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.
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]
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]
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]
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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