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Free template · Outreach & Email

Interview Invitation Email Template

An interview invitation email confirms that a candidate has advanced and gives them everything they need to attend: the role, format, date and time, location or video link, who they will meet, and how to reschedule. Use these templates for phone screens, video calls, and onsite interviews. Clear, warm invitations reduce no-shows and set a professional tone.

Send an interview invitation as soon as you have decided to move a candidate forward - fast, clear invites keep good candidates engaged. Include every detail they need to show up prepared and on time, and always give them an easy way to reschedule. Below are ready-to-send versions for the three most common interview formats.

01 Copy & adapt — replace every [placeholder]

Phone / video screen invitation

Subject: Interview invitation - [JOB TITLE] at [COMPANY NAME]

Hi [CANDIDATE FIRST NAME],

Thanks for applying for the [JOB TITLE] role - we enjoyed reviewing your background and would like to invite you to a [30-MINUTE] [PHONE / VIDEO] interview with [INTERVIEWER NAME], [INTERVIEWER TITLE].

Proposed time: [DAY, DATE, TIME, TIME ZONE]

Format: [PHONE CALL ON THIS NUMBER / VIDEO LINK BELOW]

[VIDEO MEETING LINK]

If that time does not work, reply with a couple of windows that suit you and we will adjust.

Looking forward to speaking with you.

Best, [YOUR NAME], [YOUR TITLE], [COMPANY NAME]

Onsite / panel interview invitation

Subject: Your [JOB TITLE] interview at [COMPANY NAME] - details inside

Hi [CANDIDATE FIRST NAME],

We would like to invite you to the next stage for the [JOB TITLE] role: an in-person interview at our office.

Date & time: [DAY, DATE, START TIME] (please allow about [DURATION])

Location: [FULL ADDRESS], [FLOOR / SUITE]. Ask for [RECEPTION CONTACT] on arrival.

Who you will meet: [NAMES AND TITLES OF INTERVIEWERS]

What to bring: [ID / PORTFOLIO / NOTHING - JUST YOURSELF]

Getting here: [PARKING / TRANSIT NOTES]

Let us know if you have any accessibility needs so we can prepare.

Reply to confirm the time works, and reach me at [PHONE / EMAIL] on the day if anything comes up.

Best, [YOUR NAME]

Self-scheduling invitation (candidate picks a slot)

Subject: Book your [JOB TITLE] interview with [COMPANY NAME]

Hi [CANDIDATE FIRST NAME],

Good news - we would like to move forward with a [INTERVIEW STAGE] for the [JOB TITLE] role.

Please pick a time that works for you here: [SCHEDULING LINK]

The interview will run about [DURATION] and be with [INTERVIEWER NAME]. It will take place over [VIDEO / PHONE / AT OUR OFFICE].

Once you book, you will get a calendar invite with all the details. Any trouble finding a slot, just reply to this email.

Best, [YOUR NAME], [COMPANY NAME]

Optional lines to add

Prep note: To help you prepare, the interview will focus on [TOPICS], and you will have time for questions.

Reschedule policy: Need to move it? Reply at least [24 HOURS] ahead and we will find a new time.

Next steps: We expect to share next steps within [TIMEFRAME] after the interview.

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02 In practice

How to use this template

  1. Pick the template that matches the interview format and paste it into your email or ATS.
  2. Replace every placeholder - double-check the date, time zone, and any link before you send.
  3. Add the interviewers' names and titles so the candidate knows who to expect and can research them.
  4. Always include a reschedule option and a contact for day-of problems.
  5. Send a calendar invite alongside the email, and consider a short reminder the day before.

Tips

Lead with the essentials - role, date, time, format - in the first two lines so a candidate skimming on mobile gets them instantly. Always state the time zone; a missing time zone is a common cause of missed interviews. Name the interviewers so candidates can prepare - it signals respect and reduces nerves. Invite candidates to raise accessibility or scheduling needs; it is inclusive and often expected. Keep the tone warm and human - the invitation is part of your employer brand, not just logistics.

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FAQ

Interview Invitation Email Template — FAQs

What should an interview invitation email include?
The role, interview format, date and time with time zone, location or video link, expected duration, who the candidate will meet, and a way to reschedule. Adding a short line on what the interview will cover helps candidates prepare and show up at their best.
How far in advance should I send an interview invitation?
Send it as soon as the candidate advances, and aim to give at least a few business days' notice so they can prepare and arrange time off. For senior or in-person interviews, a week is courteous. Faster invites also keep strong candidates from accepting elsewhere.
Should I send a calendar invite as well as the email?
Yes. The email carries the context and tone; the calendar invite locks the time into both diaries and usually includes the video link. Together they cut down on missed interviews far more than an email alone.
How do I reduce interview no-shows?
Confirm quickly, include every logistical detail, make rescheduling easy, and send a reminder the day before. No-shows often come from unclear times, missing links, or a process that felt cold - a clear, warm invitation fixes most of that.
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