For many candidates, the interview course of is thrilling and aggravating. Thankfully, as an employer, you may assist ease their anxieties. Employers who know the right way to reply to an interview electronic mail can seem compassionate whereas serving to the corporate stand out from its rivals. This retains candidates fascinated with your organization and makes them extra prone to say sure in the event you provide them a place.
On this information, we’ll clarify the right way to reply to an interview request and tackle widespread questions candidates could have. Whether or not they need to schedule a particular time, arrange a name, or ask follow-up questions, we will give you some tricks to craft the right reply to an interview electronic mail.
Why is a response vital?
If you’d like candidates to belief your organization and make them extra prone to settle for your employment provide, realizing the right way to reply to an interview electronic mail is crucial. In lots of instances, it’s the primary time a candidate straight interacts with an organization consultant, and first impressions are all the pieces. You need candidates to have a very good expertise each time they communicate to somebody out of your firm. A swift response can be vital to make one of the best use of your time and transfer the recruitment course of alongside.
How to answer an electronic mail requesting an interview
Busy candidates with work or household commitments could counsel a great time for an interview. Whether or not you may accommodate the request will decide how the e-mail unfolds.
Interview acceptance electronic mail pattern
In case you can accommodate, do that template to verify interview electronic mail requests:
Topic line: [COMPANY] Interview Affirmation
Pricey [FIRST NAME],
Thanks in your curiosity in interviewing for the [JOB TITLE] place at [COMPANY]. Of the instances you urged, [DATE] at [TIME] works finest for me. I look ahead to assembly with you to debate this place and your match in additional element.
Please let me know if I can present any further data previous to our assembly.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Interview acceptance electronic mail pattern (lengthy model)
Generally an extended, extra detailed electronic mail can assist a candidate really feel extra relaxed and put together for an interview. Think about using this template:
Topic line: [COMPANY] Interview Particulars
Pricey [FIRST NAME],
Thanks in your curiosity within the [JOB TITLE] place at [COMPANY]. We’re comfortable to ask you to an interview to debate the place in additional element.
That will help you really feel comfy and ready while you arrive at [TIME] on [DATE], contemplate the data beneath to plan in your interview with us.
You’ll meet with [INTERVIEWER #1], [INTERVIEWER #1 JOB TITLE], and [INTERVIEWER #2], [INTERVIEWER #2 JOB TITLE]. The interview will final now not than [LENGTH OF TIME].
Through the interview, we are going to ask you to finish a short abilities evaluation and reply a couple of questions on your latest work historical past. Please carry [SAMPLES, RESUME, OR OTHER DOCUMENTS], in addition to a type of identification for admittance into the constructing.
Our workplace is positioned at [ADDRESS], close to [LANDMARK]. We’re near [PUBLIC TRANSPORTATION OPTIONS] and have ample parking within the lot adjoining to our constructing.
You can see our workplace gown code is [DRESS CODE POLICY], however we encourage you to put on no matter makes you most comfy. In your security and ours, we ask that you just please put on a masks, no matter your vaccination standing.
In case you have any questions, be happy to name me at [PHONE NUMBER].
[YOUR NAME & COMPANY SIGNATURE]
Find out how to reply to interview invitation with totally different availability
In case you don’t have the capability to accommodate an interview request, right here’s a reply to an interview invitation electronic mail pattern you should utilize to counsel an alternate time:
Topic line: Interview Invitation for [CANDIDATE NAME], [POSITION TITLE]
Pricey [FIRST NAME]:
Thanks for contemplating the [JOB TITLE] place at [COMPANY]. The perfect dates and instances for me to take part in an interview are [DATE & TIME OPTIONS]. If this vary is just not appropriate given your schedule, please present a listing of alternate dates and instances, and I’ll do my finest to accommodate your request.
I look ahead to assembly you to debate your {qualifications} for this place in larger depth.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Informal interview electronic mail invitation
In case you desire a extra informal tone, the next template makes use of extra relaxed language and seeks private engagement with the interview candidate:
Topic line: Upcoming Interview at [COMPANY]
Pricey [FIRST NAME]:
Thanks in your well timed response. [INTERVIEWER], [INTERVIEWER JOB TITLE], was actually impressed by your utility for the [JOB TITLE] place, and we’re excited to ask you to interview at our workplace.
