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How to Craft a Professional Interview Invitation Email
Here are the key components for crafting an interview invitation email that exudes professionalism and enthusiasm. These steps and templates ensure candidates are delighted to speak with you.
How to Write an Engaging Interview Email Subject Line
Writing an interview invitation email that captures attention in a cluttered email account starts with a subject line that includes “interview” and your company’s name. Keep it concise—aim for fewer than 60 characters to help your message stand out in the inbox.
The Best Way to Start Your Interview Invitation Email
A simple “Hello” along with the candidate’s name works. You want to keep things professional yet warm. Again, mention your company name, followed by the position you’re hiring for, and share you’re excited to invite the job seeker to an interview.
Key Details to Include in an Interview Invitation Email
Explain what the interview will involve. Typically, the first interview is a phone screen where the hiring manager or a human resource professional determines if the candidate should be moved to the second round interview. We review other interview types shortly.
Share with the candidate where the interview will occur, usually over the phone or via video conferencing for the first meeting. Providing scheduling options via a scheduler makes setting up the meeting a cinch. Also, this is a good time to encourage questions in your email—this opens the door for candidates to reach out if they need more information, special accommodations, or have any concerns.
Provide Verifiable Details in the Invitation
Wrap up your email by signing off with your name, title, and contact details. Adding your LinkedIn profile not only adds a personal touch but also reassures candidates of the legitimacy of the invitation, given the rise of job scams.
Best Practices for an Interview Invitation Email
An interview request email should include natural language without confusing or complicated jargon. Before sending, read your message aloud to spot and smooth out any awkward phrasing or errors. Ensure your message includes all the necessary information for the recipient to schedule and prepare for the interview.
For instance, there are several types of interviews, starting with the phone screen, which often leads to a follow-up or second-round interview, then maybe a group interview, and then a skills test. You will need to provide interview details for each step in the interview process so job seekers can prepare appropriately.
When to Send Your Interview Invitation Email for Best Results
To get the best results, send your interview invitation email within 24–48 hours after reviewing the candidate’s application. This quick turnaround keeps the candidate engaged and shows enthusiasm about their potential fit for the role.
Aim to send emails during business hours, preferably between 9 a.m. and 11 a.m. on weekdays, as candidates are more likely to check their inboxes during these times.
Avoid sending invitations late at night or on weekends, as these may go unnoticed or feel impersonal. A timely, well-placed invitation sets a positive tone and increases the likelihood of a quick response.
11 Free & Effective Interview Email Invitation Templates
The structure of an interview invitation email will vary depending on the situation. Here are eleven interview invitation templates for common scenarios. You can personalize these letters to reflect your brand voice and open roles.
1. Casual Interview Invitation Email Template
An interview invitation can be casual and straightforward, depending on your company culture.
Hello [Candidate name],
Thank you for applying for [Job title] at [Company]. We’re impressed with your application and are thrilled to invite you for an initial interview.
Our interviews are held at [Location] and last roughly [Time] minutes. You’ll speak with [Employee name], a [Job title] here at [Company], about your skills and work experience. Feel free to view their LinkedIn profile (link).
Would any of these dates and times work for you?
- [List available interview slots]
If you are not available on these dates, please let us know. We’re happy to schedule a time that works for you.
Please let me know if you have any questions. We’re looking forward to meeting you.
Thanks,
[Name]
[Company]
[Contact Info]
2. Formal Interview Invitation Email Template
In some industries and organizations, a formal tone is the norm for professional communications. If that’s the case for your organization, try using this template as a starting point.
Dear [Candidate name],
Thank you for submitting your application for [Job title] at [Company name]. After reviewing your resume, we invite you to interview for the position.
The interview will take place at [Location] and last [Time] minutes. Please bring [Materials]. The interview will be conducted by [Employee name], our [Job title]. We will discuss your qualifications and work experience during the interview.
Please use our scheduler to select a day and time for the meeting (Link). If you have any questions or concerns, please let us know.
