How to Respond to a Job Interview Invitation Email
Congratulations on getting your interview invitation via email! Before you can think about how to nail the job interview or how to dress for success, you must send an email accepting the invitation to interview. But how should you write your reply? What’s the proper etiquette for the interview invitation?
Accepting an interview email is more complex than just confirming your preferred date and time to interview. How you reply can influence your potential employer's first impression of you. Here are some tips on how to craft your email reply for the interview invitation.
- Understanding the Interview Invitation
- How to Respond to an Interview Email (With Examples)
- Examples of how to reply to interview invitation emails
- Follow-up Emails After a Job Interview
- Best Practices for Responding to Job Interview Emails
- Conclusion
- Frequently Asked Questions
Understanding the Interview Invitation
The interview invitation email is the first step of the hiring process. Typically, you’ll be informed in the email which kind of interview you have to be ready for.
Whatever the interview format, your reply to the invitation will bring you one step closer to getting the coveted job. Here are a few principles to remember in crafting your interview confirmation email reply.
Be prompt
Job openings and hiring processes have a limited timeline. In addition, hiring managers and HR professionals will most likely interview dozens of candidates for the role. Because of these two factors, it will work to your advantage if an employer requests and you reply to their interview invitation immediately.
A reasonable time frame would be to reply within 24 hours of receiving the interview invitation email. Twenty-four hours would give you enough time to secure that interview and help you adjust your schedule to accommodate it.
Be polite
Courtesy will go a long way to establishing a good relationship with your interviewer.
Begin with a formal salutation to address the sender of the first interview email invite, and if you need to use them, use proper pronouns. Paying attention to these details will help you make a good impression.
Be professional
Remember that you're presenting yourself as the ideal new hire. Emails are part of the digital workspace, so be sure to exude professionalism.
Don't use emojis or include jokes in your email. Instead, adopt a formal approach while maintaining a friendly tone. You can use statements like, "Thank you for reaching out" or "Kindest regards" to make your email businesslike but warm.
How to Respond to an Interview Email (With Examples)
Emails have three parts: the email subject line, the email body, and the ending. Structuring your reply based on these parts will help you give a good first impression.
Email Subject line - click 'Reply' or 'Reply All'
Remember that hiring managers sort through hundreds of emails when they look for new applicants. You might confuse them when you use a new subject line when you reply to their interview request response or invite.
Just hit the 'Reply' button when starting your interview invitation reply. Keeping the same subject line will ensure the hiring manager will notice your email.
Also, check if other emails are CC'd in the original interview invitation. When there are other recipients, these people are involved in the hiring process. Usually, clicking 'Reply All' belongs to the 4 common email mistakes to avoid. But in this case, 'Reply All' might be appropriate so that everyone in the email thread receives your update.
Email body - be concise and professional
Always greet the sender.
A simple greeting can display professionalism and respect. You can use these examples as an opening to your email:
- Dear [Sender's Name],
- Hi [Sender's Name],
- Greetings,
- Good day/morning/afternoon/evening,
Start by thanking them.
Expressing your appreciation will show enthusiasm towards the hiring manager. Starting with gratitude can set a warm and respectful tone for the interaction. Here are some examples you can use:
- Thanks for contacting me regarding my application.
- Thanks for inviting me to an interview.
- Thank you for considering me for the [job position].
Confirm your attendance.
Be clear if you want to accept the invitation and are available for the interview. Do a recap of the interview details to show your availability. You can use sentences like:
- I want to confirm my interview on [date and time].
- I want to accept the interview on [date and time].
- I'm available on [date and time] for the interview.
Provide your availability.
If you're unavailable on the proposed schedule, asking for a different interview time slot is acceptable. Provide the interviewer with options to make rescheduling easier for you and the interviewer. You can use any of the following examples:
- I'm excited about the opportunity but unavailable on [original date and time]. Can we schedule it on [provide your availability]?
- Unfortunately, I can't make it on [original date and time]. But I'm available for an interview on [provide your availability].
