A crisp yet informative interview schedule email elicits better responses from job seekers. An Ideal Job Interview Schedule email should have relevant information relating to the interview’s date, time, and place. Otherwise, it can lead to challenges with scheduling and management on the day of the interview.
How to Write an Email to Schedule an Interview
An interview scheduling email to a candidate must have a tone aligned with how a company wants to position itself in front of the candidate. Based on the same, it could be candid to professional.
The email body must include details about the interview format. It should also mention dates, time, duration, and dress code. The subject line should grab the candidate’s attention.
An interview mailer represents the company’s brand image, so you need to draft it with utmost care. The email should have relevant information to help candidates prepare for the role.
Doing so will help candidates feel valued, influencing their decision to attend the interview. Some companies go ahead and mention details of interviewers as well. It allows candidates to know who they can expect and prepare better accordingly.
What to Include in an Email to Schedule an Interview
How do you invite a candidate for an interview with an email template? The most important thing to focus on is the subject line of the interview schedule email. It should have the company name and job title.
The mail body has details about the time and duration of the scheduled interview and the interviewer’s name and designation. It must inform the candidate if they need to bring their resume, ID card, portfolio, etc.
It must also ask the candidate if they would be available on a particular day or week to take the interview. The candidate may agree to the interview timings or suggest a different time or date. In that case, the recruiter should send an interview rescheduling mail to confirm the new dates.
The Job Title Candidate is Applying for
It is essential to let your candidates know the job they will be interviewed for. It may happen that a candidate from your talent community may have applied for the role, and it is precisely the role they are looking for. Candidates must be informed about the position they will be further interviewed on.
Key Areas of Discussion
The interview scheduling email allows giving an overview of the key discussion areas. These critical discussion areas will depend on whether it’s a first interview that requires basic information or an in-depth interview that requires detailed information.
Time and Length of the Meeting
With the advancement of technology, recruiters can now use Applicant tracking systems to schedule interviews at a time that best suits the candidates. ATS automates the interview scheduling process, and both candidates and recruiters can access the date and duration of the interview on the calendar interface. It saves time for both the interviewer and the interviewee.
Location/Platform of the Interview
If the interview is scheduled in-office, an exact address with a link to the map must be provided to the candidate. If it’s an online interview, candidates should be given instructions on which platform would be used.
They should know whether the interview will be conducted over the phone, zoom, google meet, or any other platform. It is also vital to ensure that the candidate has connected on the platform 5 minutes before the interview.
Location/Platform Access Information
Give an overview of the place of the interview and other necessary information. Give information about parking and validation. Give a roadmap for entering the building, office location, checking at the reception desk, and the people to register their names with on entering the office.
If the interview is being conducted online, spell the phone number or app or share the link and cross-check to make sure the candidate has got the correct details.
Details of Interviewers [Optional]
Including details of interviewers is something you can consider too. It helps candidates prepare better for the role, eventually leading to more constructive discussions.
Email Format for Scheduling an Interview
There is no standard format on ‘how to write an email to schedule an interview.’ But you can use the below template for reference:
Subject: Invitation for an interview with (Company Name) for the position of (Job title)
Dear/Hi [Candidate Name],
We thank you for applying to [Company name].
We want to invite you for an interview for the role of [Job title] at our office premises in (Address).
The [Department name] department manager (Name) will conduct your interview. The interview will be for (duration in hours/minutes). You must bring the following documents (name of those documents) for the interview.
Kindly let us know if you would be available on [date/range of dates and time] for the interview
Do let us know in case of any queries.
Regards,
[Your name]
[Signature]
Writing an Email to the Candidate to Reschedule the Interview
You can refer to the below format for writing an interview reschedule email to a candidate:
Subject: Rescheduling the interview with (Company Name) for the position of (Job title)
Dear/Hi [Candidate Name],
We thank you for applying to [Company name].
As per our earlier conversation, we would like to reschedule your interview for the role of [Job title]. We want to invite you to our office premises in (Address).
The [Department name] department manager (Name) will conduct your interview. The interview will be for (mention duration in hours/minutes). You must bring the following documents (name of those documents) for the interview.
Kindly confirm your availability for the interview on [date/range of dates and time].
Regards,
[Your name]
[Signature]
Tired of Manually Scheduling Interviews Via Emails? There’s an Easier Way.
Manually sending out emails to applicants to schedule interviews takes up a good chunk of the recruitment team’s time. Using an AI-powered ATS can speed up the hiring process and create a seamless experience for the applicants and your recruiting team.
Frequently Asked Questions(FAQ)
The candidate should introduce himself to the recruiter or hiring manager. Give his name and the date on which he applied for the job or the date of his emailed cover letter and resume. Explain that he has compared his qualifications to the required and preferred qualifications for the position and found a match on all points.
Thank them for their time in the interview. Explain that the candidate is following up on his interview – remember to be specific about the job, mentioning the job title and interview date. Restate his interest in the position and say that he is keen to hear about the next steps.
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to allow candidates to select the times that work best for them. You will be able to see a clear breakdown of the group’s availability, reducing the number of moving parts and possibility of scheduling errors. Remember to customize and proofread these email templates carefully. In most cases, an interview invitation email is the first official point of contact you have with candidates and it’s important to make a good impression; typos or placeholder text look unprofessional. Keep in mind that any candidates you don’t extend an offer to can be funneled into your talent community and help build your talent pipeline for future vacancies.