Interview Call Letter Generator
An interview call letter is the written invitation you send a shortlisted candidate. Fill in the date, time, format and logistics, choose the paragraphs to include, and copy out a clear invitation. Anything left blank stays a marked placeholder, so an unfinished letter cannot go out by accident. Nothing you type leaves your browser.
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Interview details
Anything you leave blank appears as a clearly marked placeholder, so a half-finished letter cannot be sent by accident. Everything runs in your browser — no candidate detail is transmitted.
Paragraphs to include
These are prompts to consider, not requirements. Which ones belong depends on your process — but naming the interviewers, stating the format and inviting adjustment requests are the three that most reduce candidate drop-off.
Your interview call letter
21 placeholders still to fill in — they are shown in capitals and square brackets so you can find them.
Subject: Interview invitation - [JOB TITLE] at [COMPANY NAME] Dear [CANDIDATE NAME], Thank you for applying for the [JOB TITLE] role at [COMPANY NAME]. We would like to invite you to an interview. Date: [DATE, WRITTEN OUT - E.G. TUESDAY 12 AUGUST 2026] Time: [TIME, WITH THE TIME ZONE] Expected duration: [HOW LONG TO SET ASIDE] Interview stage: [E.G. FIRST INTERVIEW, TECHNICAL ROUND, FINAL] Venue: [FULL ADDRESS, INCLUDING FLOOR OR BUILDING] Ask for: [RECEPTION CONTACT NAME] Please bring: [PHOTO ID AND ANYTHING ELSE YOU NEED THEM TO CARRY] You will be meeting [NAMES AND JOB TITLES OF THE INTERVIEWERS]. What to expect: [THE STAGES AND ROUGHLY HOW LONG EACH TAKES, E.G. A SHORT INTRODUCTION, A TECHNICAL DISCUSSION, THEN YOUR QUESTIONS]. If you need any adjustment to take part comfortably — for accessibility, caring responsibilities, or anything else — reply to this email and we will arrange it. Asking will not affect how your application is assessed. If this time does not work, reply to this email or contact [NAME] on [PHONE OR EMAIL] and we will find another slot. After the interview: we expect to come back to you by [DATE OR TIMEFRAME YOU CAN ACTUALLY MEET], whichever way the decision goes. Please reply to confirm you can make this time. If you have any questions before then, contact [NAME] on [PHONE OR EMAIL]. We are looking forward to speaking with you. Best regards, [YOUR NAME AND JOB TITLE] [COMPANY NAME]
Still sending interview invites by hand?
Every letter retyped is a chance to send the wrong time, the wrong link, or nothing at all. See how Pitch N Hire schedules interviews, sends the invite from the candidate record, and keeps the whole panel on the same scorecard.
What separates an invitation that gets a confirmation from one that gets silence
Most no-shows are not disinterest. They are a time zone that was never stated, a link that arrived in a different email, an address without a floor number, or a clash the candidate had no obvious way to tell you about. Each one is a logistics failure that looks, from your side of the process, exactly like a candidate who stopped caring.
The fix is unglamorous: state the time zone every time, write the date out so 03/08 cannot be read two ways, name a real person to contact on the day, and give an explicit route to move the slot. A candidate who can reschedule in one reply is a candidate you keep; one who has to decide whether it is acceptable to ask is one you frequently lose without ever knowing why.
The same applies to adjustments. If the invitation does not say that adjustments can be arranged, many candidates will not ask, and you will assess them under conditions that do not reflect how they work. That is a measurement problem before it is anything else.
Interview call letters — FAQs
What is an interview call letter?
What should an interview call letter include?
Should the letter say who the interviewers are?
Should I tell the candidate what the interview will cover?
How should I invite accessibility or adjustment requests?
How far in advance should an interview invitation go out?
Is the candidate data I type sent anywhere?
Does this tool tell me what the law requires?
Track these numbers automatically instead of recalculating them
Pitch N Hire is an applicant tracking system with recruitment analytics. Time to hire, pipeline conversion, and source performance come from your own hiring data rather than a manual estimate.
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Send the invite from the candidate record, not from your inbox
Pitch N Hire schedules the interview, sends the invitation, and keeps the panel on one scorecard — so the time, the link and the feedback all live with the candidate. Start free with the 1-user plan.
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