Sending an interview invitation email to the potential candidates is an important thing that must be done by the recruiters at every stage of the recruitment process.
In this article, you will get to know what is an interview invitation email and how to write one.
Moreover, you will also get free interview invitation email templates that are available both in Microsoft Word and PDF formats. So, make sure to scroll down and check out all the important information laid out on this page for you.
What is an Interview Invitation Email?
An email that is written and sent to a job applicant for the purpose of inviting them for an interview is called the interview invitation email. This is the official email that is written in response to the job application of a potential candidate. You can also check out the job application email template here.
The HR department of an organization is responsible for sending emails to invite potential candidates for the interview. Whenever someone applies for a vacant position, the recruiters or hiring managers examine his/her CV or resume. Then based on the analysis of the portfolio of all the candidates, hiring managers shortlist the potential candidates for the job position. After that, they send an email to invite all the potential candidates for an interview for the relevant job position.
If the organization’s criteria of hiring involve more than one interview, the recruiters should send the interview invitation email at every stage. Candidates who want to apply for a job through email should send their CV or resume in a proper manner. For this, you should know the professional way to email a resume and cover letter.
Interview Invitation Email Template
TEXT VERSION
Subject: Interview Invitation
Dear Mr. / Mrs. [Last Name of the Applicant],
Thanks a lot for applying for the position of [Job Title] in the [Name of the Organization]. We have received your job application and selected you for an interview among the other candidates.
Following are some details of the interview:
[Mention the details like Date, Day, Venue, etc.]
It will be a face-to-face interview that will be approximately [mention duration] long.
Feel free to contact me if you have any queries related to the interview or if you want to reschedule the interview. In the latter case, please make sure to inform us at least before [mention time] of the time of the interview.
Yours Truly,
[Name]
[Designation]
[Email Signature]
TEMPLATE
Interview Invitation Email Sample
TEXT VERSION
Subject: Accounts Manager Interview Invitation
Dear Mr. Jones,
It gives me great pleasure to inform you that your job application for the role of Accounts Manager in Vigo Pvt. Ltd. has been approved. I would like to thank you for showing your interest in our organization.
The interview will be held at our office on 114th Eagle Avenue, Fresno, California. This interview has been scheduled for this coming Wednesday, 15th September 2022. The interview will start at 10 AM and will last for approximately 45 minutes. Our company’s Accounts Executive, Mr. Norton will also be a part of the recruitment team.
If you are comfortable with the mentioned schedule, please reply to me to confirm the acceptance of the interview opportunity. In case you will be unable to attend the interview, contact me to reschedule the interview. However, make sure to inform me about that at least 48 hours before the time of the interview.
Thanks a lot and best of luck!
Yours Truly,
David Truman
HR Manager
[Email Signature]
TEMPLATE
Zoom Interview Invitation Email Sample
TEXT VERSION
Subject: Zoom Interview Invitation for the position of Marketing Manager with Global Lead Inc.
Dear Ms. Watson,
Thank you for your job application for the position of Marketing Manager with our company. After reviewing your Resume, we have shortlisted your name amongst other candidates.
Now we would like to select the most suitable candidate for the job through an interview. This interview will be conducted via video conferencing on Zoom.
The interview will be conducted on Friday next week on 10th August 2022. This interview will commence at 1 PM and will last for approximately 30 minutes. You will be interviewed by our company’s hiring panel which will include Mr. Waltz, Ms. Stones, and Mr. Bezos.
Please reply to this email to confirm the interview. Once you confirm your availability, we will share the Zoom video conferencing link for you to join the interview. However, if there is a problem, you can also contact me for rescheduling the interview.
Thanks a lot and all the very best to you!
Kind Regards,
John White
HR Manager
[Email Signature]
TEMPLATE
How to Write an Interview Invitation Email?
If you don’t have any idea of how to write an interview invitation email, you can simply check the interview invitation email samples given here on this page. You can simply download any suitable sample, edit its contents in Microsoft Word and send it to the potential candidate.
However, if you want to craft such an email yourself, that’s not much difficult either. Just make sure to keep in mind the following useful tips for that:
- Write a simple yet professional subject that is in line with the email message. As the subject line is the very first thing a recipient of the email sees, make sure to keep it short and direct.
- Just like any other official email, use a professional salutation like “Mr. / Mrs. [Last Name of the Candidate]”.
- Begin writing the main body of the email by showing your gratitude to the applicant that he/she applied for the job. Also, congratulate them for being selected for the interview.
- Mention the job position for which they have been selected for the interview along with other important details like day, date, time, venue, contact details, etc. Also, it is advised to mention the duration of the interview so that it gets easy for the applicant to manage his/her time.
- State the nature of the interview that is how the interview will be taken. Depending upon your organization’s policies and the situation, you can conduct an interview face to face or via video conference.
- Don’t forget to introduce the recruitment team in your interview invitation email. You can simply add the LinkedIn profile links of the members of the hiring panel. Doing so will let the applicant know who they will be talking to so that they can prepare themselves in the best possible manner.
- It is also considered good practice to provide the applicant with an option to reschedule the interview only if in the case he/she is completely unable to show up for the interview. Explicitly mention this in your invitation for interview email. Also, make it clear to the reader about the time before which you will accept the request to reschedule the interview i.e., 24 or 48 hours before the actual time of the interview.
- Ask the applicant to confirm the interview for the job which will indicate that he/she is ready to be interviewed on the set date, day, and time.
- End the email with a complimentary close.
- Add your email signature.
- Make sure to proofread your email before finally sending it to the applicant.