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Scheduling Interview Email Template

This email is inviting the candidate to an interview for the [Job_title] position at [Company_name]. The interview will be held at the company's office and will last about [X] minutes. The candidate will meet with the [Department_name] department manager, [Manager_name], and will have the opportunity to discuss the position and learn more about the company. The email requests the candidate's availability on [date and time] and looks forward to hearing back from the candidate.

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gayathri poovar
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361 views

Scheduling Interview Email Template

This email is inviting the candidate to an interview for the [Job_title] position at [Company_name]. The interview will be held at the company's office and will last about [X] minutes. The candidate will meet with the [Department_name] department manager, [Manager_name], and will have the opportunity to discuss the position and learn more about the company. The email requests the candidate's availability on [date and time] and looks forward to hearing back from the candidate.

Uploaded by

gayathri poovar
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Subject line: Invitation to interview - [Company_name] / Interview with [Company_name] for the

[Job_title] position

Hi [Candidate_Name] / Dear [Candidate_Name],

Thank you for applying to [Company_name].

Your application for the [Job_title] position stood out to us and we would like to invite you for an
interview at our office[s] to get to know you a bit better.

You will meet with the [Department_name] department manager [optional - Manager_name].
The interview will last about [X] minutes and you’ll have the chance to discuss the [Job_title]
position and learn more about our company. [If applicable: Insert information about what the
candidate might need to bring with them e.g. ID to pass from the security/reception, resume or
portfolio.]

Would you be available on [date and time - or, range of dates/times]?

Looking forward to hearing from you,

All the best / Kind regards,

[Your name]
[Signature]
1. FORMAL INTERVIEW INVITATION EMAIL

Every recruiting email you send should adhere to your employer brand voice


and tone. If casual conversations are not your style or you are corresponding
with more experienced executive candidates, use the following template to
formally invite a candidate to interview. 
 

Subject Line: [COMPANY NAME]: Invitation to Interview


Dear [INTERVIEWEE FIRST NAME],
Thank you for your application to the [JOB TITLE] role at [COMPANY
NAME]. 
We would like to invite you to interview for the role
with [INTERVIEWER], [INTERVIEWER JOB TITLE]. The interview
will last [LENGTH OF INTERVIEW] in total.
Please reply to this email directly with your availability during the following
date and time options:

[DAY, DATE – TIME, TIME ZONE]


[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
We look forward to speaking with you. 

Sincerely,

[YOUR NAME]
[YOUR EMAIL SIGNATURE]
2. CASUAL INTERVIEW INVITATION EMAIL

If you’re a young company that boasts a desirable startup culture, show it off by


opting for a more informal interview invitation. Every stage of the interview
process is an opportunity to showcase your culture and core values, so don’t be
shy. Again, your voice and tone should be consistent across every piece of
collateral — from your career page to recruiting email templates.
For casual, conversational interview invitation emails, use the following
template.

Subject Line: [COMPANY NAME]: Interview Availability


Hi [INTERVIEWEE FIRST NAME],
Thank you for applying to the [JOB TITLE] position at [COMPANY
NAME]. We’ve reviewed your application materials carefully, and we’re
excited to invite you to interview for the role! 
Your interview will be conducted [FORMAT] and last roughly [LENGTH
OF INTERVIEW]. You’ll be speaking with [INTERVIEWER],
our [INTERVIEWER JOB TITLE] here at [COMPANY NAME].
Please let us know when you are available during the following times:

[DAY, DATE – TIME, TIME ZONE]


[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Thanks again for your interest in joining the [COMPANY NAME] team!
We’re looking forward to speaking with you.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
3. COLD CANDIDATE INTERVIEW INVITATION
EMAIL

If you come across a truly excellent potential employee when sourcing


candidates, you may want to talk to them immediately — especially if they’re in
a high-demand role, like a software engineer or developer. Use the following
template when reaching out to a candidate for the first time to invite them to
an interview.
 

Subject Line: [JOB TITLE] Opportunity at [COMPANY NAME] 


Hello [INTERVIEWEE FIRST NAME],
I came across your profile on [WEBSITE/SOURCE] and was interested in
your recent work in [FIELD]. I’m a recruiter at [COMPANY NAME], and
we’re looking for a [JOB TITLE] that I think you would be a good fit for.
I would love to hear more about you and tell you about the role. Are you free
this week for a quick 15-minute call? I’m available at the following times:

[DAY, DATE – TIME, TIME ZONE]


[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Please let me know if any of these times work for you. 

