Parts of an interview invite email
Sent after initial prescreening, an interview invite email helps you connect with quality candidates for your open position. It is often the first step in moving them to the next phase in the hiring process. The goal of the email is to coordinate a date and time for an interview.
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 read in their inbox. Subject lines can clarify what the email is about and encourage recipients to open it.
For example:
- Invitation to Interview: [Position Title] at [Company Name]
- Interview Schedule: [Candidate Name] & [Company Name]
- Next Steps for Your [Position Title] Application
Salutation
Formatting a message like a traditional letter is one way to demonstrate good business email etiquette. Best practices suggest that the actual message begin with a salutation or greeting, such as “Dear [Name]” or “Hello [Name],” followed by a comma.
Introduction
You can use one or two sentences at the beginning of the body of your email to identify yourself and thank the candidate for their interest in the position.
Invitation
The next part of the email is where you can include the actual interview invitation. In this part, you’ll let the candidate know whether the interview will take place via video, in person or by phone. The invitation can also specify the location for the interview if it will be in person.
Call to action
A call to action at the end of the email tells the recipient what to do next. This may include asking them to choose a few potential dates and times for the interview.
Closing
The closing 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
Your candidate sourcing method helps determine which interview invitation email template is appropriate. Here are some templates you could use for varying 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 learn 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 visiting our location yesterday and completing an application. I’m the [Your Position] and have reviewed your application.
Your background aligns with the qualifications 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 speaking with you,
[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 right for the role. 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 Name]
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 your experience aligns with the qualifications 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]
Tips for sending an interview email invitation
To make a positive impression on the candidate and increase the likelihood of securing an interview, consider these tips.
1. Send the email promptly
After reviewing applications and identifying quality candidates, try to send interview invitation emails as soon as possible. Prompt communication can improve the candidate experience and help you engage strong candidates before competing employers do.
2. Be brief
Making your invitation email short and to the point helps candidates read it quickly, especially on a mobile device. Breaking content into paragraphs of two or three sentences can make your message clearer.
3. Proofread carefully
Taking a moment to review your email for grammar and typos can help ensure you make a professional first impression on the candidate.
4. Tailor content to your company brand
Using language that reflects your company brand helps create a consistent experience for the candidate. Depending on your company, a more formally worded email may be a better option. Alternatively, you might want to choose language that’s warm and conversational.
5. Use inclusive language
You might consider using the candidate’s full name in the salutation to maintain an inclusive tone if a prefix (e.g., “Mr.” or “Ms.”) isn’t specified.
Also, make certain the language you choose doesn’t exclude individuals with disabilities. For example, if a candidate uses a wheelchair, avoiding phrasing like “We can walk through the office while you’re here” is recommended. A better, more inclusive option might be “I can give you a tour of our office.”