- Thank you for the opportunity. But my schedule is packed from [date] to [date]. Can we have the interview to [provide your availability]?
Keep it brief.
If you don't have any questions or clarifications about the interview schedule, keep the email response short and sweet. There are other opportunities to show your passion and excitement than this email. Bring that enthusiasm to the interview, not your email reply to the invitation.
Ending - be courteous and polite
How you end your email can make a significant impact on your reader. Don't leave the potential interviewer hanging. End with a paragraph that relays your final remarks, including a professional sign-off and contact information. Show your excitement by wrapping up your email with the following:
- I look forward to our interview on [date and time]. If you have any follow-up questions or concerns, don't hesitate to contact me at [contact details].
- See you on [date and time]. Feel free to reach out at [contact details] if there's anything else I can do.
- I'm excited about our interview on [date and time]. Please get in touch with me at [contact details] if there are any changes.
Some useful sign-offs include:
- Best regards,
- Kind regards,
- Thank you so much,
Examples of how to reply to interview invitation emails
With these guidelines in mind, here are some samples of how to reply to interview invitations.
Email accepting interview
Dear [name of interviewer],
Thank you for reaching out. I want to confirm our interview on [date and time]
I look forward to meeting and discussing how I can be an asset to your company. If you need to contact me at any point, you can reach me at [contact information].
Best regards,
[your name]
Asking for a different schedule
Hi [name of interviewer],
Thanks for contacting me about the [job position]. I'm excited to attend an interview but unavailable on [original date and time]. Can we reschedule the interview? I will be available on [date and time].
Thank you so much for the opportunity. I'm eager to discuss my possible role and responsibilities in your company. You may contact me at [contact details] for any changes.
Kind regards,
[your name]
Follow-up Emails After a Job Interview
There's a misconception that follow-up emails are annoying or unnecessary. But according to a Singapore Business Review article on failing an interview, only 1 in 30 applicants would write a follow-up. Doing a proper follow-up after your job interview can help you stand out. Even a simple thank you email will show your enthusiasm for the position you're applying for.
When is the best time to send a follow-up email? This will depend on your initial interaction. Interviewers usually give a timeline when they will reach out. It can be as short as 1-2 business days or as long as 1-2 weeks. Sometimes they may not even give you an approximate timeline.
Whatever the situation, a follow-up email can help. Wait until the end of the timeline that your interviewer mentioned before you reach out to them. Your follow-up email should focus on two things, showing gratitude and inquiring about your application status.
Write a relevant subject line
Your follow-up email should be sent as a new email rather than continuing an old email thread. Write a direct subject line that will address your concerns. You can use these as a basis:
- Follow-up on [job position]
- Inquiry about my application for [job position]
- Questions on application status
Give the basic background details
The interviewer is likely juggling multiple applications for several job positions. Give details about your interview to refresh their memory. Tell them the date and time you met, the role and job description you're applying for, or even some information about yourself. Here are some ways to open your follow-up email:
- We spoke when I interviewed for the [job position] role last [date and time].
- I interviewed on [date and time] for the [job position]. I was the applicant that [details about yourself].
Ask your questions
Since this is a work email, go straight to the point. Unnecessary side notes or segues can distract from following up on your application. Here are a few ways to phrase your questions:
- Have you made a hiring decision about [job position]?
- Am I still being considered for the role of [job position]?
- What are the next steps for my application process?
Show enthusiasm
Remain upbeat when you end your follow-up email. Doing so can show your personality and the energy you can bring to the company. Here are some ways to do this:
- I'm still interested in [job position]. My experiences in [details about yourself] can be an asset to you and your team.
- I look forward to working at your [job position]. My expertise in [details about yourself] will help me perform well under your supervision.
Here are sample email responses and templates you can use to follow-up on your application:
Requesting for an update
Hi [name of interviewer],
I hope you're doing well.
We last spoke when I interviewed for the [job position] position. I enjoyed our discussion about my possible role and responsibilities in your team.
