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Interview Call Letter Template

An interview call letter is a formal letter, not an email, that calls a candidate to attend an interview on a fixed date, time and venue, with a reference number the candidate can quote later. Employers use it for government, PSU, campus and large-enterprise hiring where candidates need a printable record of the call to produce at the venue or for their own files.

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Some hiring processes still call for a physical or PDF letter the candidate can carry to the interview and keep on file - campus placements, government and PSU recruitment, and large organisations with formal HR processes are the most common cases. Draft it on your letterhead, fill in the reference number and venue details, and send it as an attachment or hand it over in person.

01 Copy & adapt — replace every [placeholder]

Letterhead and reference

[COMPANY NAME]

[COMPANY ADDRESS, CITY, PIN CODE]

Ref No: [REF NUMBER]/[DEPARTMENT CODE]/[YEAR]

Date: [DATE]

Addressed to

To,

[CANDIDATE FULL NAME]

[CANDIDATE ADDRESS]

Subject: Call letter for interview - [JOB TITLE]

Body

Dear [CANDIDATE FULL NAME],

With reference to your application dated [APPLICATION DATE] and the subsequent [WRITTEN TEST / SCREENING CALL], we are pleased to call you for a personal interview for the post of [JOB TITLE] at [COMPANY NAME].

Please find below the venue, date and reporting time. Kindly treat this letter as your admission for the interview and carry it along with the documents listed below.

This is a formal call letter meant as a record you can produce at the venue, not a scheduling email - please retain a copy for your reference.

Interview schedule

Venue: [FULL VENUE ADDRESS INCLUDING FLOOR / ROOM NUMBER]

Date: [INTERVIEW DATE]

Reporting time: [REPORTING TIME] (please arrive [15-30] minutes before this time)

Panel: [PANEL NAME OR DEPARTMENT CONDUCTING THE INTERVIEW]

Expected duration: [DURATION]

Documents to carry

This letter, printed, in original

Government-issued photo identification: [AADHAAR / PASSPORT / DRIVING LICENCE], original and one photocopy

Updated resume, [NUMBER] copies

Educational certificates and mark sheets, original for verification and one photocopy of each

Experience and relieving letters from previous employers, original and one photocopy

[NUMBER] recent passport-size photographs

Travel, reimbursement and confirmation

Travel reimbursement: [THIS INTERVIEW DOES NOT CARRY TRAVEL REIMBURSEMENT / TRAVEL WILL BE REIMBURSED AS PER COMPANY POLICY - SEE ATTACHED]

Please confirm your attendance by [CONFIRMATION DATE] by replying to this letter or contacting [HR CONTACT NAME] at [PHONE NUMBER / EMAIL].

If the above date or time does not work for you, contact us as soon as possible to arrange an alternative.

[HR NAME]

[HR DESIGNATION]

[COMPANY NAME]

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02 In practice

How to use this template

  1. Print the letter on company letterhead or export it as a PDF with your logo, so it reads as an official document rather than a plain email.
  2. Fill in the reference number, candidate details and application date so the letter can be tracked against your recruitment file.
  3. Confirm the venue, floor or room number and reporting time with whoever is running the interview before you finalise the letter.
  4. List every document the candidate must bring, and state clearly whether you need an original, a photocopy, or both.
  5. Send the letter far enough in advance that the candidate can arrange travel and gather documents, and ask them to confirm attendance by a fixed date.

Tips

State the reporting time separately from the interview time - a buffer for security checks and paperwork avoids a queue of late arrivals. Be explicit about travel reimbursement one way or the other; leaving it unstated generates the most candidate queries. Assign a sequential reference number to every call letter you issue so your front desk and panel can match a candidate to their file instantly. For large hiring days, note which panel or room a candidate is assigned to directly on the letter so they do not have to ask at reception. Keep a signed or emailed confirmation from the candidate on file - it is useful if you need to show the interview was properly scheduled.

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FAQ

Interview Call Letter Template — FAQs

What is an interview call letter?
It is a formal letter that invites a candidate to attend an interview at a stated venue, date and reporting time, usually carrying a reference number for the employer's own records. It is meant to be printed or kept as a PDF and produced at the venue, unlike a scheduling email that only confirms a meeting.
How is a call letter different from an interview invitation email?
An invitation email is a quick scheduling message, usually informal, sent to lock in a time and share a video link. A call letter is a formal record - addressed, referenced and often signed - that the candidate may need to carry and show at the venue, which is why large organisations, campus drives and government or PSU recruitment still use it.
Do I need to mention travel reimbursement in the letter?
State your policy either way so the candidate is not left guessing. If you do reimburse travel, say what is covered and how to claim it; if you do not, a single line avoids repeated queries closer to the interview date.
What documents should a candidate bring to the interview?
List identification, updated resume copies, educational and experience certificates, and photographs, and specify whether each needs to be an original, a photocopy, or both. Being specific in the letter means the candidate arrives prepared and the panel is not stuck verifying documents on the spot.
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