Writing a good job interview invitation email is a prerequisite to landing the top talent for your company as quickly as possible.
When I say as quickly as possible, I mean in less than 36 days, which is what it takes on average to complete the hiring process, according to LinkedIn.
But you are not interested in the average, right? After all, all the best talent is off the market within 10 days.
In order to attract top talent in the shortest amount of time, you have to make sure that you send out good job interview invites via email.
But why email, you may ask?
Well, email happens to be both the most used (51%) and most effective (39%) channel to reach candidates (LinkedIn, duh).
So, how to write a good interview request email that will appeal to a candidate?
This article will give you an in-depth breakdown of the most effective job interview invitations to make sure you can catch top talent and land them quickly.
And if you are not one to dig deep into the intricacies of setting up an interview email from scratch, we got you covered too.
We will provide you with a range of invitation-to-interview email templates that will make it easy for you to fill in any vacant position in your company without breaking a sweat.
Without further ado, let’s get into it!
How to Write an Effective Interview Invitation Email
A typical interview invitation email will have a formal tone and feel to it.
Having reviewed your credentials and qualifications, a recruiter will typically send out an email containing all the usual things you would expect to see in an interview request email, such as:
- A compelling email subject line with the company name
- A greeting
- A short bio of the interviewer
- The type of position on offer
- Salary range
- The time and place of the interview
- Contact information
This is all good and well, we are not looking to reinvent the wheel here, but adding a few little tweaks can make the candidates feel more at ease coming in for the interview.
See, job interviews are notoriously stressful to most people, which can make them come off as stiff and even incompetent.
To relieve some of the pressure, you can use the interview request email to instill a sense of trust and comfort in a candidate.
For instance, you can convey your excitement about meeting them in person, and talk about your company’s values and career growth opportunities.
Moreover, you can give the candidate a heads-up on what materials they may need to prepare for the interview in advance.
Details like these can make them feel more relaxed and comfortable about the interview.
Job Interview Email Best Practices
I briefly touched on the composition of a typical interview request email, but let’s delve a little deeper for the sake of clarity.
Make Your Subject Line Short and Concise
As a general rule of thumb, no subject line should contain more than 60 characters. I would even suggest that you make yours no longer than 40. Doing this will ensure it won’t get cut by email clients.
You should also emphasize that yours is a JOB INTERVIEW EMAIL. This will ensure it won’t get buried in the huge sea of emails cluttering everyone’s inboxes these days.
Show Appreciation
After informing the candidate they have been shortlisted for the job, it is a good idea to follow up with a couple of lines to express your gratitude for their application.
Explaining why they were chosen to progress through the process is also a good idea. It will make them feel like you’ve heard what they have to say and that you believe in their abilities.
Specify Interview Format & Location
This one is a no-brainer, but you can’t end up having a candidate schedule a phone interview when you wanted a face-to-face.
To avoid confusion, make sure to specify the interview format in no uncertain terms.
Will the interview be conducted over the phone? Via Skype? Perhaps through a video conference? Is it going to be a group interview?
Whatever the format, make sure to include details appropriate to that format (meeting room link, phone number, etc.)
If you are going for an in-person interview, be sure to include things like office address, directions, a list of local transportation options, etc.
Provide Info About the Hiring Panel
Regardless of who will be conducting the interview, it is considered good practice to include information about the interviewer/members of the panel.
For example, you could include links to their LinkedIn profiles and specify if the person interviewing them is a senior member of the team, a hiring manager, etc.
This will give candidates a sense of who they are dealing with and allow them to prepare accordingly.
Allow Multiple Dates for the Interview
When drafting your interview request email, keep in mind that some of the candidates may already be employed.
Providing a range of dates for your interview will allow them to schedule the interview according to their availability.
Of course, this might not be as straightforward if you are looking to do group interviews.
However, giving candidates some leeway regarding the timing of the interview may be helpful for those who need to juggle multiple responsibilities.
Specify Your Dress Code Policy
If your company has a dress code policy, make sure you include the details in your invitation for an interview email.
Is your office a casual dress environment? Do you have a strict no t-shirt and jeans policy?
