UPDATED BY
Brennan Whitfield | Oct 26, 2022
REVIEWED BY
Sara Simmons | Jul 08, 2022

Even in a hot job market, recruiting and hiring for an open position can take a long time, with the average time-to-hire taking around 43 days. In order to get top candidates into open roles faster, recruiters need to ensure every detail of the candidate experience is flawless — and that includes the interview invitation email. 

The interview invitation email acts as the first line of communication between an employer and employee after an application is submitted. A well-crafted invitation email helps to engage candidates, generate interest and leave a good first impression for both your open role and company as a potential employer. It’s a pivotal step during the hiring process, so you’ll want to do it right.

Here’s what you need to know to write a successful interview invitation email.

 

How to Write an Interview Invitation Email

Typically, recruiters opt for a formal interview invitation email — one that simply states that they reviewed the candidate’s materials and would like to set up an interview. While it is important to be clear and concise in interview invitations, it is also a great opportunity to create a stand-out candidate experience. Plus, interviews are often a source of stress for job seekers, so going above and beyond may make them feel comfortable and confident.

How to Write an Interview Invitation Email

  1. Write a direct subject line with the company name.
  2. Specify the role being interviewed.
  3. Include essential information like interview format and interview location.
  4. Provide a range of dates and times to schedule the interview.
  5. Express enthusiasm about interviewing the candidate.
  6. Add your email signature with contact information.

You can use the interview invitation email to convey your excitement about the candidate, emphasize your company culture and highlight your employee value proposition

You’ll also want to include all the information they might need to prepare. Doing so will make them feel valued, and they will see you as an employer that truly cares. 

 

Use a Direct Subject Line

In the subject line, call out that this is an interview invitation; that will grab the candidate’s attention when they are looking through their inbox, ensuring your email is not accidentally overlooked and gets a prompt response.

 

Provide Role Details

Restate the title of the position early on, even in your subject line, if possible. Job seekers may apply to multiple open roles at once, so inform them of the role and company name for the interview to catch them up to speed.

 

Specify the Interview Format

Explain which format the interview will be conducted in, whether that’s in-person, over the phone, via video conference or as part of a group interview.

 

Specify the Interview Location

If the interview is in-person, include your office address and either a screenshot of its location on the map or a link to a map with the address already plugged in. When necessary, let them know who they should speak to about getting access to your floor, call out objects to help them orient themselves in the area and mention how they should notify you when they have arrived at the location.

For phone or video conference interviews, include the phone number or meeting room link and access code information. 

 

Approximate the Interview Duration

This is especially important for interviews with job seekers who are currently employed elsewhere and need to plan the interview around their work schedule. Give the candidate an estimate of how long the interview should take, and confirm with a start and end time when the official interview is scheduled.

 

Provide Multiple Date and Time Options

Several of your candidates may be currently employed, which means they need multiple options and at least a few days’ notice to schedule an interview. Proposing several date and time options with included time zones helps mitigate back and forth and conveys flexibility. 

While this is less feasible when scheduling group interviews, it is still important to offer candidates some latitude regarding when their interview will take place.

 

Provide Interviewer Details

Say who the interview will be with and what their job title is — you can even link to their LinkedIn profile to help candidates better prepare. Additionally, state the interviewer’s relationship to the role, whether that’s hiring manager or team member. 

 

Include Your Email Signature

An interview invitation email is an important step in selling the role while you assess candidate fit. Because of that, include your professional email signature with your job title and company logo in every recruiting email to highlight your credentials.

 

Compensation is Key to Recruitment & Retention

As people teams battle a tough hiring market and a need to retain talent, compensation must be top of mind. Check out free guide on the latest tech salary expectations.

 

Best Practices For an Interview Invitation Email That Stands Out

An upcoming interview can be stressful and a source of anxiety for job seekers. Providing additional information solely for the candidate’s benefit gives the impression of a compassionate employer who values its people. It may seem simple, but it’s the little details that create a standout employer brand. Include the following information in your interview invitation email to engage and entice prospective employees. 

 

Mention What to Wear 

When it comes to what to wear in a job interview, candidates want to make sure they look the part for the role. There’s no need for the candidate to wear a suit if your office is on the casual side. Letting them know what is appropriate in terms of your office dress code helps take the pressure off of deciding what to wear. Not spending extra effort having to figure out the best outfit allows candidates to focus on the conversation and highlighting their qualifications. 

 

List Items to Bring 

Ideally, your top candidates will come fully prepared for your interview and knock it out of the park. However, if there are any necessary items to bring, let them know ahead of time, so they feel confident going into the interview. Mention if they’ll need any samples of their work (including how many and format), an assessment completed ahead of time or any identification to get into the building if applicable.

