How To Respond To An Interview Request: Sample Emails, Full Guide

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 what makes the best elements of a response by email when being asked to come in for an interview. And what you might expect to happen next.

Let’s go ahead and get started.

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’s any changes that they’d like to make to scheduling, 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

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.

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