How to Respond to an Interview Request (6 Steps) [+ Example Emails]
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 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 occur by a phone call or 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.
- Respond to the interview invite email within 24 to 48 hours of receiving the email. Show gratitude and general interest in the invitation email and interview offer.
- Include availability depending on the type of interview. This should include dates and time slots to help the recruiter, or hiring manager set an interview time.
- Include any questions about the interview process or the company.
- Be sure to receive an interview confirmation and interview confirmation email. This may include a calendar invite sent by the interviewer, which contains information about the interview appointment.
- Be sure to have the correct contact information for the interview. The interview details should include the location, contact information, and general interview schedule (who the interviewer will be).
- If the interviewer has sent the interview details, respond to the interviewer confirming receipt of the interview invitation email (this completely confirms the appointment date).
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 recruiter or hiring manager's answer.
In the event of rescheduling, 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.
Interview Date Confirmation Email Sample
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.
Interview Request Response Email Template
- How to Decline a Job Interview
- How to Turn Down a Job Offer
- How to Turn Down a Job Offer After Accepting
- How to Respond to a Job Rejection Email
Our favorite resources are included below.
Job interview resources
- Common Interview Questions by Marquette University
- Prepare for Behavioral Interview Questions by Marquette University
- Preparing for Job Interviews by the University of Kansas
- Mock Interview Handbook by CSUCI
- Interview Guidebook by Lebanon Valley College
Resume and cover letter resources
- Writing a Resume and Cover Letter by USC
- Resume Writing Tips by the University of Wisconsin-Madison
- Resume and Cover Letter Guide by Harvard University
Job search resources
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