 

Provide Talking Points to Mention 

Streamline the conversation and help the interviewer find out pertinent information by providing the candidate with a list of topics to bring up or be prepared to discuss. State what the interview is about such as getting to know a candidate better or discussing a recent product launch. Your goal is to simply reassure candidates so they feel confident joining the meeting space.

 

Recommend Travel Options 

For in-person interviews, candidates may be coming from all over the surrounding area. Do not assume they will be able to grab a cab or rideshare service. Reference subway lines, train stations, bus routes, bike options and parking garages in close proximity to your office. Ensuring they arrive at an interview on time is a major point of concern for candidates. Providing them with the resources to plan ahead will earn you serious bonus points. 

 

11 Interview Invitation Email Examples and Templates

If you need a starting point, recruiters can consolidate the steps from above into a recruiting email template to ensure every necessary detail is included. When using a template, copy and paste the text into a blank email, replace placeholder text with the correct details and proofread carefully. 

Take inspiration from these 11 interview invitation template samples to send polished and engaging emails to candidates at every stage of the recruitment process.

 

1. Formal Interview Invitation Email

Every recruiting email you send should adhere to your employer brand voice and tone. If casual conversations are not your style or you are corresponding with more experienced executive candidates, use the following template to formally invite a candidate to interview. 

 

Subject Line: [COMPANY NAME]: Invitation to Interview

Dear [INTERVIEWEE FIRST NAME],

Thank you for your application to the [JOB TITLE] role at [COMPANY NAME]

We would like to invite you to interview for the role with [INTERVIEWER], [INTERVIEWER JOB TITLE]. The interview will last [LENGTH OF INTERVIEW] in total.

Please reply to this email directly with your availability during the following date and time options:

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

We look forward to speaking with you. 

Sincerely,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

2. Casual Interview Invitation Email

If you’re a young company that boasts a desirable startup culture, show it off by opting for a more informal interview invitation. Every stage of the interview process is an opportunity to showcase your culture and core values, so don’t be shy. Again, your voice and tone should be consistent across every piece of collateral — from your career page to recruiting email templates.

For casual, conversational interview invitation emails, use the following template.

 

Subject Line: [COMPANY NAME]: Interview Availability

Hi [INTERVIEWEE FIRST NAME],

Thank you for applying to the [JOB TITLE] position at [COMPANY NAME]. We’ve reviewed your application materials carefully, and we’re excited to invite you to interview for the role! 

Your interview will be conducted [FORMAT] and last roughly [LENGTH OF INTERVIEW]. You’ll be speaking with [INTERVIEWER], our [INTERVIEWER JOB TITLE] here at [COMPANY NAME].

Please let us know when you are available during the following times:

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

Thanks again for your interest in joining the [COMPANY NAME] team! We’re looking forward to speaking with you.

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

3. Cold Candidate Interview Invitation Email

If you come across a truly excellent potential employee when sourcing candidates, you may want to talk to them immediately — especially if they’re in a high-demand role, like a software engineer or developer. Use the following template when reaching out to a candidate for the first time to invite them to an interview.

 

Subject Line: [JOB TITLE] Opportunity at [COMPANY NAME] 

Hello [INTERVIEWEE FIRST NAME],

I came across your profile on [WEBSITE/SOURCE] and was interested in your recent work in [FIELD]. I’m a recruiter at [COMPANY NAME], and we’re looking for a [JOB TITLE] that I think you would be a good fit for.

I would love to hear more about you and tell you about the role. Are you free this week for a quick 15-minute call? I’m available at the following times:

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

Please let me know if any of these times work for you. 

Looking forward to hearing from you.

Best, 

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

4. Referred Candidate Interview Invitation Email

Referred candidates are a tech recruiter’s dream — vetted, qualified and most likely aware of your company. How you invite a referred candidate to interview should follow a similar structure to any of the previous templates, but with more personalization.

Use the following email template when leveraging your employee referral program to send an interview invitation

 

Subject Line: [COMPANY NAME]: [JOB TITLE] Interview Opportunity

Hi [INTERVIEWEE FIRST NAME],

I am [YOUR JOB TITLE] at [COMPANY NAME], and we’re currently looking for a [OPEN JOB TITLE] to join our team. [CONTACT NAME] spoke very highly of your [SKILLS] and recommended you for the role.

I took a look at some of your work online, and given your experience, I think you’d be an excellent fit for the role. This is a great opportunity to learn more about [YOUR INDUSTRY] alongside an ambitious team.

I’d love to hear more about you and talk to you about the role. Are you available for a 15-minute phone call sometime tomorrow? 

