For many candidates, the interview course of is thrilling and disturbing. Happily, as an employer, you may assist ease their anxieties. Employers who know find out how to reply to an interview electronic mail can seem compassionate whereas serving to the corporate stand out from its opponents. This retains candidates interested by your organization and makes them extra prone to say sure when you supply them a place.
On this information, we’ll clarify find out how to reply to an interview request and deal with frequent questions candidates could have. Whether or not they need to schedule a selected time, arrange a name, or ask follow-up questions, we will offer you some tricks to craft the right reply to an interview electronic mail.
Why is a response necessary?
If you’d like candidates to belief your organization and make them extra prone to settle for your employment supply, figuring out find out how to reply to an interview electronic mail is crucial. In lots of circumstances, it’s the primary time a candidate immediately interacts with an organization consultant, and first impressions are every little thing. You need candidates to have an excellent expertise each time they converse to somebody out of your firm. A swift response can be necessary to make one of the best use of your time and transfer the recruitment course of alongside.
How to reply to an electronic mail requesting an interview
Busy candidates with work or household commitments could counsel a great time for an interview. Whether or not you may accommodate the request will decide how the e-mail unfolds.
Interview acceptance electronic mail pattern
Should you can accommodate, do this template to verify interview electronic mail requests:
Topic line: [COMPANY] Interview Affirmation
Pricey [FIRST NAME],
Thanks in your curiosity in interviewing for the [JOB TITLE] place at [COMPANY]. Of the occasions you recommended, [DATE] at [TIME] works finest for me. I stay up for assembly with you to debate this place and your match in additional element.
Please let me know if I can present any extra data previous to our assembly.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Interview acceptance electronic mail pattern (lengthy model)
Typically an extended, extra detailed electronic mail may help a candidate really feel extra relaxed and put together for an interview. Think about using this template:
Topic line: [COMPANY] Interview Particulars
Pricey [FIRST NAME],
Thanks in your curiosity within the [JOB TITLE] place at [COMPANY]. We’re completely happy to ask you to an interview to debate the place in additional element.
That can assist you really feel snug and ready whenever you arrive at [TIME] on [DATE], think about the data under to plan in your interview with us.
You’ll meet with [INTERVIEWER #1], [INTERVIEWER #1 JOB TITLE], and [INTERVIEWER #2], [INTERVIEWER #2 JOB TITLE]. The interview will final not than [LENGTH OF TIME].
In the course of the interview, we’ll ask you to finish a quick abilities evaluation and reply just a few questions on your latest work historical past. Please deliver [SAMPLES, RESUME, OR OTHER DOCUMENTS], in addition to a type of identification for admittance into the constructing.
Our workplace is situated at [ADDRESS], close to [LANDMARK]. We’re near [PUBLIC TRANSPORTATION OPTIONS] and have ample parking within the lot adjoining to our constructing.
One can find our workplace costume code is [DRESS CODE POLICY], however we encourage you to put on no matter makes you most snug. In your security and ours, we ask that you just please put on a masks, no matter your vaccination standing.
When you have any questions, be at liberty to name me at [PHONE NUMBER].
[YOUR NAME & COMPANY SIGNATURE]
The way to reply to interview invitation with totally different availability
Should you don’t have the capability to accommodate an interview request, right here’s a reply to an interview invitation electronic mail pattern you should use to counsel an alternate time:
Topic line: Interview Invitation for [CANDIDATE NAME], [POSITION TITLE]
Pricey [FIRST NAME]:
Thanks for contemplating the [JOB TITLE] place at [COMPANY]. The very best dates and occasions for me to take part in an interview are [DATE & TIME OPTIONS]. If this vary is just not appropriate given your schedule, please present a listing of alternate dates and occasions, and I’ll do my finest to accommodate your request.
I stay up for assembly you to debate your {qualifications} for this place in better depth.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Informal interview electronic mail invitation
Should you choose a extra informal tone, the next template makes use of extra relaxed language and seeks private engagement with the interview candidate:
Topic line: Upcoming Interview at [COMPANY]
Pricey [FIRST NAME]:
Thanks in your well timed response. [INTERVIEWER], [INTERVIEWER JOB TITLE], was actually impressed by your utility for the [JOB TITLE] place, and we’re excited to ask you to interview at our workplace.
