Use this interview availability email template to schedule job interviews. Send candidates what days and times work for you, before setting the final details.
When you invite candidates to interviews, your emails should clarify all important details, like date and time of the interview and estimated duration. Whether it’s an in-person, phone or Skype interview, offer candidates two or three scheduling options and let them choose one that’s most convenient for them.
Send an initial email to inform candidates you’d like to interview them. Settle the details with a second email (once they’ve confirmed they’re still interested in the position.) To avoid confusion, once candidates agree to an interview, send a confirmation email summarizing interview details.
Whatever your approach, customize this template with times and days that work for you. Also, make sure that your subject line clearly states that this email is a first or second interview invitation.
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Interview availability email template
Subject line: Invitation to interview – [Company_name] / Interview with [Company_name] for the [Job_title] position
Hi [Candidate_Name] / Dear [Candidate_Name],
Thank you for applying to [Company_name].
Your application for the [Job_title] position stood out to us and we would like to invite you for an interview [at our offices / via phone / via Skype] to discuss the role and get to know you a bit better.
You will meet with [Department_name] department manager [Manager_name]. The interview will last about [X] minutes and you’ll have the chance to discuss the [Job_title] position and learn more about our company. [If applicable, let candidates know what they might need to bring to the interview, like an ID to get past security/reception, a resume or a portfolio.]
Please let me know which of the following options you prefer. I will send you a calendar invitation once I receive your reply.
[Monday 6/1, 3 p.m.]
[Tuesday 6/2, 11 a.m.]
[Tuesday 6/2, 2 p.m.]
If none of these time slots work for you, please let me know of your availability next week, so we can find a convenient time.
Looking forward to hearing from you,
All the best / Kind regards,
[Your name]
[Signature]