How to Send an Interview Confirmation Email (With Examples)
How to Send an Interview Confirmation Email (With Examples)
People are why companies succeed. Because of this, it’s important that employers put their best foot forward during the recruitment process to show jobseekers why they should be a part of your team. One way to achieve this is to ensure that the recruitment process goes off without a hitch, which you can achieve with interview confirmation emails.
Once you’ve found a qualified jobseeker, invited them to an interview, and received their written interest in an interview, the next step is to actually confirm the interview.
The interview confirmation email will inform the jobseeker of everything they need to know, such as the date and time of their interview. This will be the last point of email contact before the actual interview takes place, so the interview confirmation email can be sent out the moment a schedule is agreed upon or up to two days before the interview as a way of reminding the jobseeker.
It’s important to note that the interview confirmation email does not notify the jobseeker of their schedule. A discussion can take place beforehand to settle on an agreed time and date. You can also send an interview reminder email to reiterate the discussed schedule.
Here’s a checklist of all the details you need to include in an interview confirmation email.
Date and time of the interview with a.m. or p.m. indicated, as well as the timezone if you are outsourcing
Estimated duration
Name, designation, and position of the interviewer or interviewers
Brief outline of the interview, such as the format (e.g. if there will be a test or assignment)
Things the interviewee should bring (e.g. a printed resume or portfolio)
Address of interview location, whether it’s an office, cafe, or online
Directions on how to reach the location, with a link to a pinned map or a note of nearby landmarks, if the interview will be held in person
Parking location, with another link to a pinned map or a note of nearby landmarks
Building entry requirements (e.g. extra ID)
Dress code
Email subject line: Confirmation of Interview with [Company name] for the [Job title] position
Email body:
Dear/Hi [jobseeker Name],
We’re ready to move on to the next phase of your recruitment process. We would like to confirm your interview for the position of [Job title]. Below are the details of your upcoming interview:
Date and time: [date, time, and duration]
Location: [full address of office or meeting place or link if online] (Click here for directions)
Interviewer: [full name of interviewer with company job title]
During this interview, we will discuss [topics, format] and get to know you better. Please dress in [attire], and bring [special requests, like a portfolio or valid ID]. Should you need parking, the nearest parking area is located at [address with a link to map].
If you have any questions, please feel free to contact me directly at [email] or [phone number].
We look forward to meeting you on [date and time].
Sincerely,
[full name and position]Interview Confirmation Email – Sample
Email subject line: Confirmation of Interview with Aksion for the Senior Software Engineer position.
Email body:
Hi Jonathan!
We’re ready to move on to the next phase of your recruitment process. We would like to confirm your interview for the position of Senior Software Engineer. Below are the details of your upcoming interview:
Date and time: Monday, January 1, from 9:00 a.m. to 10:00 a.m MYT
Location: Suite 4, Level 15, Menara Genesis, 33, Jalan Sultan Ismail, Kuala Lumpur (Click here for directions)
Interviewer: Razak bin Osman, Chief Engineer
During this interview, we will discuss the position’s responsibilities and get to know you better. Please dress in business formal, and bring a valid ID to be deposited at the building’s lobby. Should you need parking, the nearest parking area is located a block away (Click here for directions).
If you have any questions, please feel free to contact me directly at [email protected] or 0321706023.
We look forward to meeting you on January 1.
Sincerely,
Aida Ng
Human Resources AssociateThe purpose of the interview confirmation email is to verify that the employer and the jobseeker are on the same page. Emails can go a long way in achieving a clear and streamlined recruitment process, and interview confirmation emails can play an integral part in that. No show at the interview? We’ve got some advice to help you resolve the issue.