For many candidates, the interview course of is thrilling and annoying. Luckily, as an employer, you possibly can assist ease their anxieties. Employers who know find out how to reply to an interview electronic mail can seem compassionate whereas serving to the corporate stand out from its opponents. This retains candidates keen on your organization and makes them extra more likely to say sure if you happen to provide them a place.
On this information, we’ll clarify find out how to reply to an interview request and deal with widespread questions candidates might have. Whether or not they need to schedule a selected time, arrange a name, or ask follow-up questions, we will give you some tricks to craft the right reply to an interview electronic mail.
Why is a response vital?
In order for you candidates to belief your organization and make them extra more likely to settle for your employment provide, figuring out find out how to reply to an interview electronic mail is important. In lots of circumstances, it’s the primary time a candidate instantly interacts with an organization consultant, and first impressions are all the things. You need candidates to have a very good expertise each time they communicate to somebody out of your firm. A swift response can be vital to make the perfect use of your time and transfer the recruitment course of alongside.
How to reply to an electronic mail requesting an interview
Busy candidates with work or household commitments might recommend a great time for an interview. Whether or not you possibly can accommodate the request will decide how the e-mail unfolds.
Interview acceptance electronic mail pattern
For those who can accommodate, do this template to verify interview electronic mail requests:
Topic line: [COMPANY] Interview Affirmation
Pricey [FIRST NAME],
Thanks on your curiosity in interviewing for the [JOB TITLE] place at [COMPANY]. Of the instances you prompt, [DATE] at [TIME] works finest for me. I stay up for assembly with you to debate this place and your match in additional element.
Please let me know if I can present any further data previous to our assembly.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Interview acceptance electronic mail pattern (lengthy model)
Typically an extended, extra detailed electronic mail might help a candidate really feel extra relaxed and put together for an interview. Think about using this template:
Topic line: [COMPANY] Interview Particulars
Pricey [FIRST NAME],
Thanks on your curiosity within the [JOB TITLE] place at [COMPANY]. We’re completely satisfied to ask you to an interview to debate the place in additional element.
That will help you really feel comfy and ready while you arrive at [TIME] on [DATE], take into account the data beneath to plan on your interview with us.
You’ll meet with [INTERVIEWER #1], [INTERVIEWER #1 JOB TITLE], and [INTERVIEWER #2], [INTERVIEWER #2 JOB TITLE]. The interview will final now not than [LENGTH OF TIME].
Throughout the interview, we’ll ask you to finish a short abilities evaluation and reply a number of questions on your current work historical past. Please convey [SAMPLES, RESUME, OR OTHER DOCUMENTS], in addition to a type of identification for admittance into the constructing.
Our workplace is positioned at [ADDRESS], close to [LANDMARK]. We’re near [PUBLIC TRANSPORTATION OPTIONS] and have ample parking within the lot adjoining to our constructing.
You’ll find our workplace costume code is [DRESS CODE POLICY], however we encourage you to put on no matter makes you most comfy. On your security and ours, we ask that you simply please put on a masks, no matter your vaccination standing.
When you’ve got any questions, be happy to name me at [PHONE NUMBER].
[YOUR NAME & COMPANY SIGNATURE]
How you can reply to interview invitation with completely different availability
For those who don’t have the capability to accommodate an interview request, right here’s a reply to an interview invitation electronic mail pattern you need to use to recommend an alternate time:
Topic line: Interview Invitation for [CANDIDATE NAME], [POSITION TITLE]
Pricey [FIRST NAME]:
Thanks for contemplating the [JOB TITLE] place at [COMPANY]. The very best dates and instances for me to take part in an interview are [DATE & TIME OPTIONS]. If this vary isn’t appropriate given your schedule, please present an inventory of alternate dates and instances, and I’ll do my finest to accommodate your request.
I stay up for assembly you to debate your {qualifications} for this place in larger depth.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Informal interview electronic mail invitation
For those who favor a extra informal tone, the next template makes use of extra relaxed language and seeks private engagement with the interview candidate:
Topic line: Upcoming Interview at [COMPANY]
Pricey [FIRST NAME]:
Thanks on your well timed response. [INTERVIEWER], [INTERVIEWER JOB TITLE], was actually impressed by your software for the [JOB TITLE] place, and we’re excited to ask you to interview at our workplace.
