How to invite candidate for interview by phone sample

After all your hard work applying for a job, how will you find out whether the company is interested in interviewing you? The answer: keep a close eye on your email for a job interview invitation letter.

If you're lucky, a company may acknowledge their original receipt of your job application. But very often, a company will only contact you if they are serious about inviting you to a phone or in-person interview.

Here's information on how job interviews are scheduled, different types of interview invitations, examples, and how to respond to the invitation.

If you’ve successfully caught their attention with your initial cover letter and resume, the hiring manager will typically reach out through email or phone to set up an interview time.

Sometimes the company will specify an exact time. More often, though, the person emailing will suggest a few potential times, or ask the applicant to share convenient times for the interview. 

Here is an example of an interview invitation letter specifying a date and time for the applicant to interview, an invitation for a video interview, and an example of an invitation requesting that the applicant select an interview slot online.

This is a job interview invitation letter example. Download the job interview invitation letter template (compatible with Google Docs and Word Online) or see below for more examples.

Subject: Invitation to Interview

Dear Jane Applicant,

Thank you for applying for the position of office administrator with ABC Company in Minneapolis, MN.

We would like to invite you to come to our office to interview for the position. Your interview has been scheduled for 1 pm on May 10, 2022, at 123 Main Street, Minneapolis, MN 55199.

Please call me at 651-555-6666 or email me at  if you have any questions or need to reschedule.

Sincerely,

John Smith

_______

John SmithRegional ManagerABC Company123 Main Street, Minneapolis, MN 55199651-555-6666

Subject: Marketing Coordinator Interview Invitation

Dear Samantha,

We have received your application for the marketing coordinator position at XYZ Company. Thank you very much for your interest in our organization.

I would like to schedule a video call to discuss the position with you. Could you let me know your availability for early next week?

When we have a time scheduled, I'll send you a calendar invitation to confirm the details with instructions for participating in the call.

Best,

Tobias CramerRecruiting ManagerXYZ

555-555-1212

The following is an example of a letter stating the job applicant has been selected for an interview. In this case, the candidate is advised to go online to schedule the interview.

Subject: Invitation to Schedule an Interview

Dear Mark Donato,

Thank you for submitting an online application for the position of shift manager at French Bread Deli in Springfield, MA. We have looked over your application and would like to invite you to interview with our company as soon as possible.

Please visit the "Jobs" page on our website, www.frenchbreaddeli.com. Click on "Schedule Interview" in the top left corner of the page to schedule an interview in the upcoming weeks. You will be prompted for a password – type in “Mai Oui.” You will then be taken to our scheduling page, where you can select and reserve an interview time. These slots fill quickly, so we recommend that you schedule as soon as possible to receive your preferred time.

If you have any difficulties scheduling an interview, feel free to email me at .

Best,

Madeline Taylor

_______

Madeline Taylor

ManagerFrench Bread Deli100 Main StreetSpringfield, MA, 01106555-555-5555

Once you've received this invitation, what should you do next? Start by giving yourself a moment to celebrate your accomplishment! Many jobs have tons of applicants, so it's a big deal to make it to the interview stage. 

Once you've spent some time feeling proud of yourself, respond to the email.

Aim to respond promptly. Ideally, you will send your email response the same day that you receive the invitation to demonstrate your enthusiasm to be interviewed.

Confirm whether you can make the interview time mentioned in the email. If you can't attend an interview at the suggested time or date, simply state that the time doesn't work for you, and offer some alternatives. (There’s no need to go into detail about why you can't make the original time.) 

In your note, aim to match the tone of the person who emailed you about the interview; as a general rule, it's preferable to be formal rather than casual, using an appropriate business letter salutation and a conservative tone. Always proofread your email carefully before you hit send to avoid typos and grammatical errors. 

Remember to be polite, and mention that you're looking forward to the opportunity to meet them and learn more about their organization. 

Now that the interview is scheduled, it's time to prepare for the interview. 

• Recruiters and hiring managers may reach out through email, phone, text, or an online message system to schedule an interview.
• Respond as soon as possible to ensure your interview is scheduled in a timely manner.
• When you answer the invitation, respond as professionally as you would to any other business communications.

Here are some tips on how to invite a candidate to an interview:

How to invite a candidate for interview by phone

Communicating with candidates by phone makes your approach more personable. But, when your purpose is to schedule an interview, phone calls can create confusion. People may forget what was said if they were in a hurry or didn’t take notes. Also, candidates may feel uncomfortable taking this type of call if they’re at work.

Email is more convenient and allows you to provide details about your interview process. State your purpose and your company’s name in the subject line to ensure that candidates will open your email.

Related: Invite a candidate to interview email template

After your initial email, you could send a text to confirm candidates’ appointments or send them directions to your offices.

Be flexible with your time

Group interviews and assessment centers are usually held at fixed times. But, one-candidate interviews can be flexible. Let candidates pick a time when they will be free of other responsibilities and able to focus on their interview. To avoid an avalanche of back-and-forth emails, give candidates various times to choose from in your first message.

If you’re inviting remote candidates (e.g. for a video interview), they may be in a different time zone than your interviewers. Scheduling tools, like online calendars, will probably convert invitations to the right time zone. But if you’re adding time-slots manually, make sure to double-check.

Easily collaborate with hiring teams to evaluate applicants, gather fair and consistent feedback, check for unconscious bias, and decide who’s the best fit, all in one system.

Start evaluating candidates

Craft informative interview invitation emails

When writing an interview invitation email, include:

Use email templates

Communicating with candidates calls for a personalized approach most of the time, but you don’t have to start from scratch. Modifying a template to schedule an interview can save you time. Here’s a sample email based on a customizable template:

Subject line: Invitation to interview at Acme

Hi Deena,

Thank you for applying to Acme.

Your application for the Junior Developer position stood out to us and we would like to invite you for an interview at our office.

You will meet with our Engineering department manager, Ms. Blake, and two of her team members. The interview will last about 60 minutes. You’ll have the chance to discuss the position’s responsibilities and learn more about our company.

We would like to conduct your interview sometime this week. Please let me know which one of the following time slots you would prefer. I will be sending you a calendar invitation once I receive your reply.

• Monday 3/3, 5:30 p.m.
• Wednesday 3/4, 10:30 a.m.
• Wednesday 3/4, 5:30 p.m.

If none of these time slots work for you, let me know.

Our offices are located at 234 Road St. You can find an attached screenshot of our exact location. Please bring your ID, so you can receive a visitor’s pass at the reception. Ask for Mr. Edwards, our Office Manager, as soon as you arrive.

Looking forward to hearing from you.

After you invite candidates to an interview, your interviewing process is set in motion. Choose effective interview questions and monitor your process with useful HR metrics. And soon, you will be welcoming the best candidates onboard.

We would like to conduct your interview sometime this week. Please let me know which one of the following time slots you would prefer. I will be sending you a calendar invitation once I receive your reply. If none of these time slots work for you, let me know. These items will establish a professional tone before the interview.

The basic elements of every interview scheduling email should include the job title or position the candidate will be interviewing for, the name of your company, and the names and titles of people the candidate will be meeting with. This information will help the candidate prepare for the interview so you can fill the position as quickly as possible!

Begin your message with context around who you are and why you're reaching out. Include what stood out to you about this candidate, how you think they can thrive at your organization, and why your employer is the best place for them to launch their career.