Interview Availability Email Template
The interview availability email is an essential component of the hiring process, helping to schedule a job interview as quickly as possible. This content contains two email templates for interview availability that you can use to learn a candidate’s interview availability after reading the general information about interview availability emails.
What Is an Interview Availability Email?
The message sent by HR professionals, such as hiring managers and recruiters, to arrange an interview with a job candidate is called an interview availability email. This professional email generally covers possible days and times or a link to a scheduling tool that enables the candidate to choose an appropriate slot.
The aim is to expedite the interview process by making scheduling simple and effective for both organizations and candidates. In addition to saving time, an email for interview availability that is professional and concise gives the candidate a good impression of the company in question.
Why Is a Well-Crafted Interview Availability Email Important?
A job interview availability email is a crucial piece of the recruitment process since it shows the level of the company's professionalism and how much that organization values the candidate's time. Therefore, a well-crafted email that is kind and contains clear instructions and details contributes to a positive candidate experience, which paves the way for an effective interview process.
What Should Be Included in an Interview Availability Email?
To learn the answer to the question “How to write an email for interview availability?”, human resources professionals must first know what should be included in this kind of professional HR email. Here are the main pieces of information to include in an interview availability email:
- A clear and informative subject line that attracts the candidate's attention and conveys the purpose of the email.
- A selection of interview time slots that allows candidates to select the most convenient alternative for them.
- The dates, times, and any extra information, such as the interview format (in-person, video call, phone) and duration.
- The sentence that motivates candidates to respond quickly to secure their desired interview time.
- Your contact information, such as your name and phone number or email address (whatever method you would want to be reached).
#1 Interview Availability Email Template
Dear [candidate name],
Thank you for your application to [company name].
We were impressed by your application for the [job title] position, and we would like to interview you [in person / over the phone / via (a video conferencing platform)] to talk more about the position and learn more about you.
During the approximately [x] minute interview, you will have the opportunity to talk about the [job title] position and find out more about our company. Once we have decided on a time and day, I will send you a calendar invitation that includes more details about the interview. Please kindly inform me of your preferred selection from the following list:
- [Date 1, time 1]
- [Date 2, time 2]
- [Date 3, time 3]
If you are unavailable during any of these times, please notify me of your availability the following week so that we can arrange a time that is suitable for you.
We advise you to reply as soon as possible to secure your interview time because the employment process has many moving parts! Additionally, you can contact me at [your email address/phone number] if you have any questions or request accommodations.
We are looking forward to talking to you soon!
Kind regards,
[your name]
[your email signature]
#2 Interview Availability Email Template
Dear [Candidate Name],
Thank you for submitting your application to [company name].
We are interested in your application for the [job title] position and would like to interview you [in person / over the phone / via (a video conferencing platform)] to talk more about the position and become more acquainted with you.
Please use the following link to schedule an interview at your convenience:
[Add Scheduling Link]
Please let me know if you are unavailable at any of these times so we can set up a time that works for you.
The hiring process has many moving parts, so we suggest responding as soon as you can to reserve your interview slot! You can also reach me at [your email address/phone number] for questions or accommodation requests.
We hope to hear from you soon!
Best regards,
[your name]
[your email signature]
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- Quickly find top candidates with smart application management
- Improve team collaboration using built-in communication and workflows
- Offer a smooth candidate experience to strengthen your employer brand
- Count on 24/7 support for a hassle-free hiring process
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