I would be happy to answer any questions you may have and am looking forward to meeting you.
Sincerely,
[Name]
[Company]
[Contact Info]
3. Phone Screening Interview Invitation Email Template
Coming to the office for an interview can be time-consuming for the candidate. Many organizations conduct a phone screening before moving on to an in-person or video conferencing interview.
Hello [Name],
Thank you for your application to [Job title] at [Company]. After reviewing your application, I’d like to schedule a brief phone call to learn more about you and share more details about the position.
The call should last about [Time] minutes. Please use our scheduler [Link] to select the best time for you.
I look forward to meeting you.
Best,
[Name]
[Company]
[Contact Info]
4. Follow-Up Interview Invitation Email Template
Since you’ve already met the candidate during a phone screen interview, consider using a more conversational tone when writing an invitation for a follow-up or second-round interview. It is a great way to build rapport with job candidates, which is excellent for employer branding.
Hello [Candidate name],
Thank you so much for taking the time to chat briefly about the [Position] here at [Company name]. I enjoyed talking to you and want to move forward with a second interview.
You’ll speak with [Names and job titles] for this interview. It will be held at [Location] and should take about [Time] minutes. Can you let me know some dates and times that work for you?
Best,
[Name]
[Company]
[Contact Info]
5. Skills Test Interview Invitation Email Template
If you’re wondering how to interview someone for a more technical role, a skills test is an excellent place to start. Typically, a skill test happens after the second or group interview.
Hi [Candidate name],
Thanks so much for taking the time to talk with [Employee name(s)]. After discussing your impressive qualifications, we’d like to invite you to take a skills test as the next step in our interview process.
This test can be completed at [Location/website] and will take about [Time] minutes. It covers [Skills/concepts], and you will need [XXX] to complete it. Please let me know if you have any questions.
You will have (XX) hours to complete the assessment. Please let us know your availability to take the test (Remotely or In-Office).
Best,
[Name]
[Company]
[Contact Info]
6. Final Interview Invitation Email Template
Scheduling a final interview is an exciting step for you and the candidate. In this email, you can share the news that the candidate has made it to the last step of the interview process.
Hi [Candidate name],
I’m excited to share that you’ve made it to the final round of [Job title] interviews at [Company].
This interview will take place at [Location] with [Names]. [Add job titles if the interviewee hasn’t met them yet]. It should last about [Length of time]. In this interview, we will discuss [Topics], and you will present your test assignment.
Please let me know some dates and times that work for you. We are available on [Dates and times].
Thanks!
[Name]
[Company]
[Contact Info]
7. Virtual Interview Invitation Email Template
Ensure your email specifies the video conferencing platform, the expected duration, and any preparations the candidate should make in advance.
Hello [Name],
Thank you for applying to [Job title] at [Company]. Your qualifications are impressive, and we are delighted to invite you to a video interview.
This interview will take place via [Video app] and take roughly [Time] minutes. We’ll review your skills and experience and discuss the role in more depth. The interview will be with [Name], our [Job title] here at [Company].
Here are some dates and times that we currently have available.
- [List dates and times]
If none of these times work for you, please let me know, and I’ll be happy to schedule an alternative.
Please let me know if you have any questions about [Video app] or need accommodations. Once we’ve scheduled a time, I will send you a link to the virtual meeting room.
Best,
[Name]
[Company]
[Contact Info]
8. Group Interview Invitation Email Template
Group interviews are great because they let you see how candidates handle themselves in a team environment, which is important for jobs requiring strong teamwork skills.
This interview type typically happens after the candidate meets with the hiring manager. These meetings are usually scheduled with team members to get their input on the best candidate for the role.
Hi [Name],
Thank you for applying to [Job title] at [Company]. I have received great feedback from the hiring manager and we are inviting you to a group interview to meet the rest of the team.
This interview will take place at [Location] with [Mention each employee’s name] and [Their job titles).
The interview should last about [Time] minutes. Please let me know your availability, and I will contact you to coordinate a date and time that works for the team.
