Scheduling an Interview Email (With Examples)
Scheduling an Interview Email (With Examples)
There are a number of hoops that employers need to jump through to reach the interview stage for the jobseeker, and one of the most important steps is scheduling an interview over email. Keep in mind that scheduling for phone or phone screen interviews, on the other hand, is a different process.
The purpose of this step is to first, invite a jobseeker to an interview, and second, to agree on a date and time for the interview. Different from confirming the interview email, the scheduling an interview email is the initial step prior to confirmation. This engages the jobseeker to settle on the best schedule and mode of interview.
Below is a template of an interview schedule email, as well as a sample. You can copy and paste the template and adjust the tone to fit your company’s culture. Formal businesses can adopt formal business writing, while laidback companies might benefit from a casual tone.
Take extra steps to avoid miscommunication. In the email’s subject line, simply write “Invitation to interview” or “Scheduling the interview” so the jobseeker will differentiate this particular email from all the other emails that he or she received from you, an example is “Confirmation of Interview” which comes after the schedules of all involved have been confirmed.
Here are the important details you should include in your email:
Name of the position
Proposed date and time (you can offer up to three schedules)
Backup date and time (you can even offer a time range)
Duration of interview
Location
Interviewer name, designation if necessary, and job title
Other instructions, such as bringing an ID or resume to the actual interview
Email subject line: Invitation to interview with [Company name] for the [Job title] position
Dear/Hi [jobseeker name],
Thank you for applying to [Company name]. After reviewing your application, we wish to extend an invitation to an [In-person or virtual] interview for the [Job title] position.
You will meet [Interviewer name, position], and the interview should last [Estimated duration]. During the interview, you’ll have the opportunity to learn more about our company from [Interviewer], who will in turn wish to discuss your background, experience, and goals.
Should you wish to move forward with your application, we’ve optioned the following dates and time slots for your interview:
-[Option 1]
-[Option 2]
-[Option 3]
Our company’s address is [full address]. [Insert additional instructions, such as things to bring, parking notes, etc.]
We look forward to hearing from you,
Regards,
[Name]
[Job title]Scheduling an Interview Email – Sample
Email subject line: Invitation to interview with Sintos Technologies for the Business Analyst position
Dear Nadia,
Thank you for applying to Sintos Technologies. After reviewing your application, we wish to extend an invitation to a virtual interview for the Business Analyst position.
You will meet Susan Smith, head of Business Analytics, and the interview should last one hour. During the interview, you’ll have the opportunity to learn more about our company from Susan, who will in turn wish to discuss your background, experience, and goals.
Should you wish to move forward with your application, we’ve optioned the following dates and time slots for your interview:
-Monday, January 1, at 9:00 a.m.
-Tuesday, January 2, at 10:00 a.m.
-Wednesday, January 3, at 11:00 a.m.
As the interview will be virtual, you will not need to visit our office in Kuala Lumpur. We would advise that you ensure stable internet connection and appear on camera during the interview.
We look forward to hearing from you,
Regards,
Melanie Ng
Human Resources Officer
As you present the details of the proposed interview schedule, it’s important to always make sure that you’re communicating in a clear and organised manner. There’s nothing worse than accidentally scheduling the wrong day for a meeting. The purpose of this type of email is to avoid that altogether and ensure jobseekers and employers experience a hassle-free recruitment process.