Structuring Your Interview Response

Respond to email invitation requests through email. Phone calls should be answered personally (if
possible), and given a call back if they go to voicemail.

The structure of your interview response should include:

Formal greeting and salutation (exp: Dear Mr./Ms.).

Thanking the recruiter/hiring manager and accepting the invitation.

Confirmation of scheduling details (date, time, interviewer, location).

Alternative time and date if you have a scheduling conflict.

Request for a reply to confirm interview scheduling details.

Proper closing salutations (exp: Sincerely, Regards, Yours).

Include your full name, phone number, and/or email.

If needed: Answer any questions from the employer, or ask any questions about the interview
process.

Email Template: “Thank you for inviting me to the interview…”

The following template can be used for email interview invitations:

Dear Mr./Ms. [Recruiter or Hiring Manager],

Thank you for inviting me to the interview for the [Job Title] position at [Company]. I appreciate you
considering me for the position and I look forward to meeting you soon.

As per your availability, I would like to schedule the interview on [Day of the Week], [Date] at [Time,
AM/PM, Timezone] in the [Company Office] at [Address]. Please let me know if the time and
interview location works for you.

I am excited to learn more about the opportunities at [Company]. Thank you for your time and
consideration.

Sincerely,

[Your Name]
[Your Phone Number]

Phone Call/Voicemail Template

The following template can be used for phone calls or voicemail:

Mr./Ms. [Recruiter or Hiring Manager],

Thank you for calling me to schedule an interview. I’m sorry that I couldn’t take your call earlier. I am
available to interview with you on [Day of the Week], [Date] at [Time, AM/PM, Timezone]. I
understand the interview will be held in [Company Office] at [Address].

Please let me know if the time and interview location works for you. I look forward to meeting you
soon. To contact me, please call me at this number or email me at [Email Address].

Thank you,

[Your Name]

Additional Interview Invite Tips

First impressions are important, so make your invitation response count.

Set the tone for your interview with a professional and formal response.

Proofread emails and check for spelling or grammatical errors.

Avoid abbreviations, emoticons, fancy fonts, backgrounds, or images.

Do not include attachments in your response unless specifically asked for.

Do not CC, forward, or include multiple people in the invitation email.

Interviews are first-come, first-serve so be timely with your response.

If you have any urgent questions, don’t be afraid to call your recruiter or company contact!
5 Email Templates to Respond to Recruiters (No
Matter Where You Are in Your Search)
by

JACLYN WESTLAKE

5 Email Templates for Responding to Recruiters -The MuseTrust Me: I'm a Recruiter by Jaclyn
Westlake

Have a question about job search?

ASK YOUR QUESTION HERE

Getting approached about a job opening can feel super flattering (and it’s a sure sign that you’re
doing something right!), but depending on where you are in your career, figuring out how to
respond can be a bit of a headache.

You don’t want to come off as rude or dismissive if you aren’t interested, and you definitely don’t
want to seem desperate or needy if you are. So yes, finding the right words can be tricky, but these
five templates will make responding to recruiters a breeze—regardless of your current status.

1. If You’re 100% Not Job Searching

You love what you’re doing , and there’s nothing anyone can say or do to convince you to consider a
new opportunity—at least not for the foreseeable future. But, you don’t want to close the door on
what could be a potentially helpful relationship down the line either.

Hi [Name],

Thanks for reaching out! This certainly sounds like an interesting job, and I appreciate your
consideration.

I really love the work I’m doing for [Your Company] and am not in the market for a new opportunity
at the moment. That said, if I find myself looking to make a change in the future, I’ll be sure to get in
touch.

Thanks again!

[Your Name]
If you happen to know someone who might be interested in this role, you could also add something
like, “I may have a colleague who could be a good fit for this role; would you mind if I passed your
contact information on to them?” For recruiters, the next best thing to finding the right candidate is
finding someone who knows the right candidate .

2. If You’re Open to the Right Opportunity

You’re pretty happy where you are and haven’t given a lot of thought to finding a new job, but this
role sounds like it could have some potential. The goal here is to be upfront about your status while
also conveying your interest. You’re essentially playing it cool—if this person wants to schedule a
quick call , great; if he doesn’t, that’s fine, too.

Hi [Name],

Thanks for getting in touch!