Best,
[Name]
[Company]
[Contact Info]
9. Referral Interview Invitation Email Template
You may get referrals for excellent candidates through your professional networks, bypassing the traditional job application process altogether. This type of email will confirm that the person referred is interested in moving forward with an interview.
Hello [Name],
I’m a [Job title] at [Company], and [Referrer’s name] suggested we reach out to you about our open [Job title] position. After reviewing your [LinkedIn/portfolio/etc], we think you would be an excellent fit for the role and our company.
I want to schedule a short [phone/video/in-person] interview to discuss the role and answer any questions you may have. Are you available sometime this week? Please let me know, and I’d be happy to coordinate something that works for both of us.
Thanks!
[Name]
[Company]
[Contact Info]
10. Cold Interview Invitation Email Template
Exploring profiles on LinkedIn and other professional networking sites is a proactive way to discover top talent for open roles. If you spot someone who seems like an ideal match, reach out directly to initiate a conversation and set up an interview.
This hands-on approach can help you connect with candidates who might not have discovered your job listing otherwise.
Hi [Name],
I came across your profile on [Website] and was truly impressed with your exceptional qualifications and extensive experience. As a [Job title] at [Company], I believe your skills would be a great fit for our current opening for [Job title]. You can view the job here [Link] to learn more.
If you are interested, I would appreciate the opportunity to discuss the role with you. Do you have time this week for a quick call?
I look forward to a response,
Best,
[Name]
[Company]
[Contact Info]
11. Resume on File Interview Invitation Email Template
You can also uncover excellent candidates by revisiting resumes from previous job openings. Often, individuals who previously applied but weren’t selected could still be a great fit for current or future positions.
This method saves time and taps into a pre-vetted pool of potential hires already familiar with your company and who may have gained additional experience or skills since their last application.
Hi [Name],
I hope you’re doing well. I am letting you know about an opening for [Role] at [Company]. We’ve kept your resume on file since you applied for [Role], and I think you would be a good fit for this upcoming position.
I want to invite you to an interview with [Employee name] to discuss the position in detail. The interview will be held at [Location] and take approximately [Time]. Here are some dates and times we have available:
- [Insert dates and times]
If you have any questions about the opportunity, please don’t hesitate to ask. I look forward to reconnecting with you.
Thanks,
[Name]
[Company]
[Contact Info]
Wize Words
Make your first touchpoint count! Your interview invitation email sets the tone for all future interactions with job candidates.
This initial communication isn’t just about scheduling an interview—it’s an opportunity to build a positive reputation for your company by creating better candidate experiences.
Frequently Asked Questions
Some candidates appreciate the quick and efficient nature of text messaging, while others might view it as too intrusive. If you choose to communicate with job candidates via text using a text recruiting tool, it’s best to seek their permission through email first. This preemptive approach ensures there are no unexpected intrusions and respects their preferences.
Providing job candidates with questions before an interview can help them prepare more thoroughly, leading to thoughtful and insightful responses. However, it might also lead to overly rehearsed answers, making it harder to gauge a candidate’s authentic thinking and spontaneous problem-solving abilities. Additionally, this approach may disadvantage spontaneous thinkers who excel in unscripted settings, potentially skewing the assessment of a candidate’s true capabilities.
Start with a friendly greeting and express enthusiasm for the candidate’s application. Clearly state the interview’s purpose, and offer flexible time options. Close with contact details for any questions.
Include the interview format (in-person, virtual, or phone), date, time, duration, names of interviewers, and any necessary preparation steps, such as technology requirements or documents.
Yes, personalizing emails shows respect for the candidate’s time and interest, making a positive first impression.
Send interview invites within 24–48 hours of application review, preferably during business hours (9–11 a.m.), to encourage a timely response.
Use a warm, professional tone that balances formality with friendliness to put candidates at ease and convey your interest in them.
Follow up within 2–3 days if you haven’t received a response, offering additional contact options in case of scheduling conflicts or questions.
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