Parts of an interview invite email

Sent after initial prescreening, an interview invite email allows you to connect with the highest quality candidates for your open position and move them to the next step in the hiring process. The goal of the email is to get the candidate to select a date and time for an interview, so you can learn more about them.

Although the specifics of interview invitation emails vary, effective messages typically have the same basic parts.

Subject line

The subject line is the part of the message the candidate can see in their inbox. It should make it clear what the email is about and encourage recipients to open it.

Salutation

Formatting a message like a traditional letter is good business email etiquette. The actual message should begin with a salutation or greeting, such as “Dear [Name]” or “Hello [Name]” followed by a comma.

Introduction

The body of the email should begin with one or two sentences that identify you and thank the candidate for their interest in your open position.

Invitation

Next, the email should continue on to issue the actual invitation. In this part, you’ll let the candidate know whether the interview will take place in person, by phone or virtually. It should also specify the location for the interview if it will be face-to-face.

Call to action

The body should end with a call to action that tells the recipient what to do next. Including a few potential dates and times for the interview is a good idea.

Closing

The closing marks the end of the email and consists of a short phrase and your name. You can use something such as “Looking forward to meeting you” or “Thanks for your time.”

Interview invitation email template options

How you sourced the particular candidate will determine which interview invitation email template is ideal. Here are some templates for specific situations.

Interview invitation email template for a candidate who submitted a resume

Subject Line: Invitation to Interview at [Company Name]

Dear [Candidate Name],

Thank you for your interest in joining our team. As the hiring manager for [Open Position Title], I received your resume and am impressed by your background.

I would love a chance to interview you [by phone/at our office in City Name/via Virtual Platform Name], so I can tell you more about the position and find out some more about you.

I’m available on the following dates and times next week. Please let me know which one works best for you:

• [Date/Time 1]
• [Date/Time 2]
• [Date/Time 3]

Eager to meet you,

[Your name]

Interview invitation email template for a candidate who completed an application in person

Subject Line: Follow-up on Your Application Submission with [Company Name]

Hello [Candidate Name],

Thank you for stopping by our location yesterday and completing an application. I’m the [Your Position] and have reviewed your application.

Your background suggests you’d be a great fit for the position, and I’d like to learn more about you. Could we schedule an interview [at location name/by phone/via Virtual Platform Name] sometime next week?

Let me know which of the following dates and times will work for you:

• [Date/Time 1]
• [Date/Time 2]
• [Date/Time 3]

Looking forward to chatting,

[Your name]

Interview invitation email template for a candidate you met at an event

Subject Line: Invitation to Interview for [Position Name] at [Company Name]

Hi [Candidate Name],

We met at the [Career Fair/Networking Event Name] on [Date of Event], and I was impressed by your background.

At [Company Name], we’re currently looking for a [Open Position Title], and I think you might be a great fit. I would love to tell you more about the position and get to know you better. Would you be available for an interview [at our office in City Name/via Virtual Platform Name/by phone] next week?

Here are some dates and times to choose from:

• [Date/Time 1]
• [Date/Time 2]
• [Date/Time 3]

Reply with the one that works best for you, and I can send over a confirmation.

Looking forward to hearing from you,

[Your name]

Interview invitation email template for a candidate you discovered on social media

Subject Name: Employment Opportunity at Company XYZ

Dear [Name],

I’m the [Your Position] at [Company Name], and I came across your profile on [Social Media Platform Name]. Your background is impressive, and I think you might be a good fit for our [Position Name] position. I have attached the job description to this message for your review.

If you’d like to learn more about us, we can set up an interview [at our office in City Name/via Virtual Platform Name/by phone]. Please let me know which of the following times will work for you, and we can go from there.

• [Date/Time 1]
• [Date/Time 2]
• [Date/Time 3]

Thanks for your time,

[Your name]

Related: Using Social Media in the Workplace Effectively

Tips for sending an interview email invitation

To make a positive impression on the candidate and increase the likelihood of securing the interview, follow these tips.

1. Send the email promptly

Prescreening can be a time-consuming process, but do your best to send the interview invite email as soon as the candidate sends a resume or completes a job application. Being prompt will provide a better candidate experience and can lower the likelihood of one of your competitors contacting them before you do.

2. Be brief

Make your invitation email short and to the point. Break the content into paragraphs of no more than two or three sentences, so it’s easy to read quickly on mobile devices.

3. Proofread carefully

Read over the entire email twice before you send it. Typos and grammatical errors can reflect poorly on you and your company and could make a candidate second guess their interest in the position.

4. Tailor content to your company culture

Ensure the language you use reflects the company culture at your organization. Depending on your company, a more formally worded email may be a better option, or you might want to choose language that’s warm and conversational. Don’t be afraid to mix and match lines from the interview invitation email templates provided above to create a custom message that’s in line with your culture.

Related: What Is Company Culture?

5. Use inclusive language

Unless the candidate has selected a prefix on an application or provided one on a resume, don’t assume a gender and use “Mr.,” “Ms.” or a similar title in your salutation. Also, make certain the language you choose doesn’t exclude individuals with disabilities. For example, “I can also give you a tour of our office” would be a better choice of words than “We can also walk through the office while you’re here.”

Interview email invitation FAQs

How should I follow up on an interview email invitation?

If you don’t receive a reply to your interview email invitation within 48 to 72 hours, consider sending a follow-up email in case your original message got diverted to the recipient’s spam or junk folder. Start with a brief introduction, such as “I just wanted to resend this in case you missed my first message,” and then paste the original email text below. Be sure to update dates and times as needed. Alternatively, you could contact the candidate by phone if you have their number.

What are the alternatives for sending an interview email invitation?

Sending an email is a simple way to invite a candidate to interview for an open position, but it’s not the only option. You can also contact a candidate by phone to extend the invitation. If you’re sourcing candidates through social media, you may also want to send a message through the platform. Should you choose to go this route, you can use the interview invitation email template for a candidate you discovered on social media featured above.