Attributable to prior commitments, we’re unavailable at [SUGGESTED TIME] on [SUGGESTED DAY, MONTH & DATE]. Are you able to are available in at [NEW TIME] on [NEW DAY, MONTH & DATE]? If not, please present just a few choices, and I’ll do my finest to accommodate your schedule.
I stay up for listening to extra about you!
Greatest,
[YOUR NAME & COMPANY SIGNATURE]
Right here, we’ve proven how to reply to an interview request, hitting these important factors:
- Reinforce the date, time, and placement
- Present any extra particulars that’ll assist the candidate put together
- Embrace contact particulars in your organization signature
- Maintain your responses concise, constructive, and useful
How to reply to an electronic mail for scheduling an interview
Some interview request emails could embody a line like “I’m obtainable for an interview at your earliest comfort.” When candidates put the ball in your courtroom, you could supply a number of potential occasions to keep away from an extended collection of back-and-forth messages.
If you’d like a extra formal tone, you should use the next template:
Topic line: Invitation to Interview at [COMPANY NAME]
Pricey [FIRST NAME],
Thanks in your curiosity within the [JOB TITLE] place at [COMPANY NAME].
We want to invite you to interview with [INTERVIEWER], [INTERVIEWER JOB TITLE], at our workplace, situated at [ADDRESS]. The interview ought to take not than [LENGTH OF TIME].
Please evaluate the date and time choices that we’re scheduling interviews for:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Be at liberty to answer on to this electronic mail to tell us your availability.
We stay up for talking with you.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Informal response to interview availability
Should you’re looking for a extra informal tone, attempt the next template as an alternative:
Topic line: [COMPANY NAME]: Interview Availability
Hello [FIRST NAME],
Thanks for making use of to the [JOB TITLE] place at [COMPANY]. We’ve reviewed your utility supplies rigorously and are excited to ask you in for an interview!
You’ll meet with [INTERVIEWER], our [INTERVIEWER JOB TITLE] right here at [COMPANY NAME], situated at [ADDRESS]. The interview ought to final not than [LENGTH OF TIME].
Please evaluate the date and time choices supplied under and let me know which one works finest for you:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Thanks once more in your curiosity in becoming a member of the [COMPANY] group! As soon as I obtain your response, I’ll ship a affirmation electronic mail with extra particulars. We stay up for exploring what you may add to our group.
Greatest,
[YOUR NAME & COMPANY SIGNATURE]
Politely declining an interview invitation
In some circumstances, you’ll obtain an interview request electronic mail from a candidate who isn’t into consideration for a place at your organization. While you obtain an interview request like this, you’ll must craft a respectful response to let the candidate down gently.
The next template affords a well mannered response:
Pricey [FIRST NAME]:
Thanks for expressing curiosity within the [JOB TITLE] place at [COMPANY]. It was a pleasure to study extra about your abilities and {qualifications}. At the moment, nevertheless, now we have chosen to pursue one other candidate for the place.
We admire your time and need you one of the best of luck in your profession endeavors.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Letting a candidate down isn’t simple, but when you understand how to craft a well mannered {and professional} electronic mail, you may preserve a good impression of the corporate and go away the door open to overflow candidates who could also be completely certified and distinctive.
Should you do a variety of hiring, and the candidate may meet your wants beneath totally different circumstances, think about including a line to this template to say the next: “We can be posting a [JOB TITLE] place over the subsequent few weeks. If this feels like one thing you’ll be interested by, we welcome you to reapply, as we imagine you’ll make an awesome match at our group.”
How to reply to an electronic mail requesting a name to schedule an interview
Typically, a telephone interview could also be extra handy than an in-person interview. Should you don’t have the time to deliver a candidate into the workplace, emailing to arrange a telephone interview could also be a great resolution.
The next template exhibits how to reply to an electronic mail requesting an interview by telephone:
Topic line: [COMPANY NAME]: Cellphone Interview Availability
Hello [FIRST NAME],
Thanks for making use of to the [JOB TITLE] place at [COMPANY].
After reviewing your utility, we’re happy to ask you for a telephone interview with our [INTERVIEWER JOB TITLE], [INTERVIEWER]. We are going to go over what the place entails and ask you just a few follow-up questions relating to your expertise.
