Best 10 Interview Invitation Email Template Examples
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Links to Interview Invitation Email Templates
On average number, 118 people apply for a single job. However, only 20 percent of them get invited to an interview.
If you’ve just finished reviewing resumes and picked out the 20 percent of applicants you want to get to know better, it’s time to reach out and let them know. A well-written interview invitation email is critical to enticing top-notch candidates and establishing a positive tone for the hiring journey.
Not sure how to write an invitation to interview email? If so, this article can help. Below, we bring you a handpicked selection of the best 10 interview invitation template examples that will inspire you to craft captivating and professional interview invitations and leave a lasting impression on prospective candidates.
How to Write the Initial Interview Invitation Email?
When crafting an initial interview invitation email, ensure you start with a clear subject line and a friendly and personalized greeting.
Remember that this is the first time the candidate is interacting with someone from your business. If your invitation email seems too cold or impersonal, it might turn candidates off from moving forward with the interview process.
Next, briefly introduce your company and clarify the position for which the candidate is interviewing (they’re likely sending applications to several companies, so it helps to clarify this information to prevent confusion). Specify the interview date, time, and location (or video conference details if you’re interviewing remotely) as well.
Be sure to convey your excitement about meeting the candidate. Again, the candidate might reconsider the interview if you seem distant or uninterested.
Finally, conclude with a professional closing and contact information so the recipient knows how to get in touch if they have questions or concerns.
If you’ve never written an interview invitation email, looking at examples can help you get a sense of what details to include or omit. Here are a couple of standard email interview invitation examples to use as a jumping-off point:
Example 1: Formal Interview Invitation Email
Subject: Interview invitation for the position of [Position] at [Company]
Hello [Candidate’s name],
Thank you for applying for the position of [Position] with us. We are glad to inform you that your interview has been scheduled for [Time] on [Date].
Please note the following interview details:
[Location address] (for face-to-face interviews)
[Communication link] (for remote/virtual interviews)
[Interviewer’s name and job title]
Please reply to this email if you have any questions or need to reschedule your interview date/time. We look forward to speaking with you.
Sincerely,
[Name]
[Job title]
Example 2: Casual Interview Invitation Email
Subject: Interview with [Company] for [Position]
Dear [Candidate’s name],
Thanks for your application for the [Position] position with us. We have evaluated your resume and are impressed by your background and qualifications. We’re so impressed that we would like to invite you to discuss the job further to find out if you’re a good fit.
We would like to meet you for an in-person interview at [Address] to get to know you better and tell you a bit more about the position.
Here are some open interview time slots. Please respond to this email to let us know which works best for you, and I will send a confirmation message with additional details:
[Day, Time 1]
[Day, Time 2]
[Day, Time 3]
I’m looking forward to hearing from you soon.
Cheers,
[Name]
[Job title]
What to Include in a Welcome Email to a New Employee?
At a minimum, an interview invitation email should consist of the following:
- A warm introduction
- Essential details (interview schedule and location, video conference link, etc.)
- Required documents or preparations
- Courteous ending (including contact information for potential queries)
All of these elements should be included in the email using a positive tone. Make sure you’re expressing enthusiasm about meeting the potential new employee. If you have a positive tone, they will feel more optimistic about the position and more excited about putting their best foot forward during the interview.
Do your best to strike a balance between meeting all the essential requirements without overwhelming the candidate with extraneous information (that could cause them to miss important details or turn them off from actually scheduling an interview).
Do you need an example email for an interview invitation? If so, reference one (or both) of these samples, which do a good job of balancing friendliness with essential interview factors:
Example 3: Phone Interview Email Invitation
Subject: Invitation for a phone interview for [Position] at [Company Name]
Hello [Candidate’s name],
Thank you for your application for the position of [Position] with our company. After reviewing your resume, we would like to schedule a phone interview to tell you more about the company and the open position while also getting to know you better.
Please let us know your availability in any one of the time slots mentioned below.
[Day, Time 1]
[Day, Time 2]
[Day, Time 3]
Once you respond with your availability, we will be happy to organize the interview and share the invite along with other details.
Feel free to reply to this email with any other queries you have. We look forward to hearing from you soon.
Best Regards,
[Name]
[Job title]
Example 4: Video Conferencing Interview Invitation Email
Subject: Availability for Video Interview for [Position] at [Company]
Hello [Candidate’s name],
Thank you for your application for the position of [Position] at our company. After looking over your resume, we would like to move forward with a video conferencing interview using [App or Platform name].
Here are our suggested slots:
[Day, Time 1]
[Day, Time 2]
[Day, Time 3]
Please reply to this email to let us know your preferred interview time. Once we receive your confirmation, we will share the video conferencing link for you to join.
We look forward to interacting further with you.
Sincerely,
[Name]
[Job title]
How Long Should an Interview Invitation Email Be?
Don’t get carried away when writing your interview invitation!
An interview invitation email should be concise and straightforward. It typically comprises a few paragraphs (around 150 to 300 words) and definitely shouldn’t be longer than a page.
