I didn't hear back from my employer about the interview scheduling?

You can send a simple follow-up email. All you have to do is reply to the email thread where you received the invitation and ask to confirm the dates and times for the interview. This is the best way to follow-up

What if the interviewer didn't mention the job title they are asking me to interview for?

If the interviewer forgot to mention which role or job title you're interviewing for, you should ask. Getting clarity on the role will help you prepare for the telephone interview, skype interview, in-person interview, and more.

What if I the interview invite is for a phone call, how should I respond to that?

LIke our email template is written above. Schedule your interview appointment like you would any other interview. But instead, prepare for your phone interview using these phone interview tips. You should receive an interview confirmation email. If you didn't, then be sure to contact your interviewer.

When should I stop my job search?

Not until you have received a job offer. Your recruiter can guide you through the process and let you know how far away you are from receiving a formal job offer. Not until then should you stop applying for other jobs. Expect to have a second interview after the one you are currently accepting.

When should I schedule my interview time?

Schedule it for a time when you feel the most awake and aware ready to answer any interview question that the recruiter or hiring manager might ask you. For most people, this is any day from Tuesday to Thursday and in the afternoon.

What if I don't want to interview with them, what rejection email should I write?

Just be sure to thank them for the opportunity and decline the invite. You should say a few words about how much you appreciate them thinking of you and that right now is simply not the best time to be moving forward with them as a prospective employer. Keep your email short but be empathetic. In most cases, it does not need to be a formal rejection letter.

What if I didn't receive an interview invitation email but the recruiter said I would get one?

Then be sure to contact your employer right away and confirm that you are accepting their interview offer but didn't receive the invitation with the interview details. They should be able to correct that right away.

author: patrick algrim
About the author

Patrick Algrim is an experienced executive who has spent a number of years in Silicon Valley hiring and coaching some of the world’s most valuable technology teams. Patrick has been a source for Human Resources and career related insights for Forbes, Glassdoor, Entrepreneur,, SparkHire, and many more.


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