UPDATED BY
Matthew Urwin | Feb 20, 2024

The interview invitation email acts as the first line of communication between an employer and job candidate after an application is submitted. A well-crafted invitation email helps to engage candidates, generate interest and leave a good first impression as a potential employer. 

Here’s what to know about writing a successful interview invitation email.

How to Write an Interview Invitation Email

  • Use a direct subject line. 
  • Provide role details. 
  • Specify the interview format. 
  • Specify the interview location.
  • Approximate the interview duration. 
  • Provide multiple date and time options. 
  • Provide interviewer details. 
  • Include your email signature.

 

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 by emphasizing company culture and employee value proposition points.

Plus, interviews are often a source of stress for job seekers, so going above and beyond may make them feel comfortable and confident.
 

1. 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.

 

2. 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.
 

Employer Branding Workshop: Navigating Change

Struggling with employer brand amidst layoffs, bad press, and other types of organizational change? Join us for insights + interactive breakout sessions with peers who share your challenges.

 

3. Specify the Interview Format

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

RelatedHow to Do Panel Interviews Right

 

4. Specify the Interview Location

As part of in-person interview details, include your office address and either a screenshot of its location on the map or a link to a map with the address. When necessary, let them know who they should speak to about getting access to your floor and mention how they should notify you when they have arrived at the location.

For phone or virtual interviews (as well as related calendar invites), include the phone number or meeting room link and access code information. 

  

5. Approximate the Interview Duration

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

 

6. Provide Multiple Date and Time Options

Some candidates may be currently employed, so it’s best to provide multiple time options with included time zones, and at least a few days’ notice to schedule an interview. 

While this is less feasible when scheduling group interviews, it is still important to offer candidates some latitude regarding interview times if possible.

  

7. 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 contact details and relationship to the role, whether they’re the hiring manager or a team member. 

  

8. Include Your Email Signature

An interview invitation email is an important step in selling the role while you assess candidate fit. To highlight credentials, include your professional email signature with your job title, company logo and applicable contact information.

  

Best Practices for an Interview Invitation Email

An upcoming interview can be stressful and a source of anxiety for job seekers. Providing additional information for the candidate’s benefit gives the impression of a compassionate employer that values its people. Include the following information in your interview invitation email to entice prospective employees.

  • Mention What to Wear. Candidates want to make sure they look the part for the role. Letting them know what is appropriate in terms of your office dress code takes the pressure off of deciding what to wear and shifts focus to the conversation.
             
  • List Items to Bring. If there are any necessary items to bring, let candidates know ahead of time, so they feel prepared for 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.
     
  • Provide Talking Points to Mention. Providing candidates with a list of topics that will be brought up or discussed can help them prepare and streamline the conversation. State what the interview is about, such as getting to know a candidate better or discussing a recent product launch.
     
  • Recommend Travel Options. For in-person interviews, reference accessible travel options like subway lines, train stations, bus routes and parking garages in close proximity to your office. Do not assume all candidates will be able to grab a cab or rideshare service.

 

11 Interview Invitation Email Samples and Templates

If you need a starting point, take inspiration from these 11 interview invitation email samples to send engaging emails to candidates at every interview stage.
 

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 and executive candidates, use the following email template.
 

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. For a casual, conversational interview invitation email example, use the following email template.
 

Subject Line: [Company Name]: Interview Availability

Hi [Interviewee First Name],

Thank you for applying to the [Job Title] position at [Company Name]. After reviewing your application, 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 if 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 an excellent potential employee when sourcing candidates, you may want to talk to them immediately — especially if they’re in a high-demand role. 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 an interview should follow a similar structure to any of the previous email 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, 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. Use the following email template to invite a past candidate to interview over email.
 

Subject Line: [Company Name]: New [Job Title] 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 may be a phone screen interview to assess their qualifications. When 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. Virtual Interview Invitation Email

When requesting a video interview, send the interview invitation far enough in advance so candidates are able to plan accordingly. 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 needed 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 interviews typically follow an initial phone or video conversation, so you should have a solid relationship with the candidate at this point. 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, use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them interested. Additionally, provide any helpful information upfront so they continue to feel supported going into the next round.
 

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 challenging without preparation. To simplify the process, use a scheduling or calendar tool to allow candidates to select the times that work best for them. Once aware of everyone’s availability, use the following group interview invitation template as a next step.
 

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 invite 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] and [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 and informed on the next step. Reduce the body text of your email by linking out to the pertinent information. These details could be 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]
                             
 

Employer Branding Workshop: Navigating Change

Struggling with employer brand amidst layoffs, bad press, and other types of organizational change? Join us for insights + interactive breakout sessions with peers who share your challenges.

 

Frequently Asked Questions

How do you invite someone for an interview?

It’s considered professional to invite someone to an interview by sending a short email. The email should contain a clear subject line and details like the location and format of the interview, a description of the role and the interviewers’ names and titles.

Can you invite a candidate to an interview via text?

It’s become acceptable for recruiters to invite candidates to interviews via text. Recruiters may also text candidates job descriptions, background questions and other elements of the recruiting process. 

Great Companies Need Great People. That's Where We Come In.

Recruit With Us