Remember that the aim of writing this type of email is to provide the candidate with all necessary information clearly and succinctly while also ensuring the recipient easily understands and can respond to the invitation right away.
What if you need to provide additional details, such as forms for the candidate to fill out or a list of things they need to bring? In that case, consider sending that information in a separate follow-up email after they’ve confirmed an interview date and time.
That way, you still share everything you want them to have, but you don’t bombard them with too much at once.
This email interview invitation example is a good one to show how brief these emails can be (without skimping on crucial information):
Example 5: Short, Simple, and Friendly
Subject: Interview with [Name] for [Position] at [Company]
Hi [Candidate’s name],
Thanks for your application to [Company]. We were impressed by your background and would like to invite you to interview on [Date] at [Time] at [Office location] to tell you a little more about the position and get to know you better.
[Add relevant details about the interview, including the office address, specific documents they should bring, etc.]
Please let me know which of the following times work for you, and I will send a confirmation email with additional details:
[Day, Time 1]
[Day, Time 2]
[Day, Time 3]
Looking forward to meeting you,
[Name]
[Job title]
What Are Some Good Examples of an Interview Invitation Email Template?
In addition to referencing the example emails for an interview invitation above, it can also help to use a template to guide you through the writing process.
Templates help you structure your email appropriately and ensure you don’t leave out any relevant details. They also help you save time on the invitation writing process while still personalizing the messages to build rapport between your company and the candidate.
Never used a template before? Below are five interview invitation email template examples (tailored to different situations, such as reaching out to someone referred by another employee or reaching out to someone who interviewed previously for a different job) to consider:
Example 6: Short and Sweet Interview Invitation Template
“Subject: Invitation to Interview – Join our [Company name] Team!”
Dear [Candidate’s name],
[Introduction highlighting the company and position]
[Interview details: date, time, location]
[Mention any necessary preparation or documents]
[Express excitement to meet the candidate]
[Professional closing with contact information]
Example 7: Virtual Interview Invitation Email
Subject: You’re Invited! Virtual Interview Opportunity with [Company Name]
Dear [Candidate’s Name],
[Warm introduction to the company and the role]
[Clearly state the interview specifics: date, time, and video conference details]
[Provide any additional instructions or materials required]
[Convey genuine enthusiasm about meeting the candidate]
[Polite closing and contact information]
Example 8: Letting the Candidate Pick Their Interview Date and Time
Subject: [Company name]: Invitation to Interview
Dear [Candidate’s name],
[Show gratitude for the candidate’s application, including the job title and company name]
[Invite the candidate to interview for the role]
[Include estimated interview length]
[Invite candidate to reply to the email directly with their availability]
[Date and time option]
[Date and time option]
[Date and time option]
[Polite closing and contact information]
Example 9: Reaching Out to Someone Referred by a Current Employee
Subject: [Company]: [Job title] Interview Opportunity
Hi [Candidate’s name],
[Introduction and explanation of current job opening]
[Information about the person who referred the candidate]
[Explanation of why you think the candidate is a good fit]
[Invitation for an interview on a specific date and at a specific time]
[Polite closing and contact information]
Example 10: Inviting a Former Interviewee to Interview for a New Position
Subject Line: [Company]: New [job title] Opportunity
Hi [Candidate’s name],
[Warm greeting and recognition of previous job interview]
[Explanation that you kept the candidate’s resume on file]
[Introduction of the new job role that has opened]
[Invitation to set up an interview]
[Questions about interview date and time]
[Link to job description]
[Invitation to reach out with questions]
[Polite closing and contact information]
Bonus Tips
Between the examples and templates shared above, you’re well on your way to creating a compelling interview invitation email.
Once you’ve crafted a basic message, you might want to customize the invitation to interview email based on your company’s style and requirements (while still maintaining a welcoming and professional tone throughout, of course).
Here are some examples of additional details you might want to include:
- Dress code: How should the candidate dress for the interview? Should they wear formal attire? Business casual?
- Items to bring: Should the candidate bring a copy of their resume? Their portfolio? Clarify this detail to ensure no one shows up empty-handed.
- Parking or travel recommendations: Where should the candidate park their car? What is the nearest bus or subway stop? How far of a walk is the office from those stops?
- Location-specific details: Is there an aspect of your office that confuses newcomers? For example, is it located in another building, or does it have a hard-to-find entryway? If so, add this information to minimize stress for interviewees when they arrive.
- Interview format: Will the candidate be sitting down for a one-on-one interview? A group or panel interview?
- Interviewer introductions: With whom will the candidate be meeting? What is their position at the company?
If you need more help or want to see additional email examples, be sure to check out GrabJobs’ interview invitation email template.
Write a Better Interview Invitation Email Today
By leveraging these interview invitation email examples and interview invite email template options, you can enhance your candidate experience and make a lasting impression on potential hires.
Remember, a well-crafted invitation sets the stage for a positive and engaging interview process, ultimately leading to successful talent acquisition. Best of luck in finding the perfect candidates for your team!
If you’re looking for more recruiting help or want to find an interview invite email template, check out GrabJobs’ resource library today!
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