When you invest so much time in sending out job applications, receiving an interview invitation feels like an incredible victory. But the hard work doesn’t stop there. You must communicate with a prospective employer in a professional and considered way to ensure you capitalise on your positive first impression.
Replying to an interview invitation email can feel surprisingly daunting. However, by following these tips, you can accept the interview invitation and progress to the next stage of the process. Here, we explore how you can approach this situation calmly and confidently.
1. Reply quickly
Don’t delay your response if you receive an interview invitation. Although some people feel they should be coy about the offer, replying within 24 hours is the best way to show that you’re eager to engage in the process. If you wait too long, you might get overlooked for a more responsive candidate.
Check your inbox frequently to stay on top of incoming interview requests. If you don’t have them set up already, consider using push notifications to never miss an email. Meanwhile, check your spam every day or two to ensure no messages accidentally end up in the wrong place and get ignored.
2. Be courteous
Know that your suitability for the role is being assessed at every stage of the interview process. This even includes the professionalism you display in replying to an interview invite. First, thank the prospective employer for the opportunity and briefly convey your eagerness to attend an interview.
In most cases, avoid an overly casual tone and don’t add emojis. Instead, opt for a friendly but formal response that shows you understand the seriousness of the situation. Plus, don’t forget to proofread before sending. You wouldn’t want to make an embarrassing mistake, like spelling someone’s name wrong.
3. Confirm the details
In your reply to an interview invitation email, confirm the details to ensure no logistical hiccups occur. The employer will probably suggest a specific time, date and location, so verify whether this works for you.
If you have a prior commitment, consider whether you need to request a date change. If so, do propose options instead of fixed timings; your flexibility will better enable the interviewers to accommodate.
You should also confirm your contact information to ensure everyone involved can reach out if needed. Although your phone number should already be on your job application, it’s a good idea to have this information included in a recent email to ensure people cc’d have it available.
4. Ask important questions
If you have make-or-break questions about the role, it might be best to ask these before you arrive at the job interview. With an email invitation providing the ideal chance to clarify critical details, getting a response ensures you aren’t wasting anyone’s time by interviewing for an unsuitable position.
You should also ask relevant questions about the interview process. For example, you might want to know who will be at the interview, how many stages are involved, and whether you need to bring your portfolio, if not otherwise stated in the invitation.
Ask these questions when replying to an interview email to avoid problematic mixups.
5. Keep it brief
Although it’s easy to get carried away when you’re excited to interview for a dream role, know that hiring managers and HR people probably aren’t interested in reading through paragraphs to get to the bottom of your reply.
Instead, craft a precise message that gets straight to the point. After a quick thank you, reply directly to questions and ask your own if anything needs further explanation. In less than 100 words, you should be able to capture everything required in your response.
Sample replies to interview invitation
How to accept interview invitation and time
Dear [name of individual who emailed you],
Thank you for the invitation to interview with the [department] at [company name]. I will be available to meet with [the team interviewing you] at [proposed day and time]. You may also contact me directly at [your phone number] for any further updates or changes. I appreciate the opportunity to discuss the role further and learn more about the position. Thank you.
How to reschedule
Dear [name of individual who emailed you],
Thank you for the invitation to interview with the [department] at [company name]. Due to [reason for rescheduling], I won’t be available at the proposed timing. Would it be possible to reschedule the interview at [provide day and time options]? I extend my deepest apologies for any inconvenience caused by this change. You may also contact me at [your phone number] if you would like to discuss further. I look forward to the opportunity to speak with the team soon. Thank you.
How to ask questions
Dear [name of individual who emailed you],
Thank you for the invitation to interview with the [department] at [company name]. I will be available to meet with [the team interviewing you] at [proposed day and time]. I would also like to understand the interview process, whether there will be subsequent rounds following this and the documents I will need to bring along with me.
You may also contact me directly at [your phone number] for any further updates or changes. I appreciate the opportunity to discuss the role further and learn more about the position. Thank you.
Bonus: How to reject a job interview
There’s a good chance you’ll receive several invitations at once when you’re on the job hunt. However, this means you’ll have to pick between the best opportunities. So, how do you turn down specific interview invites respectfully without burning any bridges?
Replying promptly is essential, as you don’t want employers to think they’ve wasted more of their time and energy than necessary. It’s also important to keep your response brief and professional without delving too far into the reasons you’ve rejected their offer.
All the best for your next interview!