As a consequence of prior commitments, we’re unavailable at [SUGGESTED TIME] on [SUGGESTED DAY, MONTH, & DATE]. Are you able to are available at [NEW TIME] on [NEW DAY, MONTH, & DATE]? If not, please present a couple of choices, and I’ll do my finest to accommodate your schedule.
I look ahead to listening to extra about you!
Finest,
[YOUR NAME & COMPANY SIGNATURE]
Right here, we’ve proven how to answer an interview request, hitting these important factors:
- Reinforce the date, time, and site
- Present any further particulars that’ll assist the candidate put together
- Embrace contact particulars in your organization signature
- Hold your responses concise, constructive, and useful
How to answer an electronic mail for scheduling an interview
Some interview request emails could embody a line like “I’m obtainable for an interview at your earliest comfort.” When candidates put the ball in your court docket, you could provide a number of potential instances to keep away from a protracted collection of back-and-forth messages.
If you’d like a extra formal tone, you should utilize the next template:
Topic line: Invitation to Interview at [COMPANY NAME]
Pricey [FIRST NAME],
Thanks in your curiosity within the [JOB TITLE] place at [COMPANY NAME].
We want to invite you to interview with [INTERVIEWER], [INTERVIEWER JOB TITLE], at our workplace, positioned at [ADDRESS]. The interview ought to take now not than [LENGTH OF TIME].
Please evaluate the date and time choices that we’re scheduling interviews for:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Be happy to answer on to this electronic mail to tell us your availability.
We look ahead to talking with you.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Informal response to interview availability
In case you’re looking for a extra informal tone, strive the next template as an alternative:
Topic line: [COMPANY NAME]: Interview Availability
Hello [FIRST NAME],
Thanks for making use of to the [JOB TITLE] place at [COMPANY]. Now we have reviewed your utility supplies rigorously and are excited to ask you in for an interview!
You’ll meet with [INTERVIEWER], our [INTERVIEWER JOB TITLE] right here at [COMPANY NAME], positioned at [ADDRESS]. The interview ought to final now not than [LENGTH OF TIME].
Please evaluate the date and time choices supplied beneath and let me know which one works finest for you:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Thanks once more in your curiosity in becoming a member of the [COMPANY] workforce! As soon as I obtain your response, I’ll ship a affirmation electronic mail with further particulars. We look ahead to exploring what you may add to our workforce.
Finest,
[YOUR NAME & COMPANY SIGNATURE]
Politely declining an interview invitation
In some instances, you’ll obtain an interview request electronic mail from a candidate who isn’t into account for a place at your organization. Once you obtain an interview request like this, you’ll need to craft a respectful response to let the candidate down gently.
The next template gives a well mannered response:
Pricey [FIRST NAME]:
Thanks for expressing curiosity within the [JOB TITLE] place at [COMPANY]. It was a pleasure to be taught extra about your abilities and {qualifications}. At the moment, nevertheless, we have now chosen to pursue one other candidate for the place.
We recognize your time and want you one of the best of luck in your profession endeavors.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
Letting a candidate down isn’t simple, but when you know the way to craft a well mannered {and professional} electronic mail, you may keep a positive impression of the corporate and go away the door open to overflow candidates who could also be completely certified and distinctive.
In case you do loads of hiring, and the candidate might meet your wants below totally different circumstances, contemplate including a line to this template to say the next: “We will likely be posting a [JOB TITLE] place over the following few weeks. If this feels like one thing you’d be fascinated with, we welcome you to reapply, as we imagine you’d make an ideal match at our group.”
How to answer an electronic mail requesting a name to schedule an interview
Typically, a telephone interview could also be extra handy than an in-person interview. In case you don’t have the time to carry a candidate into the workplace, emailing to arrange a telephone interview could also be a great resolution.
The next template reveals how to answer an electronic mail requesting an interview by telephone:
Topic line: [COMPANY NAME]: Cellphone Interview Availability
Hello [FIRST NAME],
Thanks for making use of to the [JOB TITLE] place at [COMPANY].
After reviewing your utility, we’re happy to ask you for a telephone interview with our [INTERVIEWER JOB TITLE], [INTERVIEWER]. We’ll go over what the place entails and ask you a couple of follow-up questions relating to your expertise.