Attributable to prior commitments, we’re unavailable at [SUGGESTED TIME] on [SUGGESTED DAY, MONTH & DATE]. Are you able to are available in at [NEW TIME] on [NEW DAY, MONTH & DATE]? If not, please present a number of choices, and I’ll do my finest to accommodate your schedule.
I stay up for listening to extra about you!
Finest,
[YOUR NAME & COMPANY SIGNATURE]
Right here, we’ve proven how to reply to an interview request, hitting these important factors:
- Reinforce the date, time, and placement
- Present any further particulars that’ll assist the candidate put together
- Embrace contact particulars in your organization signature
- Hold your responses concise, optimistic, and useful
How to reply to an electronic mail for scheduling an interview
Some interview request emails might embody a line like “I’m accessible for an interview at your earliest comfort.” When candidates put the ball in your courtroom, it’s possible you’ll provide a number of potential instances to keep away from a protracted sequence of back-and-forth messages.
In order for you a extra formal tone, you need to use the next template:
Topic line: Invitation to Interview at [COMPANY NAME]
Pricey [FIRST NAME],
Thanks on your curiosity within the [JOB TITLE] place at [COMPANY NAME].
We wish to invite you to interview with [INTERVIEWER], [INTERVIEWER JOB TITLE], at our workplace, positioned at [ADDRESS]. The interview ought to take now not than [LENGTH OF TIME].
Please overview the date and time choices that we’re scheduling interviews for:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Be at liberty to answer on to this electronic mail to tell us your availability.
We stay up for talking with you.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Informal response to interview availability
For those who’re looking for a extra informal tone, strive the next template as a substitute:
Topic line: [COMPANY NAME]: Interview Availability
Hello [FIRST NAME],
Thanks for making use of to the [JOB TITLE] place at [COMPANY]. We’ve reviewed your software supplies fastidiously and are excited to ask you in for an interview!
You’ll meet with [INTERVIEWER], our [INTERVIEWER JOB TITLE] right here at [COMPANY NAME], positioned at [ADDRESS]. The interview ought to final now not than [LENGTH OF TIME].
Please overview the date and time choices supplied beneath and let me know which one works finest for you:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Thanks once more on your curiosity in becoming a member of the [COMPANY] workforce! As soon as I obtain your response, I’ll ship a affirmation electronic mail with further particulars. We stay up for exploring what you possibly can add to our workforce.
Finest,
[YOUR NAME & COMPANY SIGNATURE]
Politely declining an interview invitation
In some circumstances, you’ll obtain an interview request electronic mail from a candidate who isn’t into account for a place at your organization. Once you obtain an interview request like this, you’ll should craft a respectful response to let the candidate down gently.
The next template affords a well mannered response:
Pricey [FIRST NAME]:
Thanks for expressing curiosity within the [JOB TITLE] place at [COMPANY]. It was a pleasure to be taught extra about your abilities and {qualifications}. Right now, nevertheless, we now have chosen to pursue one other candidate for the place.
We recognize your time and want you the perfect of luck in your profession endeavors.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Letting a candidate down isn’t straightforward, but when you understand how to craft a well mannered {and professional} electronic mail, you possibly can preserve a positive impression of the corporate and go away the door open to overflow candidates who could also be completely certified and distinctive.
For those who do plenty of hiring, and the candidate might meet your wants underneath completely different circumstances, take into account including a line to this template to say the next: “We will likely be posting a [JOB TITLE] place over the subsequent few weeks. If this appears like one thing you’d be keen on, we welcome you to reapply, as we consider you’d make an important match at our group.”
How to reply to an electronic mail requesting a name to schedule an interview
Typically, a telephone interview could also be extra handy than an in-person interview. For those who don’t have the time to convey a candidate into the workplace, emailing to arrange a telephone interview could also be a great answer.
The next template exhibits how to reply to an electronic mail requesting an interview by telephone:
Topic line: [COMPANY NAME]: Telephone Interview Availability
Hello [FIRST NAME],
Thanks for making use of to the [JOB TITLE] place at [COMPANY].
After reviewing your software, we’re happy to ask you for a telephone interview with our [INTERVIEWER JOB TITLE], [INTERVIEWER]. We are going to go over what the place entails and ask you a number of follow-up questions concerning your expertise.