I'm emailing to check on the next steps for my job application process. Is the [job position] position still open? I'm still very interested in being part of your team.
Please let me know if there's anything I can do to strengthen my application. Thank you so much for your time and consideration.
Best regards,
[your name]
Straightforward inquiry
Hi [name of interviewer],
My name is [your name] and we had a meeting two weeks ago to discuss the (designation) position.
I am still interested in joining your company and would appreciate any updates regarding my application.
Hope to hear back from you soon.
Kind regards,
[Your name]
You can find more examples and templates in this How-to guide on writing follow-up emails.
Best Practices for Responding to Job Interview Emails
Since job interview emails are an extension of a company's workplace, present yourself as the best candidate. Here are some best practices for email etiquette:
Be concise and start with a summary
You want to be considerate of your interviewer’s time, especially when sending your email reply to the interview invitation. This is the first time you are having a back-and-forth exchange so let’s make sure you give a positive impression.
In your first paragraph which opens with saying thank you for the interview invitation, include a summary of what you intend to do next. It can be as straightforward as“Thank you for inviting me to interview for the position of (insert job title). Besides our interview schedule, I’d like to meet team members so I can better prepare better for the role.
Another request would be to chat with my immediate superior to get a sense of what the role requires."
State your emotions
It may seem counterproductive to state your emotions in a work setting. But according to Management professor Andrew Brodsky, "The simplest solution to avoid any confusion is to just explicitly state the emotion that you want to relay in your email."
So don't be afraid to use phrases like"I'm excited about the opportunity"or"I look forward to our discussion"when accepting an interview email. These direct statements will clearly express your intent and shine a light on you.
Always practise proper capitalisation and punctuation
Attention to detail, like language rules, will show that you want to produce high-quality work. Check if you have written proper nouns correctly and that your usage of punctuation marks is appropriate. Errors like these can make reading your email more difficult.
The Harvard Business Review's essential guide to crafting a work email supports this: "Even the little things, like using proper capitalisation and punctuation, can help your messages stand out in an inbox full of acronyms, fragments, and misspellings."
Proofread. Proofread. Proofread.
One of the worst feelings is rereading an email you've just sent, only to realise you made a mistake. There are rude emails you might be sending without realising it, whether it's bad grammar, passive-aggressive statements, or condescending phrases.
Aside from rereading your email, you can ask someone to review it to check if your writing is appropriate.
Conclusion
Reading your reply to an interview invitation email is another way your potential employer can form an opinion of you. Take time to write an appropriate one to leave a good impression on them.
Frequently Asked Questions
- How long should I wait before responding to a job interview email?
It's always best to respond promptly to a job interview email. A reply within 24 hours is both expected and appreciated. If you take a week to reply, your potential interviewer might look at it negatively.
- What should I include in my response email?
Be concise with your response. Begin by saying thank you, and then confirm your interview date and time. If you need a different schedule, provide a few options for when you're available. Then end with some final remarks and a professional sign-off.
It might be tempting to outline all your qualifications, skills, or what you can do for the company. But highlight a few examples of these when you're crafting your cover letter.
- How do I decline a job interview invitation politely?
Declining a job or interview request invitation should have the same general principles as accepting the invitation. Be prompt, polite, and professional. You can also use the same structure as the samples above.
But for the body of the email, you can use a paragraph to relay your intentions. You can use sentences like these:
Thank you so much for the opportunity. Unfortunately, I must decline the interview because [state your reasons].
Thanks for reaching out. But I cannot interview because [state your reasons].
- Should I call instead of emailing my response?
If your potential interviewer reached out via email, email them back. You could disrupt their workflow and the interview process by calling if they didn't ask for a call.
- Is it okay to ask for more time to respond to a job interview email?
It's okay to ask for more time if you still need further information or clarification. Email your potential interviewer within 24 hours and let them know how much time you need to decide. However, the interviewer might prioritise another candidate if you ask for too much time.
