Clearly state your intention to interview the candidate

When you first send out your interview email invitation, it’s essential to be concise and upfront about your intentions. Introduce yourself by stating your position with the company and where you received their application (email, Indeed, etc.), and then state that you are interested in them as a candidate. Be specific by sharing one or two details about their application that resonated with you and made you view them as a good potential fit for the job.

Restate clearly what the job they are interviewing is to avoid any confusion or miscommunication. Inform them that you would like to proceed with a video interview at a date and time that is convenient to the candidate. To avoid too much back and forth in the correspondence, don’t leave an open-ended invitation for a date and time. Offer them a choice of five to six dates and time slots that work for you so that once they reply with their selection, the date and time for your video interview is set.

Ensure the subject line communicates action is required

As a best practice, the subject line of the video interview invitation email is critical. This is the first part of the message that candidates will see appear in their inbox. If the email is not clearly labeled, they may overlook it or mistake it for junk mail. It’s a good idea to include the following information in your subject line when drafting a video interview invitation:

• Your company name
• The purpose of the email (Video Interview Invitation)
• The job title they’re interviewing for

You may also choose to include the text “Action Required” as additional insurance so that applicants open the email and respond.

Send a follow-up email confirming the date and time

Once the applicant responds with the date and time of their preference, it’s important to promptly send back an email confirming their selection. This email should include a link to the platform where you’ll host the virtual interview. Clearly state in the email that applicants should click the link provided to join the interview at the scheduled date and time. If the reply is automatic, also provide them with an email address where they can reach you or another hiring manager if that link doesn’t work for them. This practice will help you avoid a scenario where you are ghosted by an interviewee due to a simple technical fault.

Be punctual on the date of the interview

Just like in-person interviews, many video conferencing platforms, such as Indeed Interview, include waiting rooms. While a candidate can wait there for the interview to begin, you should always let them know if you’re running late. Unless you send an email in advance alerting them to a time change due to your schedule, they are likely to believe the interview has been canceled or forgotten if they join the video chat via the provided link and find that no one is there to host the meeting.

Not only can this cost you a valuable employee, but it leaves a negative impression of your company that they may relay to others in the industry. Always be respectful of applicants’ time and efforts by communicating if you will be late or need to make a change to an interview time. Otherwise, add the date and time to your calendar, and be punctual about joining the meeting slightly early, since many platforms require the host to let the invitee into the meeting.

Video interview invitation email template

If you are preparing to host video interviews for a role at your company, use this template as a starting point for drafting emails. Send it to applicants well in advance of the interview dates to give them sufficient time to plan around the commitments, especially since talented candidates are likely employed elsewhere.

Subject: Video interview with [Company Name] for the position of [Job Title]

Hi [Candidate’s Name],

Thank you for your interest in[Company Name]. We received your application via[application platform name]and believe your[relevant skill or experience] makes you a good potential fit for the role of[job title].

I’m a [recruiter/hiring manager] at[Company Name]. I would like to discuss the opportunity further with you via video interview. Would you be available for a brief introductory call at one of the following times?

[list of dates and times]

This interview will be conducted via[platform name]. Once we receive your confirmation, I will send you a [link/invitation] to the video chat room to use on the chosen date.

I look forward to speaking with you soon.

Warm Regards,

[Your Name and Job Title][Signature]

Follow up closer to the date of the video interview

After you send the initial email with the necessary information and receive a response confirming the date and time, you should follow up at least one more time to remind the candidate the interview is coming up. A reminder email 24-48 hours before the scheduled date and time is a helpful courtesy that keeps your interview fresh in their minds.

The follow-up reminder can be something simple, such as:

Subject: Video interview reminder for[Company Name]

Hi [Candidate’s Name],

This is a reminder that your video interview with[Interviewer’s Name] is coming up on [selected date] at [selected time].Please ensure you test your video and audio setup prior to the start time and that you have a stable internet connection.

We look forward to chatting with you soon!

Kind Regards,

The [Company Name] Team