We’ve the next interview slots accessible:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Please reply on to this electronic mail to tell us if you’re accessible at any of the above instances. From there, I’ll coordinate with [INTERVIEWER] and ship you an electronic mail affirmation. When you’ve got any questions, it’s possible you’ll contact me at [PHONE NUMBER].
Finest,
[YOUR NAME & COMPANY SIGNATURE]
Opening with a thanks units a pleasant and respectful tone that you simply worth the candidate’s time. Additionally, make sure to verify the corporate identify and job title, because the candidate has most likely utilized to a number of job postings. Since this template affords scheduling flexibility with a number of choices for interview dates and instances, it reduces the chance of scheduling conflicts and makes life simpler for you. Naturally, you must also embody your telephone quantity for candidates to know find out how to attain you.
How to reply to an electronic mail with follow-up questions
When you’ve got a number of promising candidates and need to slender down the record, it’s possible you’ll ship an electronic mail containing follow-up questions. Listed here are some widespread questions employers use to evaluate candidates, together with a template for this kind of preliminary electronic mail for an interview.
What are your wage necessities or expectations?
There’s no use calling a candidate in for an interview in case your provide is effectively beneath their expectations. Some candidates will reply with a minimal quantity or a spread they’ll settle for, whereas others might vaguely point out that they’re “in search of a aggressive provide with advantages” and should need to know extra in regards to the place earlier than making a call.
Are you able to inform us extra about [TOPIC REQUIRING CLARIFICATION]?
Chances are you’ll want to make clear one thing in a candidate’s resume that will help you make a extra knowledgeable resolution. It could possibly be that you simply surprise why there’s a 2-year hole in employment, what abilities and proficiencies the candidate possesses, why the candidate left the final employer, or what expertise they gained in a specific function.
Why would you like the [JOB TITLE] place at [COMPANY]?
Employers might ask enjoyable personality-based inquiries to get to know a candidate and break the ice previous to the interview. Or, they might probe deeper for perception into why a candidate is within the place and the corporate. The well-studied candidate with essentially the most enthusiasm will typically shine by means of.
Right here’s a template you need to use to ask follow-up questions in a pleasant and informal method:
Pricey [FIRST NAME]:
Thanks on your curiosity within the [JOB TITLE] place at [COMPANY]. Earlier than we start scheduling interviews, we now have a few questions for you.
- [QUESTION #1]
- [QUESTION #2]
- [QUESTION #3]
We recognize this chance to get to know you higher. Please ship your responses by [DAY, DATE & TIME], and I’ll get again to you as quickly as doable to the touch base with the subsequent steps.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
We suggest an off-the-cuff tone for an electronic mail response that features follow-up questions, as you need to encourage candidates to proceed with the method. Once more, all the time begin politely with a thanks and clearly remind the candidate why you’re reaching out. Then, clarify that you simply’re asking the questions as a part of the preliminary course of earlier than scheduling interviews and let the candidate know you’ll attain out when you obtain their responses.
Tricks to responding to an interview electronic mail
When responding to any interview electronic mail:
- Go away candidates with a optimistic impression of your organization, whatever the final result. For those who make them a suggestion, they’ll be extra more likely to settle for, and if you must flip them down, they might nonetheless apply to well-suited roles sooner or later.
- Provide particular dates and instances that be just right for you, and make sure to provide a number of choices to keep away from useless back-and-forth.
- Let the candidate know the place to seek out your workplace if you happen to plan to conduct interviews in individual, and doubtlessly present details about close by transportation, together with bus, practice stops, or parking. Be succinct and provide the very important particulars rapidly and clearly.
- Interact in good housekeeping. Reply to everybody included on the e-mail chain and proofread fastidiously earlier than sending. It’s equally vital you attempt to make a very good impression on potential candidates and that everybody concerned within the recruitment course of is on the identical web page.
Get extra ideas for interviewing candidates with Twilio SendGrid
As you’ve seen, replying to an interview electronic mail requires cautious thought and consideration. With the following tips and templates, you’re higher ready to reply to any interview request whereas sustaining knowledgeable look.
Plus, we now have many extra articles on mastering electronic mail etiquette and hiring processes on the Twilio SendGrid web site, together with this well timed weblog about Combating Unconscious Bias Whereas Interviewing. Good luck together with your potential hires!