We’ve the next interview slots obtainable:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Please reply on to this electronic mail to tell us in case you are obtainable at any of the above occasions. From there, I’ll coordinate with [INTERVIEWER] and ship you an electronic mail affirmation. When you have any questions, you could contact me at [PHONE NUMBER].
Greatest,
[YOUR NAME & COMPANY SIGNATURE]
Opening with a thanks units a pleasant and respectful tone that you just worth the candidate’s time. Additionally, make sure you verify the corporate identify and job title, because the candidate has most likely utilized to a number of job postings. Since this template affords scheduling flexibility with a number of choices for interview dates and occasions, it reduces the danger of scheduling conflicts and makes life simpler for you. Naturally, you must also embody your telephone quantity for candidates to know find out how to attain you.
How to reply to an electronic mail with follow-up questions
When you have a number of promising candidates and need to slim down the checklist, you could ship an electronic mail containing follow-up questions. Listed here are some frequent questions employers use to evaluate candidates, together with a template for one of these preliminary electronic mail for an interview.
What are your wage necessities or expectations?
There’s no use calling a candidate in for an interview in case your supply is properly under their expectations. Some candidates will reply with a minimal quantity or a variety they’ll settle for, whereas others could vaguely point out that they’re “on the lookout for a aggressive supply with advantages” and should need to know extra in regards to the place earlier than making a call.
Are you able to inform us extra about [TOPIC REQUIRING CLARIFICATION]?
You could want to make clear one thing in a candidate’s resume that will help you make a extra knowledgeable choice. It may very well be that you just surprise why there’s a 2-year hole in employment, what abilities and proficiencies the candidate possesses, why the candidate left the final employer, or what expertise they gained in a specific position.
Why would you like the [JOB TITLE] place at [COMPANY]?
Employers could ask enjoyable personality-based inquiries to get to know a candidate and break the ice previous to the interview. Or, they could probe deeper for perception into why a candidate is within the place and the corporate. The well-studied candidate with probably the most enthusiasm will usually shine by.
Right here’s a template you should use to ask follow-up questions in a pleasant and informal method:
Pricey [FIRST NAME]:
Thanks in your curiosity within the [JOB TITLE] place at [COMPANY]. Earlier than we start scheduling interviews, now we have a few questions for you.
- [QUESTION #1]
- [QUESTION #2]
- [QUESTION #3]
We admire this chance to get to know you higher. Please ship your responses by [DAY, DATE & TIME], and I’ll get again to you as quickly as doable to the touch base with the subsequent steps.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
We advocate an informal tone for an electronic mail response that features follow-up questions, as you need to encourage candidates to proceed with the method. Once more, at all times begin politely with a thanks and clearly remind the candidate why you’re reaching out. Then, clarify that you just’re asking the questions as a part of the preliminary course of earlier than scheduling interviews and let the candidate know you’ll attain out when you obtain their responses.
Tricks to responding to an interview electronic mail
When responding to any interview electronic mail:
- Go away candidates with a constructive impression of your organization, whatever the final result. Should you make them a proposal, they’ll be extra prone to settle for, and if it’s a must to flip them down, they could nonetheless apply to well-suited roles sooner or later.
- Provide particular dates and occasions that be just right for you, and make sure you supply a number of choices to keep away from useless back-and-forth.
- Let the candidate know the place to seek out your workplace when you plan to conduct interviews in individual, and probably present details about close by transportation, together with bus, prepare stops, or parking. Be succinct and supply the very important particulars rapidly and clearly.
- Interact in good housekeeping. Reply to everybody included on the e-mail chain and proofread rigorously earlier than sending. It’s equally necessary you attempt to make an excellent impression on potential candidates and that everybody concerned within the recruitment course of is on the identical web page.
Get extra suggestions for interviewing candidates with Twilio SendGrid
As you’ve seen, replying to an interview electronic mail requires cautious thought and consideration. With the following pointers and templates, you’re higher ready to reply to any interview request whereas sustaining knowledgeable look.
Plus, now we have many extra articles on mastering electronic mail etiquette and hiring processes on the Twilio SendGrid web site, together with this well timed weblog about Combating Unconscious Bias Whereas Interviewing. Good luck together with your potential hires!
