How to answer to an electronic mail for an interview

The application process can be an exciting but also a stressful time for applicants. Fortunately, you are able to reduce anxiety. Employers who know How do I write a business email? appear compassionate and helpful and present the company in such a way that it stands out from the competition.

This guide shows you how to respond to an email for an interview, whether or not candidates would like to come by a specific time, ask for a facility, request a call, or ask follow-up questions.

How to reply to an email requesting an interview

Busy applicants who already have work or family commitments can indicate an ideal time for an interview. Whether or not you can accommodate this request depends on how the email develops.

If you can accommodate the request, try this template:

Subject line: [COMPANY] Confirmation of the interview

Dear [FIRST NAME],

Thank you for your interest in an interview for the [ROLE] Position at [COMPANY]. I can be reached on [DATE] at [TIME] and look forward to meeting you to discuss this position in detail.

Before our meeting, please let me know if I can provide more information.

Sincere,

[YOUR NAME & COMPANY SIGNATURE]

You can also consider a longer template that includes additional details to make the candidate more comfortable:

Subject line: [COMPANY] Interview details

Dear [FIRST NAME],

We look forward to meeting you personally at [TIME] At [DATE] to discuss them [ROLE] Position at [COMPANY] and want you to feel comfortable and prepared when you arrive. Below is some information about us that will help you plan your interview.

You meet with [INTERVIEWER #1], [INTERVIEWER #1 JOB TITLE], and [INTERVIEWER #2], [INTERVIEWER #2 JOB TITLE]. The interview does not last longer than [LENGTH OF TIME].

During the interview, you will be asked to do a brief skills assessment and answer a few questions about your previous professional history. Please bring [SAMPLES, RESUME, OR OTHER DOCUMENTS], as well as an ID for access to the building.

Our office is in [ADDRESS], near [LANDMARK]. We’re close [PUBLIC TRANSPORTATION OPTIONS] and have sufficient parking spaces in the parking lot next to our building.

You can find our office dress code is [DRESS CODE], but we recommend that you wear what is most comfortable for you. For your and our safety, we ask you to wear a mask regardless of your vaccination status.

Please call me if you have any questions [PHONE NUMBER].

[YOUR NAME & COMPANY SIGNATURE]

If you’re unable to accommodate the request, here is a formal template with an alternate date and time:

Subject: Invitation to interview at [COMPANY NAME]

Dear [FIRST NAME]:

Thank you for considering the [ROLE] Position at [COMPANY]. The best dates for an interview are for me [DATE & TIME OPTIONS]. If this time is not suitable due to your schedule, please provide a list of alternative dates and times and I will do my best to accommodate your request.

I look forward to meeting you to further discuss your qualifications for this position.

Sincere,

[YOUR NAME & COMPANY SIGNATURE]

Or, if you prefer, you can use this casual template to offer an alternative:

Subject line: Upcoming interview at [COMPANY]

Dear [FIRST NAME]:

Thank you for your timely reply. [INTERVIEWER], [INTERVIEWER JOB TITLE], was very impressed with your application for the [JOB TITLE] Position and we look forward to inviting you for an interview in our office.

Due to previous commitments, we cannot be reached at [SUGGESTED TIME] At [SUGGESTED DAY, MONTH & DATE]. Can you come in [NEW TIME] At [NEW DAY, MONTH & DATE]? If not, please provide a few options and I will do my best to accommodate your schedule.

I look forward to hearing more from you!

Preferably,

[YOUR NAME & COMPANY SIGNATURE]

These templates provide best email practices and show you how to respond to an interview email. Notice how all the examples reinforce the date and time. Also, be sure to include the interview location at the bottom of your company signature along with your contact details. Above all, answers should be concise, positive, and helpful.

How to reply to an email to schedule an interview

Candidates can respond to your interest by frankly saying that they are “available for an interview as soon as possible”. This brings the ball into your playing field for planning. When deciding how to respond to such an interview email, you may want to offer several different times to avoid unnecessary back and forth. Think about how you want to present your company, formal or casual.

Here is an example of a formal interview scheduling email:

Subject: Invitation to an interview at [COMPANY NAME]

Dear [FIRST NAME],

Thank you for your interest in [JOB TITLE] Role in [COMPANY NAME].

We would like to invite you to an interview with [INTERVIEWER], [INTERVIEWER JOB TITLE], in our office, in [ADDRESS]. The interview should not last longer than [LENGTH OF TIME].

We arrange interviews for:

• [DAY, DATE, & TIME]
• [DAY, DATE, & TIME]
• [DAY, DATE, & TIME]

Please reply directly to this e-mail to inform us of your availability.

We look forward to speaking to you.

Sincere,

[YOUR NAME & COMPANY SIGNATURE]

If you’d prefer a more casual answer, consider the template below:

Subject line: [COMPANY NAME]: Availability of interviews

Hi [FIRST NAME],

Thank you for your application to [JOB TITLE] Position at [COMPANY]. We have carefully checked your application documents and are happy to invite you to an interview!

