When looking for a position in the ever-expanding job market, it is best to apply to multiple locations at a time. Then, people have to wait, after which the hiring managers and recruiters will reach out to candidates. However, getting the request for the interview does not imply that you only focus on the interview itself to impress recruiters. You can start that when you respond to the interview request email they sent by crafting an engaging, respectable, and appealing email. Indeed, the initial 7 seconds for making a memorable first impression can include the pre-interview and post-interview correspondence, and the email response is one such medium.
To prepare a suitable email reply, there are specific points to follow, strategies to use, and more. In this post, you will learn some tips and rules, with examples, for formatting proper interview response emails. Let’s dive in.
What Does an Interview Request Mean?
Before discussing how to respond to interview requests, it is best to refresh on what it means. Typically, after submitting the cover letter and resume for a job position, the hiring professional sends a response email containing an invitation for an interview to the applicant. This is the interview request and includes elements like:
- Proposal for the interview date and time.
- Asking the applicant about their availability status to set the subsequent interview date.
- Confirm a clarification for the post one is applying for.
- The location of the interview.
- Request the applicants to add extra data like portfolios, references, etc.
- Finally, state the interviewer’s name and role for more straightforward correspondence.
How an applicant responds to the interview invitation and at what speed they do creates an impression on the recruiter. In fact, 84% of candidates message a confirmation email and schedule the interview within 24 hours from when they receive the request. So, focusing on speed while prioritizing the writing style is essential.
Tips for Preparing the Response Email for the Interview Request
When you write the email to confirm the interview details, focus on how you frame the content. Please provide all the details they require, like your preferred interview timing, additional references to add, and other important information.
At this time, focus on your word structure and grammar. Statistically, 77% of professional recruiters find grammar errors, typos, and spelling mistakes as major dealbreakers during the hiring process. Thus, keep note of your writing pattern and even the style of the response language, making the content engaging yet professional.
For the best results, concentrate on the following strategies:
1. Be Gracious and Courteous
First, you should begin the email with a ‘thank you’ in response to them sending the interview request in the first place or considering. Showing gratitude to the recruiting agent shows that you are excited about the opportunity and are polite.
2. Answer all Questions
As mentioned previously, it is essential to provide all the answers to the hiring manager’s questions in the email. Whether the question was about your skill level, experience, or other details, respond to that in your email content.
3. Keep the Email Concise
In most cases, the hiring managers deal with multiple emails daily, besides their other work commitments. Sending interview requests and checking for confirmation emails is one of the tasks they handle, so they will not read your email thoroughly. So, it is best to avoid any fluff in the content and mention to-the-point answers in the short email.
4. Confirm any Details
If some part of the recruiter’s email is confusing or needs clarity, it is best to double-check. Mention that point in the email so the recruiter can confirm or rectify it in subsequent emails.
5. Stay Professional
You must keep track of the tone of your email- stay concise, professional, and friendly. But avoid overdoing it by adding emojis, texting lingo, or short-hand phrases. Statistically, 35% of hiring agents admit that negative email responses create an unfavorable impression of the applicants.
6. Add Contact Information
Include your contact information in the email, like the phone number on your job application/resume and email address. This makes future communication easier for the interviewer.
Types of Interview Request Responses to Use (Examples)
Depending on the interview request, one must draft a relevant response. The following are examples of such emails, depending on the scenario.
Example 1: Basic Email Response
You can use this type of email response as a standard response for any interview request, irrespective of the original request, type of job, company, etc.
Thank you for considering me for the position at your company and for the interview invitation for the [JOB ROLE] position at [COMPANY NAME]. I am available at 12 pm this Friday, and I look forward to discussing the position further when we meet.
Kindly let me know if any extra information is necessary for you to reference before the meeting date on Friday afternoon at your company office.
Example 2: Responding to the Interview Schedule Request
Sometimes, the employers of a company can request the applicant to provide email confirmation to another professional on their team for the interview scheduling timeline. In this case, you have to provide two emails- one to the employer and the second to the expected recruiter who will arrange the interview time. In both cases, prepare your short reply and send them out quickly.
For the employers:
Dear [EMPLOYER NAME],
Thank you for being so considerate regarding my joining [COMPANY NAME] as a [JOB ROLE]. As you requested, I will direct the email regarding the interview schedule planning to [INTERVIEWER NAME].
I am looking forward to discussing things further with you and your team soon.
For the interviewer:
Dear [INTERVIEWER NAME],
[EMPLOYER NAME] requested me to contact you in the context of planning an interview time and date for the role of [JOB ROLE] at your company. Please let me know when you will have openings available in your schedule at your convenience.
I look forward to learning more about [COMPANY NAME], the job responsibilities, and the opportunities to handle as a part of your team.
Example 3: Response to Rescheduling Interview Time
When the suggested interview time does not align with your schedule, send a response email promptly after the recruiter suggests it is necessary.
Thank you for considering my application and contacting me for the interview confirmation. As suggested, I will be obliged to visit your office and continue the interview process. Unfortunately, the time that you mentioned for the interview time does not work well for me. Do you have any other openings next Friday afternoon or Monday morning?
As requested, I have attached the portfolio of my previous work experience with this email for reference and review. Please let me know if there is anything else I can provide you with ahead of the meeting date.
I look forward to talking to you further about the meeting at your office and discussing the job and position in question in depth.
Example 4: Response to a Phone Interview Request
Talking about phone interview requests – sometimes, recruiters send emails to applicants requesting them to call the office of the potential employer to confirm the interview schedule. Before the call, you can send a confirmation email.
Thank you for the email you sent. Per the request, I will contact you on Monday at 2 pm for the interview schedule confirmation.
I am looking forward to talking to you.
Tips for Interview Request Email Response
Here are the tips for Interview request email:
- Keep things short
- Do not delay and give the reply timely
- Always say thank you at the end
- Clear all the confusion before answering the questions
- Answer each question separately
- Confirm or double-check the details
- Keep it professional
- Do not forget to put your contact information
- Always choose “reply all” while responding to interview request email
- Proofread your email before sending
How to Turn Down an Interview Request
We all go through this situation in life where we have to say no to an interview request but do not know how to do that. It seems to be a difficult job, although indeed and we think that it can get us into trouble or create a bad impression. But it is not that, you just need to take care of a few things such as maintaining a professional tone, thanking a recruiter for providing you with a great opportunity, and do give a valid reason for rejecting the offer. There is no need to go in-depth but just be polite just give a short explanation, and your work is done.
Indeed, various types of responses are suitable to provide as a reply to the invitation request for interviews with the recruiter/employer. You can provide a suitable response depending on the type of question asked and your situation. Be courteous, use proper language/style, and proofread before sending.
Interview Request FAQs (Frequently Asked Questions)
Q1. In how much duration should I accept the interview request?
Ans: Make sure that you respond to an interview request within 24 hours as it shows how serious you for this opportunity and your level of professionalism.
Q2. Is it necessary to respond to the interview request?
Ans: Yes, it is important that you respond to the interview request even if you are not interested in order to maintain your professional behavior. It also helps to maintain a good reputation in front of the recruiter and can help you out in the future.
Q3. How to show interest in a job interview without sounding desperate?
Ans: Showing gratitude can always work and avoid using casual words as it will show your seriousness for the position and ability to handle things calmly.