Video Interview Invitation Email Template

4 minutes

February 3, 2025

Written by Hirex

Video interview invitation emails are an important part of creating a positive candidate experience and keeping things clear and smooth.

In this guide, we’ll cover everything HR professionals need to know about writing and improving these emails. 🚀

Why Video Interview Invitation Emails Are Crucial

The first interview invitation email sets the tone for your entire recruitment process. It's usually the first formal communication between your organization and potential candidates.

A well-crafted video interview invitation email shows professionalism and respect for the candidate's time, and reflects your company's organizational culture.

Since the pandemic, video interviews have become a regular part of the hiring process. They make things more flexible, eliminate distance issues, and speed up recruitment. But to make sure they run smoothly, it all starts with clear communication from the very beginning. 📌

Key Elements of a Video Interview Invitation Email

When writing a video interview invitation email, including certain key components ensures clarity and professionalism. Let’s break down these elements 👇:

Subject Line

Make sure your subject line is clear and professional. It should grab the candidate’s attention while still keeping things professional.

For example: "Video Interview Invitation - [Position] at [Company Name]" or "Next Steps: Video Interview for [Position] Role."

Essential Information to Include

Make sure your email has all the key details about the interview. Begin with a warm greeting and congratulate the candidate for getting to this stage.

Include the position title, company name, and a brief description of the interview format. State the expected duration of the interview and whether it will be live or pre-recorded.

Video Platform Details

Provide comprehensive information about the video platform you'll be using. Share the link where they can access the platform with their login details. Also, let them know if they need to install anything on their computer before getting started.

Preparation Guidelines

Help candidates perform their best by providing clear preparation instructions. Include technical requirements such as internet speed, camera and audio specifications, and recommended testing procedures.

Share tips about choosing an appropriate background and lighting. Consider including a link to your company's guide on video interview best practices. Help candidates feel ready by sharing preparation tips, such as:

"Ensure your internet connection is stable."
"Test your camera and microphone beforehand."

Contact Information for Assistance

Always provide a clear point of contact for technical or scheduling issues. Include both email and phone number options and specify the hours during which support is available.

This demonstrates your company's commitment to supporting candidates through the process.

Sample Video Interview Invitation Email Templates

The emails should feel like they’re coming from your company. Adjust the tone and content to match your organization's communication style while maintaining professionalism. 👌

General Template for Any Role

This template is suitable for inviting candidates to any role, regardless of the industry or level. It focuses on professionalism and clarity, making it a versatile choice.

Subject: Your Video Interview Invitation for [Position Name]

Dear [Candidate’s Name],

Thank you for applying to [Company Name]. We are impressed by your qualifications and would like to invite you to a video interview for the [Position Name].

Interview Details:

Date and Time: [Insert Date and Time]
Platform: [Insert Platform Name]
Duration: [Insert Duration]
Interviewer(s): [Insert Names and Titles]

[Insert Link to Join Meeting]

Please ensure you have a stable internet connection and test your audio and video setup beforehand. If you have any questions or face technical issues, feel free to contact us at [Insert Contact Information].

We look forward to speaking with you.

Best regards,

[Your Name]

[Your Job Title]

Creative Template for Startups

This template is ideal for startups looking to showcase their vibrant and innovative culture. It uses a casual tone to make candidates feel at ease.

Subject: Join Us for a Chat About [Position Name] 🌟

Hi [Candidate’s Name],

We’re thrilled about your application for the [Position Name] role at [Company Name]! To get to know you better, we’d love to invite you to a video interview.

Details You Need:

Date and Time: [Insert Date and Time]
Platform: [Insert Platform Name]
Duration: [Insert Duration]
Hosted By: [Insert Names and Titles]

[Insert Link to Join Meeting]

Come prepared to share your story and vision. If you need any assistance, don’t hesitate to reach out to [Insert Contact Information]. Let’s make this a conversation to remember! 🚀

Cheers,

[Your Name]

Formal Template for Senior Roles

This template is designed for senior-level positions where formality and respect are essential. It ensures the communication aligns with the gravity of the role.

Subject: Video Interview for [Position Name]

Dear [Candidate’s Name],

We appreciate your interest in the [Position Name] role at [Company Name]. After reviewing your application, we would like to invite you to a video interview.

Interview Details:

Date and Time: [Insert Date and Time]
Platform: [Insert Platform Name]
Duration: [Insert Duration]
Interviewer(s): [Insert Names and Titles]

[Insert Link to Join Meeting]

Please review the attached document for additional information about the interview process. Should you have any questions, contact [Insert Contact Information].

We look forward to our discussion.

Sincerely,

[Your Name]

[Your Job Title]

Best Tips for Writing Video Interview Invitation Emails

Creating effective video interview invitation emails requires attention to detail and understanding of candidate needs. 👌

Focus on clarity and completeness while maintaining a professional tone. Personalize each email to show respect for the candidate's application.

Ensure all technical information is current and accurate. Consider time zones carefully when scheduling international interviews. Use clear formatting to make important information easily scannable.

Test all links and platform access before sending invitations. Include a brief agenda or overview of what to expect during the interview.

Using an ATS for Automating Video Interview Emails

Modern recruitment demands efficiency and consistency in communication. This is where advanced applicant tracking systems (ATS) like Hirex make a difference. Hirex changes the game in video interviews with its range of AI-powered recruitment tools.

How Hirex Simplifies the Process

Hirex offers advanced features like 👇:

AI Recruitment: Automatically shortlist candidates and schedule interviews based on predefined criteria.
Video Interview Tools: Save time and gain deeper understanding of candidates through collaborative video interviews.
Automation: Generate and send customized email invitations with a few clicks.
Tracking: Monitor email delivery and candidate responses in real-time.

Mastering video interview invitation emails is crucial for modern HR professionals. You can create a smooth, professional interview process that reflects well on your organization while saving time and resources by following these guidelines and using powerful tools like Hirex.

Remember that while automation and AI can significantly streamline the process, maintaining a personal touch in your communications helps create a positive candidate experience.

Whether you're handling interviews manually or using an advanced ATS like Hirex, the key is to remain clear, professional, and candidate-focused in your communication. ⭐️

Subject Line Essential Information to Include Video Platform Details Preparation Guidelines Contact Information for Assistance

How Hirex Simplifies the Process