Now we have the next interview slots obtainable:
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
- [DAY, DATE, & TIME]
Please reply on to this electronic mail to tell us in case you are obtainable at any of the above instances. From there, I’ll coordinate with [INTERVIEWER] and ship you an electronic mail affirmation. In case you have any questions, you could contact me at [PHONE NUMBER].
Finest,
[YOUR NAME & COMPANY SIGNATURE]
Opening with a thanks units a pleasant and respectful tone that you just worth the candidate’s time. Additionally, make sure you affirm the corporate title and job title, because the candidate has in all probability utilized to a number of job postings. Since this template gives scheduling flexibility with a number of choices for interview dates and instances, it reduces the danger of scheduling conflicts and makes life simpler for you. Naturally, you must also embody your telephone quantity for candidates to know the right way to attain you.
How to answer an electronic mail with follow-up questions
In case you have a number of promising candidates and need to slender down the record, you could ship an electronic mail containing follow-up questions. Listed here are some widespread questions employers use to evaluate candidates, together with a template for any such preliminary electronic mail for an interview.
What are your wage necessities or expectations?
There’s no use calling a candidate in for an interview in case your provide is properly beneath their expectations. Some candidates will reply with a minimal quantity or a variety they’ll settle for, whereas others could vaguely point out that they’re “on the lookout for a aggressive provide with advantages” and should need to know extra in regards to the place earlier than making a choice.
Are you able to inform us extra about [TOPIC REQUIRING CLARIFICATION]?
Chances are you’ll want to make clear one thing in a candidate’s resume that will help you make a extra knowledgeable determination. It could possibly be that you just surprise why there’s a 2-year hole in employment, what abilities and proficiencies the candidate possesses, why the candidate left the final employer, or what expertise they gained in a selected function.
Why would you like the [JOB TITLE] place at [COMPANY]?
Employers could ask enjoyable personality-based inquiries to get to know a candidate and break the ice previous to the interview. Or, they might probe deeper for perception into why a candidate is within the place and the corporate. The well-studied candidate with essentially the most enthusiasm will typically shine by means of.
Right here’s a template you should utilize to ask follow-up questions in a pleasant and informal method:
Pricey [FIRST NAME]:
Thanks in your curiosity within the [JOB TITLE] place at [COMPANY]. Earlier than we start scheduling interviews, we have now a few questions for you.
- [QUESTION #1]
- [QUESTION #2]
- [QUESTION #3]
We recognize this chance to get to know you higher. Please ship your responses by [DAY, DATE, & TIME], and I’ll get again to you as quickly as attainable to the touch base with the following steps.
Sincerely,
[YOUR NAME & COMPANY SIGNATURE]
We advocate an off-the-cuff tone for an electronic mail response that features follow-up questions, as you need to encourage candidates to proceed with the method. Once more, at all times begin politely with a thanks and clearly remind the candidate why you’re reaching out. Then, clarify that you just’re asking the questions as a part of the preliminary course of earlier than scheduling interviews and let the candidate know you’ll attain out when you obtain their responses.
Tricks to responding to an interview electronic mail
When responding to any interview electronic mail:
- Go away candidates with a constructive impression of your organization, whatever the end result. In case you make them a proposal, they’ll be extra prone to settle for, and if you must flip them down, they might nonetheless apply to well-suited roles sooner or later.
- Provide particular dates and instances that be just right for you, and make sure you provide a number of choices to keep away from useless back-and-forth.
- Let the candidate know the place to search out your workplace in the event you plan to conduct interviews in particular person, and probably present details about close by transportation, together with bus, prepare stops, or parking. Be succinct and provide the important particulars rapidly and clearly.
- Interact in good housekeeping. Reply to everybody included on the e-mail chain and proofread rigorously earlier than sending. It’s equally vital you attempt to make a very good impression on potential candidates and that everybody concerned within the recruitment course of is on the identical web page.
Get extra ideas for interviewing candidates with Twilio SendGrid
As you’ve seen, replying to an interview electronic mail requires cautious thought and consideration. With the following tips and templates, you’re higher ready to answer any interview request whereas sustaining knowledgeable look.
Plus, we have now many extra articles on mastering electronic mail etiquette and hiring processes on the Twilio SendGrid web site, together with this well timed weblog about Combating Unconscious Bias Whereas Interviewing. Good luck together with your potential hires!
