What is an interview confirmation email and why is it important?

An interview confirmation email formalizes interview plans previously made by phone, in person or other methods. It can also provide details to help the candidate navigate the interview process, such as access codes for video conferencing interviews or directions to the office.

Benefits of interview confirmation emails include:

• Confirms important details to reduce no-shows or delays
• Helps candidates prepare for interviews
• Demonstrates professionalism and builds trust in your hiring processes and organization
• Allows you to share interviewer names, directions, links or rescheduling instructions

Important details to include in your interview confirmation email

You can write a personalized email that’s professional and aligns with your company’s brand values and communication expectations. Consider including these details:

Date and time

Let applicants know the date and time of the interview, including the time zone. Some applicants may travel from other time zones, and specific details reduce confusion or the need to follow up. For convenience, you might also include the day of the week with the date.

Location

Provide details about the location for the interview, whether virtual or in person. Provide useful information, including parking or log-on instructions. Let applicants know which door to enter, who to check in with and whether they need entry codes or an ID to access the building.

Consider ways to help candidates navigate the area around your workspace. For example, employers in downtown areas might provide a downloadable map indicating parking options. If your location is hard to find, provide landmarks or an alternative address for the candidate’s Global Positioning System (GPS).

Estimated duration

You might include an estimated duration for the interview. Letting an applicant know how much time to expect to spend with you demonstrates consideration for their time and helps them schedule other obligations around the interview. This can also be helpful for candidates who are still working another job and need to take time off for their interview.

Format or topic of the interview

Some employers provide basic information about what to expect in an interview. You might provide an agenda covering skills-based questions, a Q&A with an HR specialist or a skills test.

While this type of information is optional, consider telling candidates in advance if your interview process includes skills tests or assessments.

Full name and job title of the interviewer

When drafting your confirmation email, make sure to include the name of the interviewer(s). Proactive candidates may want to research and prepare questions before the interview.

Reminder of what materials to bring

In some cases, you may require the job candidate to bring certain materials for review, such as samples from a portfolio or a list of references. If you require any additional materials at the interview, you can include them in your confirmation email.

Interview confirmation email template

When drafting an interview confirmation email, your message may be short and simple. Using the same template for each candidate saves time and helps ensure information accuracy.

Remember to include the subject line to help prevent your message from being redirected to spam folders. The subject line of a confirmation email typically includes your company name and the job position title with the word “interview.” This is an important detail, as it allows your job candidate to efficiently locate your confirmation email in their inbox.

Here’s an example interview confirmation email template:

Email subject line: Interview With [Company name] for the [Job title] Position

Email body:

Dear/Hello [Candidate Name],

We are pleased to confirm your interview for the position of [job position]. Your interview will take place with [interviewer details with full name and job title] on [date, time, duration and time zone, such as Monday, March 15, 10 a.m.–11 a.m. EST].

Our office is located at [full address]. For detailed directions, please click here [insert directions link]. [Add any other location details, such as access to the building or identification card requirement.]

During this meeting, we will [outline the format of the interview and mention possible topics]. If you have any questions, please feel free to contact me by email at [email] or by phone at [phone number].

We anticipate meeting with you and discussing this opportunity at [company name].

Best/Kind regards,

[Full Name]

[Signature]

Interview confirmation email sample

Here’s an example of what an interview confirmation email looks like with details filled in:

Email subject line: Interview with Copper Mill Software for the Project Manager Position

Dear Ellen Lu,

I am pleased to confirm your interview for the position of project manager. Your interview will take place with Nichelle Bernardo, team manager, on Monday, August 14, from 10 a.m.–11 a.m. EST. Our office is located at 1234 Brick Street. Please make sure to have an identification card to show our security guard at the entrance.

During our meeting, we will discuss your qualifications and review 10 samples in your portfolio. If you have any questions beforehand, please feel free to contact me by email or phone at (111) 222-3333.

We anticipate meeting with you to discuss this job opportunity at Copper Mill Software.

Kind regards,

Nichelle Bernardo
Copper Mill Software
Team Manager

Interview confirmation emails are essential for professional hiring. They confirm key details, reduce no-shows and help candidates prepare while showcasing your organization’s reliability. Use clear templates with date, time, location and format to build trust and ensure a smooth interview process.