How to Respond to an Interview Request (6 Steps) [+ Example Emails]

how to respond to an interview request

Receiving an interview request can be exciting news. When an employer makes an invite to attend a job interview, it’s imperative that the recipient replies quickly (with an interview acceptance email) and with sufficient information to help the hiring manager with their hiring process. This information includes showing a general interest in the job opportunity, availability depending on the type of job interview, contact information of the interviewee, and other information requested by the employer (like signing an NDA if the interview is on-site).

As an applicant, when receiving an interview invitation, replying within 24 to 48 hours is best. This helps the interviewer on a few levels. The first is to help them feel that the applicant is excited about the job opportunity. Secondly, it helps to provide them with sufficient information about availability to determine if speaking with a recruiter, hiring manager, or employee is appropriate.

A prospective employer will either ask for the interview to take place by phone call, as a phone interview (sometimes referred to as a telephone interview). Or ask to attend the interview in the office (on-site interview). If the interview request is to attend a second interview, the process is the same.

How to Respond to an Interview Request

Here is how to respond to an interview request.

Many job seekers ask questions about the upcoming interview with the potential employer. A good question to ask is about materials to bring to the interview. This might include a copy of the resume or cover letter. As a baseline, candidates should bring this information with them regardless of the answer from the recruiter or hiring manager.

In the event of needing to reschedule, the candidate shouldn’t send a rejection email or rejection letter, instead, send an “interview reschedule email”. This is fairly common for an interviewer to experience. If needing to reschedule an interview, try to reschedule with at least 24 hours notice of the actual interview session.

Interview Request Response Email Sample

Including dates and times can be the most important part of an interview request response email.

Hi John —

I’m very excited about this opportunity. I’m really looking forward to speaking with you more about the job. I’m available the following days and times for a phone interview:

  • Monday at 9am, 10am, 11am and 2pm
  • Tuesday at 9am, 10am, 11am and 2pm
Please let me know if those times work for you and if there’s anything I should have prepared, like a portfolio of work to go over?

Thanks so much John,
Robert

Interview Date Confirmation Email Sample

Hi John —

I’ve received the interview invitation and the interview details, thank you for sending it along. We’re all confirmed for the upcoming interview.

Thanks so much John,
Robert

Interview Reschedule Email Sample

When needing to reschedule an interview session, it’s important to include additional dates and times for the hiring manager to reschedule the interview to.

Hi John —

Apologies for having to do this fairly last minute. But an emergency came up with my family. Is there any opportunity to move the interview to one of these days and times:

  • Thursday at 9am, 10am, 11am and 2pm
  • Friday at 9am, 10am, 11am and 2pm
Thank you so much for your understanding John,
Robert

Interview Request Response Email Template

Hi [Hiring Manager’s Name] —

I’m very excited about the opportunity to speak with you about the [Job Title] opportunity. I’m available the following days and times:

  • [Day and Time Blocks / 9am / 10am / 11am]
  • [Day and Time Blocks / 9am / 10am / 11am]
Please let me know if those times work for you and if there’s anything I should have prepared, like a portfolio of work to go over?

Thanks so much [Hiring Manager’s Name],
[Your Name]

Additional Resources

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, Recruiter.com, SparkHire, and many more.

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