Interview Confirmation Email: Template and Sample

The recruitment process is a critical part of every small business’s success. From creating a recruitment plan to developing a job description and screening potential candidates, SMBs put a lot of work into developing a process that attracts the most qualified job candidates. For this reason, it’s essential to make sure no effort is wasted. The interview confirmation email is an integral step in streamlining the interview process.

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

Once you’ve confirmed a job candidate’s interest in your company and invited them to an interview, it’s time to confirm the interview. It’s customary to send an interview confirmation email at least two days prior to the actual interview date. This confirmation email is important because it ensures each candidate is equipped with all the information they need to properly prepare for the interview.

 

Explained below, an interview confirmation email can include details such as:

  • Date and time
  • Location
  • Estimated duration
  • Directions
  • Format or topic of the interview (optional)
  • Full name and job title of the interviewer
  • A reminder of what materials to bring

Finding and hiring the right job candidate can completely transform your business, and an interview confirmation email is an integral part of the hiring process. That’s why we explain in detail below the information you need to include in your email and the proper confirmation wording. For your convenience, we also provide a template and an example of an interview confirmation email below.

 

Important details to include in your interview confirmation email

 

Date and time

It’s essential to outline for the job applicant the exact date and time of the interview. Since job applicants may be traveling for the interview, it’s always a good idea to include time zone details (for example, EST or PST) as well.

 

Location

In your interview confirmation email, it’s important to provide any details pertinent to accessing the location of the interview. This could include any useful information, from directions by car or public transit to nearby landmarks to look out for to parking details or any requirements for entering the building, such as an ID card or intercom buzzer number.

 

Estimated duration

A considerate detail to add is the estimated duration of the interview. This gives the job applicant an idea of how to prepare and ensures, in advance, that no time is wasted. If the interview includes a test or portfolio review, it’s a good idea to note the time allotted for this as well.

 

Directions

Provide helpful directions to the location of the interview. This alleviates any stress candidates may feel navigating a new part of town, building or path.

 

Format or topic of the interview (optional)

Giving an idea of what topics will be explored in the interview can help improve the overall flow of the meeting for both the job applicant and the interviewer. Other details regarding the format of the interview can include the review of a portfolio, the request for a writing sample or test, or any other feature specific to your hiring process. This can also highlight whether the candidate prepares given the provided information, or disregards it.

 

Full name and job title of the interviewer

When drafting your confirmation email, make sure to include who the interviewer will be. This gives the candidate an opportunity to research and prepare ahead of time.

 

A reminder of what materials to bring

In some cases, you may require the job candidate to bring certain materials for review, for example, a specific amount of samples from a portfolio or a list of references. If you require any additional materials at the interview, make sure to include this in your confirmation email.

 

Best time to send an interview confirmation email

An interview confirmation email is a part of the job application step in the recruitment process.

 

Ideally, you should send a confirmation email after you’ve already invited the job applicant for an interview. Once the invitation has been received, it’s best to send a confirmation email at least two days prior to the actual interview. This way, the applicant has ample time to schedule the interview into their calendar.

 

Many people use calendar apps to better manage their schedules. If your business uses scheduling software, it may be possible to include a link in your confirmation email to offer your job applicant the option of automatically scheduling the time and date of the interview directly into their calendar. This is a courtesy but not necessary.

 

Interview confirmation email template

When drafting an interview confirmation email, it’s best to keep things simple. Using the same template for each job candidate saves time and improves accuracy.

 

Remember to include the subject line. The subject line of a confirmation email should include your company name and the job position title. This is an important detail as it allows your job candidate to efficiently locate your confirmation email within their inbox.

 

To make things easier, we provide a sample template and email with the proper confirmation wording below.

 

Email subject line: Interview with [Company name] for the [Job title] position

Email body:

Dear/Hi [Candidate Name]

 

We are pleased to confirm your interview for the position of [job position]. Your interview will take place with [interviewer details — full name and job title] on [date, time, duration and time zone, for example, Monday, March 15, 10am-11am EST]. Our office is located at [full address, for example, 1415 Georgia Avenue, Suite 202]. 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 [email info] or at [phone number].

We look forward to meeting with you and discussing this opportunity at [company name] further.

 

Best/Kind regards,

[full name and signature]

 

Interview confirmation email sample

Email subject line: Interview with Star Enterprises for the Project Manager position

 

Dear Alice Smith,

 

I am pleased to confirm your interview for the position of Project Manager. Your interview will take place with Stuart Lane, Team Manager, on Monday, August 14, 10am-11am EST. Our office is located at 1234 Brick Street. Please make sure to have an identification card on hand to show our security guard at the entrance.

 

Please see the details of your interview below:

 

Project Manager interview w/ Stuart Lane, Team Manager

Date: Monday, August 14, 10am-11am EST

Location: 1234 Brick Street

Details: To access the building, please show an identification card to our security guard at the entrance.

 

During our meeting, we will discuss your qualifications and look over 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 look forward to meeting with you and further discussing this job opportunity at Star Enterprises.

 

Kind regards,

Stuart Lane
Star Enterprises
Team Manager

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