How To Respond to an Interview Request Over Email

FT Contributor  | 

Congratulations — you’ve received an interview request. Although you may have spoken to the hiring manager on the phone about your interview, it’s always a good idea to follow up with an email regarding the details of your job interview. This ensures you’re demonstrating active, healthy communication skills. You’ll also have written confirmation of where and when you are interviewing and who you are interviewing with. Discover the best way to address your response to an interview request via email.

Sending an Interview Confirmation Email

Be Polite

As with any step in the hiring process, it’s important to be polite and formal with your email confirmation. This ensures good rapport with the hiring manager, human resources representative, or other individual who will be interviewing you. It also helps create a positive impression of yourself on your potential colleagues.

Send the Confirmation as Soon as Possible

You’ll want to send your confirmation soon after you receive the interview request. There are a number of reasons to do this. For one, there may be other potential hires waiting to interview. If the company hears from one of the other candidates first, you may miss out on the opportune time that works for your schedule. Responding as quickly as you can demonstrates that you’re prompt and eager to learn more about the position and the company.

Ask Follow-Up Questions

When you send your response, you can also use this time to ask follow-up questions, such as what to bring to the interview or the dress code you’re expected to abide by. Other questions to ask in your interview request response are:

  1. What type of interview is it? Job interviews can take place via telephone, video chat, or in person. Clarify which type of interview you’re going to have so that you can properly prepare.
  2. Where will the interview take place? The interview may be at a different location than the company’s physical office.
  3. Who will you be interviewing with? Understanding who you’ll be speaking to gives you the opportunity to do research on that individual and their role in the company.
  4. Any additional questions. If you need directions or wish to inquire about parking, you can also include those questions in your response.

Confirm All Details

If it is a Skype or other type of remote interview, be sure to confirm the number or web address. This prevents you from looking foolish on the day of the interview. It also allows you to be prepared when it comes time to take the interview in a location where there will be no interruptions. Wherever the interview will take place, repeat back the details in the body of the email to confirm them.

Sample Interview Confirmation Email

Subject: Interview Confirmation | [Name of Position] | [Your Name.]

Dear [Name of Interviewer],

Thank you very much for the invitation to interview for the [Name of Role]. I appreciate the opportunity and I look forward to meeting with [Name of Interviewer] on [Date] at [Time] in [Location].

I did have a few additional questions for you regarding this role:

1. [Question]
2. [Question]
3. [Question]

If I can provide you with any further information prior to the interview, please let me know.

Sincerely,
[Your Name.]

Sending an Interview Acceptance Email

This is your formal acceptance of your interview. Before you hit send, it’s important to be sure that you’ve included all of the pertinent information your potential employer may need at this time. Additionally, this is your chance to ask any questions you have in advance of your interview.

Include Your Contact Information

Be sure to include your contact information in case anything about the interview changes. This can be included in the body of your email or below your signature. Identify the best way to contact you (phone or email) so that the employer can reach you if they need to on the day of the interview.

Edit Before Sending the Email

As with any professional document, it’s important to proofread the message for grammatical mistakes and spelling errors prior to sending them. Confirm you’ve correctly inputted the email address and that you’re replying to all who need to see it. You can also ask a friend or family member to look over your email as a second set of eyes.

Interview Acceptance Email Format

Below is how you should format the information included in your interview acceptance email.

  1. Employer’s name.
  2. Title of the job you are interviewing for.
  3. The date of the interview.
  4. The location of the interview.
  5. The type of interview.
  6. The names and job titles of who you’ll be interviewing with.
  7. Additional information, like directions or parking details, if applicable.
  8. Dates and times that you’re able to interview.

Sample Interview Acceptance Email

TO: [Person Orchestrating the Interview.]
CC: [Personnel You Will Interview With.]
Subject: RE: Confirming Interview Request.

[Name of the person organizing the interview]:

Thank you for the invitation to interview for the [Job] position. I am very interested in learning more about this opportunity.

I assume that I will be speaking with you and [Names of additional team members]. Please, if possible, share the names and job titles of the other people who will be interviewing me.

[Additional questions, if you have them].

The best times for me to attend this interview are: [Date/Time]. If that is unavailable, I can also do [Date/Time]. Let me know which date is best for you.

I look forward to speaking with you. Thank you again for your time.

Sincerely,
[Your Name.]
[Contact Phone.]


Image Source: https://depositphotos.com/

This post was updated December 3, 2019. It was originally published December 3, 2019.