Let me know!

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

5. Past Candidate Interview Invitation Email

When recruiting for an open role, tap into your talent community to re-engage qualified candidates who stood out to you during past interviews. Similar to employee referrals, you have a relationship with these candidates and must include enough personal details to get their attention. 

Before reaching out to a past candidate, consult your candidate persona thoroughly to verify they would be a good fit. Attach the job description so they can review the role themselves. Getting a candidate excited about a new opportunity only to pass on their candidacy again is a bad experience and a poor reflection of your external employer brand.

Use the following template to invite a past candidate to interview over email.

 

Subject Line: [COMPANY NAME]: New [JOB TILE] Opportunity 

Hi [INTERVIEWEE FIRST NAME],

I hope this finds you well! I know you applied to the [PREVIOUS JOB TITLE] role at [COMPANY NAME] back in [MONTH/YEAR], and while we went in a different direction then, we kept your resume on file.

A new [OPEN JOB TITLE] role just opened up on the [DEPARTMENT] team that I think you’d be an excellent fit for.

We’re currently conducting interviews for the role, and I would love to set up a time for you to talk to [INTERVIEWER], the hiring manager. Are you available for a [LENGTH OF INTERVIEW] phone call sometime this week? I’ve highlighted a few date and time options below, let me know if any of them work for you.

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

Here is a link to the job description on our website. [INCLUDE LINK]. If you have any questions about the role, give me a call at [PHONE NUMBER].

Thanks, [FIRST NAME]! Looking forward to hearing from you soon.

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

6. Phone Interview Invitation Email

After an applicant has applied to an open role, the next step is typically a phone screen interview to assess their qualifications. When you have a loose relationship with the candidate but are reaching out for the first time to invite them to a phone interview, use the following template.

 

Subject Line: [COMPANY NAME]: Phone Interview Availability

Hi [INTERVIEWEE FIRST NAME],

Thank you for applying to the [JOB TITLE] position at [COMPANY NAME]

After reviewing your application, we are excited to move forward with the interview process.

We would like to schedule a [LENGTH OF INTERVIEW] phone call with [INTERVIEWER], [INTERVIEWER JOB TITLE] at [COMPANY NAME]

Below are some date and time options:

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

Please reply directly to this email and let me know if you are available at any of the above times. From there, I’ll coordinate with [INTERVIEWER] and send you an email with a calendar invitation to confirm the date and time.

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

7. Video Conferencing Interview Invitation Email

When requesting a video interview, send the interview invitation far enough in advance so they are able to plan accordingly without unnecessary stress. 

Use the following template to send a video interview invitation. Once you have confirmed the date and time, be sure to include the meeting room link and any access information they will need to join the interview.

 

Subject Line: [COMPANY NAME]: Video Interview Availability

Hi [INTERVIEWEE FIRST NAME],

Thank you for applying to the [JOB TITLE] position at [COMPANY NAME]

After reviewing your application, we would like to invite you to interview with [INTERVIEWER], our [INTERVIEWER JOB TITLE].

So we can get to know you better, the interview will be conducted over video using [VIDEO CONFERENCING PLATFORM] and last about [LENGTH OF INTERVIEW] in total. 

We want you to be able to plan accordingly, so we’ve provided a list of date and time options over the next week. Please take a look and let us know which date is best for you.

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

We’re looking forward to continuing the conversation.

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

8. In-Person Interview Invitation Email

In-person or on-site interviews typically follow an initial phone or video conversation, so you should have a solid relationship with the candidate at this point. As previously mentioned, an in-person interview invitation email consists of many details, some of which are optional and to the benefit of your candidate and employer brand.

Customize the following template carefully before sending an in-person interview invitation.

 

Subject Line: [COMPANY NAME]: On-site Interview Invitation 

Hi [INTERVIEWEE FIRST NAME],

[INTERVIEWER] was really impressed by you during your last conversation about the [JOB TITLE] position and we’re excited to invite you to interview at our office!

Please review the date and time options I’ve provided below and let me know which one works best for you. From there, I’ll send a confirmation email with a calendar invitation.

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

We’re excited to meet you in person, and we want you to feel comfortable and prepared when you arrive. Below is some information about us to help you plan for your interview.

You will be meeting with [INTERVIEWER], [JOB TITLE], and [INTERVIEWER 2], [JOB TITLE 2]. The interview will last no more than [LENGTH OF INTERVIEW].

During the interview, you will be asked to complete a skills assessment and discuss some of your recent work. Please bring [QUANTITY] samples of your [WORK], as well as a form of identification to be admitted to the building. 

