Interview Confirmation Email Template
An interview confirmation email is a critical part of the hiring process that can be challenging sometimes. To streamline this process, it is a good idea to send an interview confirmation email to schedule a job interview with the potential new employee. This content includes two interview confirmation email templates after general information about an interview confirmation email template to candidate.
What Is an Interview Confirmation Email?
It is common to send candidates a confirmation email to confirm important interview information, such as date and location, after inviting them to an interview at the company in question. This interview confirmation email which should be sent two days or more before the scheduled interview date is a formal way of communication between the company and the candidate to make sure they are on the same page and ready for the interview.
Why Is It Important to Send an Interview Confirmation Email?
It is significant to send an email confirming the interview, which shows the company's professionalism for many reasons. The formal acknowledgment of the arranged interview is provided by this professional email. Concerning the specifics of the interview, the email also plays an important role in minimizing misunderstandings between the company and the candidate.
An interview confirmation email is important not only in the recruitment process but also in the long term as it provides clear and smooth communication between the organization and the candidate. Generally, a well-written interview confirmation email respects the candidate's time and effort, provides them with a positive candidate experience, and thus enhances employer branding.
What Should Be Included in an Interview Confirmation Email?
For the clearest and most professional communication between candidates and companies, there are certain points that should be included in the interview confirmation email. Here are key elements a well-crafted interview confirmation email should contain:
1. Subject Line: An attention-grabbing subject line that communicates the email's goal and is both straightforward and informative.
2. Date, Time, and Duration of the Interview: If the company is interviewing a candidate who lives in a different time zone, make sure to specify the precise hour!
3. Directions to the Interview Location/Virtual Meeting Link/Phone Number: If it is a face-to-face interview, the building entry instructions and how to enter the building should be explained. In case of a virtual or telephone interview, information on these should be provided.
4. Information About Interviewer(s): To help the candidate learn more about them, include their name(s), job title(s), and maybe a link to their LinkedIn profile.
5. Email Sender’s Contact Details: Provide contact details including email sender’s name, phone number, and email address (or any other way email sender would like to be contacted).
#1 Interview Confirmation Email Template (Standard)
Dear [candidate name],
I hope this email finds you well! We appreciate your interest in [company name]'s [job title] position. Your interview is confirmed for [date and time]. We will get the opportunity to [e.g., talk about your assignment,] and learn more about you during this interview.
The important details of your interview are listed below:
Date and Time: [Date and time]
Location: [Office Address/Virtual Meeting Link/Phone Number]
Interviewer(s): [Name(s) of team member(s) conducting interviewing]
Please remember to bring your valid photo ID and a copy of your resume. If you want to reschedule or have any questions, please kindly reply to this email or reach me at [your contact information].
We are excited to meet you and talk about how you can help our team.
Sincerely,
[your name]
[your email signature]
#2 Interview Confirmation Email Template (Rescheduling)
Dear [candidate’s name],
I hope you are doing well! Regretfully, we must reschedule the interview that was originally scheduled for [date and time] because of [short justification, like "an unexpected scheduling conflict"]. We value your understanding and are sorry for any inconvenience this may have caused.
The updated information for your interview is as follows:
New Date and Time: [New date and time]
Location: [Office address/Virtual meeting link/Phone number]
Interviewer(s): [Name(s) of team member(s) conducting interviewing]
If this date and time are not convenient for you, please let me know, and we will try to arrange a time that works for you.
We appreciate your patience and hope to talk to you soon.
Regards,
[your name]
[your email signature]
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- 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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