I’m pretty happy in my current role with [Your Company] and am not actively looking to change jobs,
but I’d be open to discussing this role, as I never turn down a chance to chat about [compelling trait
about the job description, e.g., software development or sales enablement]. Would it be possible for
us to connect sometime next week? I should be available for a quick call on [dates and times that’ll
work with your schedule].

Moving forward, you can reach me directly here: [your email address and/or phone number].

Looking forward to speaking with you!

Best,

[Your Name]

3. If You’re Actively Searching But Aren't Interested in This Job

When you’re in the market for a new job, hearing from a recruiter’s really exciting—until you realize
that the job she’s approached you about isn’t at all what you’re looking for. But don’t worry too
much about the role itself; this is a great opportunity for you to establish a relationship with
someone who might be able to help you find the right one. Now’s your chance to tell them what
you’re looking for and ask whether they know of anything that lines up with your goals.

Hi [Name],

Thanks for thinking of me for this role! I am currently exploring new opportunities, but would ideally
like to find a position that would allow me to [traits of your ideal position here, e.g., work from
home, expand on my content development experience, step into the nonprofit space, earn at least
$X annually, etc.]. It sounds like this particular role isn’t quite what I’m looking for, but do you
happen to know of any other opportunities that may be a better fit? If so, I’d love to connect!

I’ve attached my resume for your review, and can be reached directly at [your email address and/or
phone number] moving forward.

Best,

[Your Name]

4. If You’re Intrigued By This Opportunity

Now we’re talking! You’re open to new opportunities, and this one sounds like it could have some
serious potential. You can keep your response pretty straightforward—the goal here is to confirm
your interest and get an initial interview on the calendar.

Hi [Name],

This sounds like a really interesting opportunity—thanks for thinking of me!

As you probably saw on my profile, I have [X years] of experience in the [industry or job function,
e.g., digital marketing or project management] space, and am particularly interested in opportunities
that allow me to [relevant job duty/deliverable, e.g. leverage my creativity in a design-focused role
or build new programs from the ground up]. Based on the information you’ve shared, it sounds like
the role certainly could be a great fit!

I’d love to schedule a time for us to discuss how my skills and experience could benefit the team;
would it be possible for us to connect sometime this week? I’ve included my availability below:
[dates/times]

You can reach me directly at [your e-mail address and/or phone number]. Looking forward to
connecting!

Best,

[Your Name]

5. If This Is Hands Down Your Dream Job

Be cool. Your dream job just literally fell into your lap. You’ve got this.

Demonstrating enthusiasm for a role’s always a great move (recruiters love working with motivated
candidates), but don’t forget that you’ll want to highlight the myriad reasons that you’re absolutely
perfect for this job. A response that demonstrates your excitement and emphasizes your
transferable skills should all but guarantee that you’ll land an initial interview.

Hi [Name],

Thanks for getting in touch! Based on what you’ve shared about this role, I’d be eager to learn more.

It sounds like you’re looking for an [job title] with [relevant skills/experience] expertise and a talent
for developing [insert outcomes, e.g., unique and compelling marketing campaigns across a variety
of digital channels]—that’s me!

As someone with [X years of experience] in the industry, I know what it takes to deliver [deliverables
based on job description, e.g., flawlessly executed e-mail campaigns from start to finish]. In my
current role at [Your Current Company], I [description of relevant experience and tangible results
based on job description, i.e., guide the production and execution of 25 unique monthly email
campaigns and have grown new lead generation by 50% in just six months].

I’d love to schedule a time for us to discuss how my skills and experience could benefit the
[Company Name] team; would it be possible for us to connect sometime this week? I’ve included my
availability below:
[dates/times]

You can reach me directly at [your e-mail address and/or phone number]. Looking forward to
connecting!

Best,

[Your Name]

If you happen to have something in common, like a shared connection or alma mater, it wouldn’t
hurt to mention that at the end of your message. Try saying something like, “By the way, I noticed
you’re a Chico State alum, too. It’s always great to hear from a fellow Wildcat!” or “it looks like
you’re also connected with [Name of Mutual Acquaintance]. I used to work with her at [Company
Name]!”

Going beyond the basics serves to establish a more personal connection and might just give you an
edge.

Finding the right candidates to approach about an open position can be a tough job, and recruiters
spend a lot of time trying to track qualified people like you down, so receiving a response—even if
it’s a “Thanks, but no thanks!”—is always appreciated. Taking a few minutes to write back will help
you to establish what could be an invaluable career ally. And if the role you’ve been approached
about is exactly what you’re looking for, even better!