Our office is located at [ADDRESS]. We’re close to [PUBLIC TRANSPORTATION OPTIONS/PARKING DETAILS].

Our office dress code is [DRESS CODE], but we encourage you to wear whatever you’re most comfortable in.

Please reply directly to this email with your availability during the suggested times. If you have any questions, feel free to call me at [PHONE NUMBER].

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

9. Second Interview Invitation Email

When you are ready to invite a candidate to a second interview — regardless of its format — use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them engaged. Additionally, provide any helpful information upfront so they continue to feel supported and confident ahead of every conversation with your team.

 

Subject Line: [COMPANY NAME]: Invitation for Second Interview

Hi [INTERVIEWEE FIRST NAME],

Thank you for taking the time to speak with [INTERVIEWER] about the [JOB TITLE] position at [COMPANY NAME].

We’re quite impressed by you and are eager to continue the conversation! We’d like to schedule a second interview with you during one of the following time options:

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

You will be speaking with [INTERVIEWER], [INTERVIEWER JOB TITLE], and the interview should last no more than [LENGTH OF INTERVIEW].

Please let me know which time works best for you. I will send a calendar invitation to confirm once we have selected a date and time. 

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

10. Group Interview Invitation Email

Coordinating a group interview can be somewhat of a scheduling nightmare, but it can show how candidates interact with their peers and potential teammates. To simplify the process, use a scheduling or calendar tool to allow candidates to select the times that work best for them. You will be able to see a clear breakdown of the group’s availability, reducing the number of moving parts and possibility of scheduling errors.

Use the following template to send a group interview invitation.

 

Subject Line: [COMPANY NAME]: Group Interview Invitation

Hi [INTERVIEWEE FIRST NAME],

Thank you for applying to the [JOB TITLE] position at [COMPANY NAME]. After reviewing your application materials, we are pleased to move forward with the interview process. 

We would like to invite you to an interview at our office. You will interview as a part of a group with [NUMBER] other applicants. The interview will last no more than [LENGTH OF INTERVIEW].

To help us schedule the interview, please select your availability from this calendar link: [INSERT LINK].

From there, I will coordinate between the other candidates and the hiring team to confirm a time that works for all involved. You will receive an email with a calendar link to confirm the interview.

To help you prepare, here is some information about the interview and [COMPANY NAME].

You will be meeting with:

[INTERVIEWER], [JOB TITLE]

[INTERVIEWER 2], [JOB TITLE 2]

Length of interview:

[MINUTES/HOURS]

Interview agenda:

During the interview you will be asked to complete several exercises with the other candidates. [ADDITIONAL INFORMATION] 

Our office location:

[ADDRESS] 

We’re close to [PUBLIC TRANSPORTATION OPTIONS/PARKING DETAILS].

Our office dress code: 

[DRESS CODE], but we encourage you to wear whatever you’re most comfortable in.

We’re looking forward to meeting you! If you have any questions, don’t hesitate to reach out.

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

11. Final Interview Invitation Email

Emphasize your excitement when sending a final interview invitation email. At this point, candidates have been through several rounds of your interview process, and you need to keep them engaged. They have likely already received additional information regarding your office dress code and location, but include it again anyway. 

Pare down the body text of your email by linking out to the pertinent information. These details can live on a hidden page of your website or a Google Doc in “View Only” mode.

Customize the template below to send the perfect final-round interview invitation email.

 

Subject Line: [COMPANY NAME]: Final-Round Interview Invitation

Hi [INTERVIEWEE FIRST NAME],

Thank you for your recent interview regarding the [JOB TITLE] position at [COMPANY NAME]. We appreciate your dedication to the process and are pleased to share that you have been selected for a final interview at our office! 

We believe you are an excellent candidate for the position and we’re excited to continue the conversation with you.

The interview will be with [INTERVIEWER] and will last no longer than [LENGTH OF INTERVIEW]. Below are some proposed time and date options:

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

[DAY, DATE – TIME, TIME ZONE]

To help you plan and prepare for your on-site interview, click here to view additional information about our office and nearby travel options. [INCLUDE LINK TO ADDITIONAL INFORMATION].

Please reply to this email with your availability. I will then confirm the date and time internally and send you a confirmation email with a calendar invitation. 

If you have any questions in the meantime, feel free to reach out.

Best,

[YOUR NAME]

[YOUR EMAIL SIGNATURE]

 

Understanding Candidate Insights to Attract Talent

This on-demand webinar dives into new data on tech professionals and leverages industry knowledge from talent leaders to help TA and HR teams better understand, attract and compete for top candidates.

 

Alexandria Jacobson contributed reporting to this story.

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