How To Respond To An Interview Request: Sample Emails, Full Guide [2020 Updated]
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.
- Respond quickly. Be sure to respond within 24 hours of receiving the request.
- Recommend some available times in your email. This will help the interviewer get you scheduled quickly and start the hiring process.
- Start preparing for your job interview. Don't wait, get prepared as soon as you can. This will help expedite the hiring process and get you a job offer quickly.
- Get an interview confirmation. Be sure the interviewer has confirmed your interview schedule.
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:
- Your confirmation that you’d like to interview
- Your appreciation for the interview
- Your confirmation of dates/times or your availability
- Your excitement for the opportunity
- Your awareness that they might change dates/times and your flexibility in order to accommodate
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
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:
And here’s what you would send to the employee:
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.
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.
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.
Phone interviews have become a core part of the process when attempting to find a secured placement for an open position. Companies receive massive responses from potential candidates for any..
Concerning a job search, you might receive numerous offers from your recruiters. Before you choose one, you need to assess all the conditions, for which it is vital that you know everything associated with the offered position..
Answering this question during a job interview requires more than knowing why you are unique as an individual. Yes, the true scientific answer is made up of two main components: your..
So, you have been in search of a job for a considerable time but are yet to be selected for one. If that's the case, don’t worry anymore because we have got you covered..
Open-ended questions like “What motivates you?” can elicit a deer-in-the-headlights reaction from job candidates if they are unprepared. It’s a broad question and can leave the interviewer..
A lot of interviewers ask this question - how did you hear about this position? This way they can judge you if you are a passive or an active job seeker..
Writing a thank you note after an interview says a lot about you as a potential employee. Most notably, it says that you care about the opportunities presented..
Writing the perfect letter of resignation is more of an art than it is a science. And we’re going to cover how to master that art form in this full guide..
Knowing how to end a business note or email is an important skill to develop. It helps portray a sense of confidence, respect and tone to your message..