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

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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.

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.

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 on 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]

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author: patrick algrim
About the author

Patrick Algrim is a Certified Professional Resume Writer (CPRW), NCDA Certified Career Counselor (CCC), and general career expert. Patrick has completed the NACE Coaching Certification Program (CCP). And has been published as a career expert on Forbes, Glassdoor, Dice.com, WorkWise, American Express, Reader's Digest, LiveCareer, Zety, Yahoo, Recruiter.com, SparkHire, SHRM.org, Process.st, FairyGodBoss, HRCI.org, St. Edwards University, NC State University, IBTimes.com, Thrive Global, TMCnet.com, Work It Daily, Workology, Career Guide, MyPerfectResume, College Career Life, The HR Digest, WorkWise, Career Cast, Elite Staffing, Women in HR, All About Careers, Upstart HR, The Street, Monster, The Ladders, Introvert Whisperer, and many more. Find him on LinkedIn.

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