Email Examples: How to Respond to Employer Interview Requests

By Indeed Editorial Team

May 18, 2022

Recruiters and hiring managers often turn to email to request an interview with you for a position. How you respond can set you apart from other candidates. A prompt and gracious reply can highlight your proactive manner, a quality that often is highly appreciated as it shows that you’re responsive and a good communicator.

In this article, we offer step-by-step instructions on how to confirm an interview request by email along with helpful tips and examples to help you write your own.

Why is a response important?

Responding to an interview request is the beginning of your communication. Set a great tone in that first response and you may improve your chances of moving forward in the hiring process. Once you secure a first-stage or phone interview, you should be prepared to answer common interview questions and discuss your salary expectations.

How to respond to an interview request by email

You should send your response the same day to show enthusiasm for the role and respect for the employer’s time.

Begin your interview confirmation email with a note of thanks. If possible, agree to the employer’s suggested day and time. However, if you are currently working and your schedule is not flexible, most employers will accommodate your situation. Below is a sample email to consider if an employer contacts you requesting an interview:

Dear Ms. Wade,

Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 p.m., and I look forward to meeting with you to discuss this position in more detail.

Please let me know if I can provide any additional information prior to our meeting on Wednesday afternoon at your offices.

Sincerely,
Jaime Jones
555) 555-1234

The response is short, clear and positive. It reinforces the date and location of the interview. There’s no need to include additional details—you’ll discuss the specifics during the interview.

How to respond to an interview request by phone

You might receive an email requesting you to call the potential employer’s office to schedule an interview. Even though you are asked to call, you could also consider sending a brief confirmation email. Here’s an example:

Dear Ms. Wade,

Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will call you tomorrow afternoon to arrange for an interview.

I look forward to speaking with you. Please let me know if I can provide any additional information.

Sincerely,
Jaime Jones
Phone: (555) 555-1234

How to respond to a request to set up an interview time

Employers sometimes request that you email another person to schedule an interview. In this case, you must write two emails: a reply to the employer’s email and another to the person arranging the interview. Again, it’s important to respond promptly and remain brief in your reply. In the second email, you’ll need to provide context for the reason you’re writing. Here are two templates to help you navigate both situations:

To the employer

Dear Ms. Wade,

Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will email Kate Duran to arrange for an interview. I look forward to speaking with you and additional members of your team.

Please let me know if I can provide any further information in the meantime.

Sincerely,
Jaime Jones
Phone: (555) 555-1234

To the person arranging the interview

Dear Ms. Duran,

I received an email today from Elaine Wade requesting that I contact you to schedule an interview for the Social Media Manager role at XYZ Company. At your convenience, please let me know when you have openings in your schedule.

I am excited to learn more about the opportunities at XYZ Company and look forward to discussing the role in greater detail.

Sincerely,
Jaime Jones
Phone: (555) 555-1234

If your schedule isn’t flexible, let this second email recipient know. You can add a few more sentences in the first paragraph that explain your circumstances. For example:

At your convenience, please let me know if you have openings in your schedule. Though I currently work standard business hours, I am available for interviews during lunch hours, before 9 a.m. and after 5 p.m. Is it possible to schedule an interview during these times? If not, please let me know so that I can arrange time off for the interview.

How to respond if an interviewer asks follow-up questions by email

An employer might email you with follow-up questions. These questions are essentially a preliminary interview so respond with professionalism and detail:

When asked company-related questions

You should provide specific, detailed responses. Research company information, including corporate blogs and social media channels, and adapt that language into your own words.

When asked about salary expectations

Employers ask this question because they want to know if your expectations are aligned with what they can offer. You have a few options when answering this question. One is to delay talking about pay until you know more about the job. An example response could be: “I’m looking for a competitive offer that includes benefits and other kinds of compensation. I’d like to know more about the specifics of what this job requires first.”

Another option is to provide a range instead of one number. If you’re only interested in this job if it pays a specific amount, be honest. This can help you and the employer determine if this is a match early on. For more example responses to this question, visit How to Talk About Salary in a Job Interview.

When asked about your own career path

Align information from the job description with your resume to make natural connections. Be sure that your enthusiasm for the position and the industry is apparent.

When asked about skills you don’t have

It's best to be truthful. In today’s job market, candidates rarely have all the listed qualifications so don’t be intimidated or discouraged. Instead, provide examples that show you can learn and grow as an employee.

The following template provides sample opening and closing statements to use when replying to an employer who asks follow-up questions in an email. This strategy can help move the process to the interview scheduling stage:

Dear Ms. Wade,

Thank you so much for considering me for the Social Media Manager role at XYZ Company. I’ve outlined responses to your questions below.

[INSERT YOUR SPECIFIC ANSWERS]

I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.

Sincerely,
Jaime Jones
Phone: (512) 555-1234

Tips to respond to an interview request

Here are some tips to help you respond to an interview request:

  • Start your email by thanking the hiring manager for their consideration.

  • If you’re interested in the position, provide your availability along with your phone number.

  • If you are not interested, respond politely with a short explanatory message.

  • Keep your tone professional and upbeat.

  • Avoid emojis, emoticons and slang.

  • Proofread your messages for typos before you hit send.


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