A simple explanation of the dress code is fine.
Candidates want to look their best during job interviews and knowing what to wear in advance will remove much of the stress from the process.
Aks for Confirmation
Sometimes a candidate might assume that they don’t need to confirm the appointment and that they simply need to show up on the specified date and time.
This can lead to confusion about whether the candidate will show up or not.
To avoid misunderstandings, ask them to confirm if the date, time, and venue are good for them.
Make sure to set a deadline by which the appointment must be confirmed so you are not left wanting until the last minute.
Invitation to Interview Email Templates
If you don’t want to go through the hassle of writing your own recruitment emails, we got your back!
We’ll provide you with a bunch of recruiting email templates you can use to ensure each detail listed above is accounted for.
All you’ll need to do is copy and paste the text into a blank email and replace the placeholder text with the appropriate details.
Just don’t forget to proofread your email before you fire up your email client or email autoresponder and hit that send button!
Formal Interview Invitation Email Template
Subject line: Interview Invitation at [COMPANY NAME].
Dear [CANDIDATE NAME],
Thank you for applying for the position of [ROLE TITLE] at [COMPANY NAME].
Upon reviewing your application, we would like to extend an invitation to meet with you for a formal interview so we can get to know you better.
The interview will last for [INTERVIEW DURATION] and will be conducted by [INTERVIEWER NAME], who holds the position of [INTERVIEWER JOB TITLE].
Kindly remember to bring the following items with you to the interview:
- Your Resume
- Any reference letters
- A copy of your photo ID (ID is required to enter company premises)
Please confirm the details of your availability to join us on one of the following date and time options:
[Day, Time 1]
[Day, Time 2]
Location: [LOCATION]
We look forward to meeting you soon!
Regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Casual Interview Invitation Email
Subject line: Interview Invitation at [COMPANY NAME].
Hey there, [ CANDIDATE NAME],
Thanks for applying for the position of [JOB TITLE] with our company. We’ve reviewed your resume and are interested in scheduling an interview to discuss your interest in joining our team.
The interview will last approximately [INTERVIEW LENGTH] and will be conducted [INTERVIEW FORMAT].
You’ll be talking to [INTERVIEWER NAME], our hiring manager.
Let us know if you are available during any of the following days and times:
[Day, Time 1]
[Day, Time 2]
Again, thanks a bunch for your interest in our company and we look forward to seeing you in person.
Regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Interview Invitation Email for Referred Candidates
Subject line: Interview Opportunity for [JOB TITLE] at [COMPANY NAME]
Hi [ CANDIDATE NAME],
My name is [NAME], a [JOB TITLE] at [COMPANY NAME].
Here at [COMPANY NAME], we are always looking for talented and enthusiastic individuals to join our team, and we currently have an open position for a [JOB TITLE].
[REFERRING PERSON] spoke very highly about you and thought you would be a perfect fit for the role.
My team and I reviewed your resume and were impressed with your credentials and qualifications.
If you are interested in joining our team, we would like to schedule an interview with you to discuss the job in detail.
Please let us know if you’ll be available for a face-to-face interview on any of the following dates and times:
[Day, Time 1]
[Day, Time 2]
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
In-Person Interview Invitation Email
Subject line: Invitation to Interview at [COMPANY NAME]
Hello [ CANDIDATE NAME],
I’m excited to inform you that you’ve been shortlisted for the position of [JOB TITLE] with our company.
[INTERVIEWER NAME] was very impressed with you during the preliminary discussion, which is why we’re reaching out to you for a face-to-face interview.
Kindly confirm your availability on any of the following dates and times:
[Day, Time 1]
[Day, Time 2]
The interview will be conducted by [INTERVIEWER NAME], [JOB TITLE], and will last approximately [INTERVIEW DURATION].
Over the course of the interview, you will be expected to answer questions pertaining to your experience, skills, and career aspirations.
Please note that you are required to bring along:
- Samples of your past work,
- Government-issued identification to enter company premises.
Our premises are located at [OFFICE ADDRESS], in close proximity to [NEARBY LANDMARKS]. You can arrive there by [TRANSPORTATION OPTIONS].