You meet with [INTERVIEWER], our [INTERVIEWER JOB TITLE] here, at [COMPANY NAME], is located [ADDRESS]. The interview should not last longer than [LENGTH OF TIME].

Please check the date and time options below and let me know which is best for you:

• [DAY, DATE, & TIME]
• [DAY, DATE, & TIME]
• [DAY, DATE, & TIME]

Thank you again for your interest in becoming a member [COMPANY] Team! As soon as I have received your reply, I will send a confirmation email with further details. We look forward to finding out what you can add to our team.

Preferably,

[YOUR NAME & COMPANY SIGNATURE]

There is also the possibility that a candidate you are not considering may show interest in an interview. In this case, you need to compose a respectful email response to gently let the candidate down.

Consider this template:

Dear [FIRST NAME]:

Thank you for your interest in the [JOB TITLE] Position at [COMPANY]. It was a pleasure to learn more about your skills and qualifications. However, at this point we decided to pursue another candidate for the position.

We appreciate your time and wish you every success in your professional career.

Sincere,

[YOUR NAME & COMPANY SIGNATURE]

It is never easy to let someone down, but if your email is courteous and professional you will be on good terms and potentially the door open to redundant candidates who may be perfectly qualified and exceptional. If you have a lot of settings to choose from, you can add a line to this template that says “We’re going to publish” [JOB TITLE] Jobs in the next few weeks. We are pleased that you are reapplying because we believe that you would be a good fit for our company. ”

How to reply to an email requesting a call to schedule an interview

Telephone interviews are often the next step in the hiring process. When you’re pressed for time, emailing to arrange a date and time for a phone interview can be the ideal solution.

To reply to an email for a phone interview:

Subject line: [COMPANY NAME]: Availability of the telephone interview

Hi [FIRST NAME],

Thank you for your application to [JOB TITLE] Position at [COMPANY].

After reviewing your application, we will be happy to offer you a telephone interview with our [INTERVIEWER JOB TITLE], [INTERVIEWER]. We discuss what the position entails and ask you a few follow-up questions about your experience.

We have the following interview slots available:

• [DAY, DATE, & TIME]
• [DAY, DATE, & TIME]
• [DAY, DATE, & TIME]

Please reply directly to this email to let us know if you are available at any of the times above. From there I coordinate with [INTERVIEWER] and send you an email confirmation. If you have any questions, please feel free to contact me at [PHONE NUMBER].

Preferably,

[YOUR NAME & COMPANY SIGNATURE]

The opening with a “thank you” sets a friendly tone. You should confirm the company name and position being advertised as the candidate has likely applied to multiple job postings. Also note that this template offers flexibility in terms of days and times to reduce the potential for planning conflicts while narrowing down the options to make your life easier. Be sure to include a phone number where you can be reached.

How to reply to an email with follow-up questions

If you have several promising candidates and you want to narrow the playing field a bit, you can send an email with follow-up questions. Here are some common questions employers use to assess applicants, along with a template for this type of preliminary interview email.

What are your salary expectations or expectations?

There’s no point in inviting a candidate for an interview if your offer is well below their expectations. Some candidates will respond with a minimum amount or range that they will accept, while others vaguely mention that they are “looking for a competitive offer with benefits” and want to know more about the position before making a decision.

Can you tell us more about it? [TOPIC REQUIRING CLARIFICATION]?

You may want to clarify something on a candidate’s résumé to help them make a more informed decision. You might be wondering why there is a two-year job gap, what skills and knowledge the candidate has, why the candidate left the last employer, or what experience they gained in a particular position.

Why do you want this? [JOB TITLE] Position at [COMPANY]?

Employers can ask fun, personality-based questions to get to know a candidate and break the ice before the interview. Or they can search deeper to find out why a candidate is interested in the position and / or the company. The well-rehearsed candidate with the most enthusiasm will often shine through.

Here is a template you can use to ask follow-up questions:

Dear [FIRST NAME]:

Thank you for your interest in [JOB TITLE] Position at [COMPANY]. Before we start planning interviews, we have a few questions for you.

• [QUESTION #1]
• [QUESTION #2]
• [QUESTION #3]

We appreciate this opportunity to get to know you better. Please send your answers up [DAY, DATE & TIME], and I will get back to you as soon as possible to go over the base with the next steps.

Sincere,

[YOUR NAME & COMPANY SIGNATURE]

Always start with a polite “thank you” and remind the candidate clearly why you are getting in touch. In this email, you will explain the questions as part of the preparation process before the interviews are scheduled and let the candidate know that you will be in touch after receiving the responses.

Get more interview tips with Twilio SendGrid

So now you know how to respond to an interview email. As you can see, writing email is both a science and an art. Gathering tips and templates ensures that your company appears professional at all times while keeping all doors open to attract top talent.

You can find many more articles on mastering email etiquette and hiring processes on the Twilio SendGrid website, including this latest blog about Tackling unconscious biases during job interviews. Thank you for visiting and good luck with your future appointments!