How to Write an Interview Invitation Email (With Templates)

You’ve found a candidate who looks great on paper, and you’re eager to speak with them one one-on-one. But let’s be honest: nailing down and confirming an interview time can be like pulling teeth, even with the most conscientious candidates. 

Email templates can make the process of setting up interviews less tedious and more convenient for both interviewers and interviewees. We’ll explain how to draft an interview scheduling email that contains all the relevant details and builds excitement about your upcoming conversation. 

Why Use Email to Schedule an Interview?

Offer convenience

Most professionals are busy. Receiving a phone call, especially in the middle of the workday, can interrupt other important activities. Email is the platform of choice for scheduling interviews because it’s accessible yet noninvasive. It gives the candidate time to look at their calendar and respond at a convenient time. 

Facilitate automation

Interview scheduling emails are highly conducive to automation. With your ATS or a specialized scheduling application, you can sync your team’s calendars and streamline the process of finding a suitable time slot for all parties. This reduces multiple back-and-forth messages and frees up time to work on other tasks. 

Create a paper trail

Email is great for creating a permanent record that all parties can refer back to. Rather than relying on their memory or a note scribbled in their planner, an interviewer or candidate can easily reference the email thread to confirm the date, time, and other important details of the interview. 

What to Include In an Email Scheduling an Interview

• Job title and company. Make it clear which position the interview is for since candidates are likely to have applied for multiple jobs. 
• Proposed date and time. Offering a few available slots for the candidate to choose from makes it more likely that you’ll find a suitable time with just one message. 
• Name of interviewer(s). Include the full name and job title of each interviewer who will be participating. 
• Interview purpose. Explain what this interview aims to accomplish, like if it’s a screening call to verify basic qualifications, a first-round interview, a final interview, etc.
• Interview location. If you’ll be speaking in person, be sure to provide a precise address. 
• Interview format. Specify whether it will be a one-on-one, panel, group, or virtual format. 
• Interview length. Help the candidate adequately prepare by giving a start and end time. 
• Other helpful details. Provide any other relevant information that will assist the candidate in attending the interview, like parking details, public transit options, what to bring, and so on. 

Tips for Writing an Interview Invitation Email

1. Use a straightforward subject line

This is an email you definitely don’t want candidates to miss. Help ensure your message is opened by using a subject line directly stating what’s inside. Here are two options:

Invitation to interview – [job title] at [company]

Interview availability 

2. Maintain your brand voice

Interview scheduling emails can be short and casual or longer and more formal. The most appropriate option for you depends on your brand. Maintain consistency by using the same style, voice, and tone as the rest of your recruitment materials. 

3. Express enthusiasm

In many cases, this email will be the candidate’s first interaction with a real person in the company. Make the most of it and build excitement on their end by expressing your enthusiasm about their candidacy. 

4. Encourage additional engagement

This is a great time to expand a candidate’s knowledge of your employer value proposition. Offer additional opportunities to engage with your brand, like a short video that showcases your company culture or a checklist of how to prepare for a successful interview. 

5. Follow up promptly

Once a candidate responds to your email, don’t delay in moving forward. Keep the recruiting process moving and increase your ability to hire your first choice by carrying out the interview in a timely manner. If you don’t hear back within a day or two, send another message to follow up. 

Interview Scheduling Email Template #1 – Post-Application

Subject line: Interview invitation – [job title] at [company name]

Hello [candidate name], 

Thank you for submitting your application for the [job title] role with [company name]. After reviewing your resume, we believe your qualifications could make you a strong fit for the position. We’d like to schedule an interview to share details of the job and learn more about your experience. 

Please review the following time slots and let me know if one of them would work for a 30-minute conversation with [interviewer name, title]. The interview will be held at [location name, address]. 

• [Interview date and time 1]
• [Interview date and time 2]
• [Interview date and time 3]

If the times above do not work for you, please propose a few alternatives that would be suitable and we’ll go from there. 

We are eager to speak with you!

Best regards,

[Sender’s name]

Interview Scheduling Email Template #2 – Cold Candidate Outreach

Subject line: [Job title] opportunity with [company name]

Hi [candidate name],

I hope this message finds you well. My name is [sender’s name] with [company]. I came across your LinkedIn profile and your qualifications stuck out to me. Based on your skills in [skill area] and background in [background area], I think you could be a strong candidate for a [job title] position we currently have open. You can get a feel for our company mission by watching a one-minute video here [provide link]. 

Are you interested in learning more about this opportunity? If so, please let me know when you’re available for a 20-minute call. The purpose of this conversation would be to outline the requirements of the position, give you a chance to talk about your previous job experience, and answer any questions you might have about the role. 

Here are some times I’m available this week:

• [Interview date and time 1]
• [Interview date and time 2]
• [Interview date and time 3]

Please let me know if any of these options work, or if there’s another time that would be better for you. 

I look forward to your response.

Best,

[Sender’s name]

Interview Scheduling Email Template #3 – Confirmation Email

Subject line: Interview confirmation for [date]

[Candidate’s name], 

Thank you for providing your availability. Your interview is scheduled for [date] at [time]. Here are the important details:

• Interviewer: [name, title]
• Interview location: [location]
• Interview format: [format]
• Interview length: [duration]

Please bring [items to bring] and be prepared to discuss [topics of discussion]. You can learn more about our company and find other helpful information to prepare for your interview here [provide link]. 

If for any reason you are unable to attend the interview or need to reschedule, please call me directly at [phone number]. 

We look forward to speaking with you soon.

[Sender’s name]

Interview Scheduling Email Template #4 – Follow-Up

Subject line: Following up – invitation to interview

Hi [candidate’s name],

I wanted to follow up on my previous email inviting you to interview for the [job title] position with [company name]. Are you still interested in being considered for the role?

If so, kindly let me know of your availability this week for a 45-minute Zoom interview. This would be a panel interview with [interviewer 1] and [interviewer 2], who are looking to learn more about your strengths and qualifications.  

I look forward to your response. 

Best,

[Sender’s name]

Interview Scheduling Apps

Many applicant tracking systems have scheduling capabilities built in. However, a range of standalone apps can also streamline interview scheduling, communications, and reminders. Here are a few of our top picks:

• Calendly. With over 20 million users in 230 countries, this tool is one of the simplest and most universally understood scheduling platforms. 
• YouCanBookMe. Get up and running within minutes and send scheduling invites by email or SMS. 
• TimeTap. Use a dedicated booking page to streamline scheduling across team members and locations. 
• GoHire. Organize interviews with dozens of candidates in a few quick clicks. 

The email to schedule a job interview is one of the first direct interactions a candidate will have with your company. This makes it an important opportunity to set a positive tone, communicate expectations, and generate excitement about the job. By sending a friendly, professional email to request an interview, you’ll keep your hiring process on track while contributing to an enjoyable candidate experience. 

Related: Top Recruiting Apps