Be advised that our dress code is [COMPANY DRESS CODE], but feel free to wear whatever you like for the occasion.
If you have any questions regarding the interview, you are welcome to contact me at [CONTACT NUMBER].
Sincerely,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Group Interview Invitation Email
Subject line: Group Interview invitation at [COMPANY NAME] for [POSITION NAME]
Hello [INTERVIEWEE NAME],
Thank you for applying to be part of the [COMPANY NAME] team. We are delighted to invite you to join us for a group interview with [NUMBER] other applicants.
The interviews will be conducted by [INTERVIEWER NAME], our [JOB TITLE], who will ask you questions about yourself and your experience and skills to ensure that you match the profile of the position.
The interview will take place at our office [OFFICE LOCATION] and will last for [INTERVIEW DURATION].
Our dress code is [COMPANY DRESS CODE], but feel free to wear whatever you feel most comfortable in.
Please confirm your availability on any of the following dates and times to help us organize and schedule the interview accordingly.
[Day, Time 1]
[Day, Time 2]
Once the date and time are confirmed with you and the rest of the applicants, we will send you the interview schedule and location details via email.
Please feel free to contact me at [PHONE NUMBER] if you have any questions regarding the interview.
We are looking forward to meeting you.
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Phone Interview Invitation Email
Subject line: Availability for Telephonic Interview With [COMPANY NAME] for [JOB TITLE]
Hello [CANDIDATE NAME],
Thank you for your interest in the [ROLE TITLE] position at [COMPANY NAME].
Having reviewed your application, we are happy to inform you that you have progressed to the next stage of our interview process.
To that end, we would like to book a [CALL DURATION] phone call to discuss some topics related to the job and get to know you better.
The interview will be conducted by [INTERVIEWER NAME], our [JOB TITLE].
We kindly ask you to confirm your availability on any of the following dates and times so that we can organize and schedule your interview accordingly.
[Day, Time 1]
[Day, Time 2]
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Video Conferencing Interview Invitation Email
Subject Line: Availability for Video Interview with [COMPANY NAME] for [JOB TITLE]
Hello [CANDIDATE NAME],
Having reviewed your application, we would like to offer you the opportunity to participate in a video interview with [INTERVIEWER NAME], our [JOB TITLE].
The purpose of this video interview is to get to know you better, as well as to familiarize you with our company and our culture.
The interview will be conducted via [APP/PLATFORM NAME] and will last approximately [INTERVIEW DURATION].
Please select any of the following dates and times:
[Day, Time 1]
[Day, Time 2]
Once the date and time are confirmed, we will send you the interview details and instructions via email.
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Cold Candidate Interview Invitation Email
Subject line: Employment Opportunity at [COMPANY NAME] for [JOB TITLE]
Hello [COLD CANDIDATE NAME],
We stumbled upon your profile on [JOB PLATFORM/WEBSITE] and have been impressed by your credentials.
Here at [COMPANY NAME], we are always on the lookout for some high-caliber talent such as yourself.
At present, we are recruiting for [JOB TITLE] and we think you would be a perfect fit for the role.
If you are interested in a career opportunity with us, we invite you to schedule a call with [INTERVIEWER NAME], our [JOB POSITION], at any of the following dates and times:
[Day, Time 1]
[Day, Time 2]
If you have any questions or are unable to schedule a call at any of the specified dates and times, please do not hesitate to reach out to us at [CONTACT DETAILS]. We would be more than happy to accommodate you at a mutually convenient time.
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Past Candidate Interview Invitation Email
Subject line: New job opportunity at [COMPANY NAME] for [JOB TITLE]
Hi [CANDIDATE NAME],
Hope this email finds you doing well.
Per our records, you applied for the role of [PREVIOUS JOB TITLE] with our company back in [MONTH/YEAR].
Even though we went in a different direction at the time, we decided to keep you in mind for future consideration given the quality of your resume.
At present, we are hiring for [JOB TITLE] and we think you would be a great fit for the role.
If you are interested in this new opportunity with us, we’d be more than happy to set up a [CALL DURATION] call with [INTERVIEWER NAME], our recruiting manager.