Looking forward to hearing from you.

Best, 

[YOUR NAME]
[YOUR EMAIL SIGNATURE]
4. REFERRED CANDIDATE INTERVIEW INVITATION
EMAIL

Referred candidates are a tech recruiter’s dream — vetted, qualified and most
likely aware of your company. How you invite a referred candidate to
interview should follow a similar structure to any of the previous templates,
but with more personalization.
Use the following email template when leveraging your employee referral
program to send an interview invitation
 

Subject Line: [COMPANY NAME]: [JOB TITLE] Interview Opportunity


Hi [INTERVIEWEE FIRST NAME],
I am [YOUR JOB TITLE] at [COMPANY NAME], and we’re currently
looking for a [OPEN JOB TITLE] to join our team. [CONTACT
NAME] spoke very highly of your [SKILLS] and recommended you for the
role.
I took a look at some of your work online, and given your experience, I think
you’d be an excellent fit for the role. This is a great opportunity to learn more
about [YOUR INDUSTRY] alongside an ambitious team.
I’d love to hear more about you and talk to you about the role. Are you
available for a 15-minute phone call sometime tomorrow? 

Let me know!

Best,

[YOUR NAME]
[YOUR EMAIL SIGNATURE]
5. PAST CANDIDATE INTERVIEW INVITATION
EMAIL

When recruiting for an open role, tap into your talent community to re-engage
qualified candidates who stood out to you during past interviews. Similar
to employee referrals, you have a relationship with these candidates and must
include enough personal details to get their attention. 
Before reaching out to a past candidate, consult your candidate
persona thoroughly to verify they would be a good fit. Attach the job
description so they can review the role themselves. Getting a candidate excited
about a new opportunity only to pass on their candidacy again is a bad
experience and a poor reflection of your external employer brand.
Use the following template to invite a past candidate to interview over email.

Subject Line: [COMPANY NAME]: New [JOB TILE] Opportunity 


Hi [INTERVIEWEE FIRST NAME],
I hope this finds you well! I know you applied to the [PREVIOUS JOB
TITLE] role at [COMPANY NAME] back in [MONTH/YEAR], and while
we went in a different direction then, we kept your resume on file.
A new [OPEN JOB TITLE] role just opened up on
the [DEPARTMENT] team that I think you’d be an excellent fit for.
We’re currently conducting interviews for the role, and I would love to set up a
time for you to talk to [INTERVIEWER], the hiring manager. Are you
available for a [LENGTH OF INTERVIEW] phone call sometime this
week? I’ve highlighted a few date and time options below, let me know if any
of them work for you.
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Here is a link to the job description on our website. [INCLUDE LINK]. If
you have any questions about the role, give me a call at [PHONE
NUMBER].
Thanks, [FIRST NAME]! Looking forward to hearing from you soon.
Best,

[YOUR NAME]
[YOUR EMAIL SIGNATURE]
6. PHONE INTERVIEW INVITATION EMAIL

After an applicant has applied to an open role, the next step is typically a
phone screen interview to assess their qualifications. When you have a loose
relationship with the candidate but are reaching out for the first time to invite
them to a phone interview, use the following template.
 

Subject Line: [COMPANY NAME]: Phone Interview Availability


Hi [INTERVIEWEE FIRST NAME],
Thank you for applying to the [JOB TITLE] position at [COMPANY
NAME]. 
After reviewing your application, we are excited to move forward with the
interview process.

We would like to schedule a [LENGTH OF INTERVIEW] phone call


with [INTERVIEWER], [INTERVIEWER JOB TITLE] at [COMPANY
NAME]. 
Below are some date and time options:

[DAY, DATE – TIME, TIME ZONE]


[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Please reply directly to this email and let me know if you are available at any of
the above times. From there, I’ll coordinate with [INTERVIEWER] and
send you an email with a calendar invitation to confirm the date and time.
Best,

[YOUR NAME]
[YOUR EMAIL SIGNATURE]

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