Please select any of the following dates and times so we can make arrangements to discuss the role further.
[Day, Time 1]
[Day, Time 2]
Regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Second Interview Invitation Email
Subject line: Invitation for Follow-up Interview with [COMPANY NAME] for [JOB TITLE]
Hello [CANDIDATE NAME],
Thank you for talking to [INTERVIEWER NAME] regarding the position of [JOB TITLE] at [COMPANY NAME].
[INTERVIEWER NAME] was impressed by the way you handled yourself during the interview and has recommended you for further consideration for the position of [JOB TITLE].
In light of that fact, we would like to arrange for you to schedule a follow-up interview with [INTERVIEWER NAME], to further discuss the details of this position.
Kindly select a date and time below, and we will contact you to confirm the appointment.
[Day, Time 1]
[Day, Time 2]
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Final Interview Invitation Email
Subject Line: Invitation for Final-Round Interview at [COMPANY NAME]
Dear [CANDIDATE NAME],
We are delighted to inform you that you have progressed to the final round of the selection process for the role of [JOB TITLE].
We’ve been most impressed by your dedication, commitment, and performance for the duration of this selection process and would like to invite you to participate in a final round interview with [INTERVIEWER NAME].
The final interview is to be held at our office and will last approximately [IINTERVIEW DURATION].
Please select any of the following dates and times so we can make arrangements to discuss the role further.
[Day, Time 1]
[Day, Time 2]
Once you select a time slot, we will contact you to confirm the appointment.
To help you prepare for your final-round interview, we have provided information about our office location and travel options which you can access here [LINK].
If you have any further questions, please don’t hesitate to get back to us at [PHONE NUMBER/EMAIL ADDRESS].
Regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
BONUS CONTENT: Job Offer & Job Rejection Email Templates
Once a candidate goes through the entire selection process, there comes a time for you to offer them a job or let them go.
The following email templates can help you get started on either of these important tasks.
Job Offer Email Template
Subject line: Job Offer From [COMPANY NAME]
Dear [CANDIDATE NAME],
It is with great pleasure that we are extending an offer to you for the position of [JOB TITLE].
This is a [FULL TIME/PART TIME] position [WORKING DAYS/HOURS] which will see you report directly to [SUBERVISOR NAME].
Your annual gross salary will amount to [SALARY AMOUNT] plus bonuses [IF APPLICABLE].
As part of the full package, you will also be entitled to [COMPANY BENEFITS/HEALTH AND INSURANCE PLAN], as well as [NUMBER] days of paid vacation days each year.
[Optional: Please find attached copy with full details regarding your compensation plan]
Your anticipated starting date is [STARRTING DATE]. You will be required to sign a contract of [CONTRACT DURATION] and [CONFEDENTIALITY/NONDISCLOSURE AGREEMENTS, if applicable] at the start of your employment with [COMPANY NAME].
We are awaiting your response by [DATE].
If you have any questions, please feel free to get in touch with us at [PHONE NUMBER/EMAIL ADDRESS].
We look forward to hearing from you soon.
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Job Rejection Email Template
Subject line: Application for [ROLE TITLE] at [COMPANY NAME]
Dear [APPLICANT NAME],
We greatly appreciate you taking the time to apply for the position [JOB TITLE] at [COMPANY NAME]. It’s been a pleasure to get to know you a bit better during the process.
We received a large number of applications for the role of [JOB TITLE], and we regret to inform you that unfortunately, we have decided to move forward with other candidates at this time.
However, we will be keeping your application on file, and we would welcome the chance to speak to you again should a similar opportunity arise in the future.
Thank you again for your interest in our company, and we wish you all the best in your career!
Best regards,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Final Thoughts
Writing good job interview invitation emails is not unlike writing any other type of email – just make sure to follow the basic guidelines and email copywriting practices outlined above.
Or, simply grab the invitation to interview email template that matches your needs, replace the placeholder text with the appropriate details, and hit send.
Do you have some great invitation to interview email template templates in your back pocket? Let us know about them by sharing your favorite one with us in the comments below.
