Recruiting template
Interview Confirmation Email Template
An interview confirmation email locks in an interview the candidate has agreed to: it repeats the date, time, format and who they will meet, so both sides have the same details in writing. Pick the version for your interview below, or the candidate reply if you are the one confirming, fill in the details and copy it.
Fill in your details
Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.
Email versions open straight in your email app with the subject and text filled in. You add the recipient there.
Your company and sender details are remembered, so the next template starts with them filled in.
Video interview confirmation
When to use it: The candidate has accepted a time for a video interview and you are confirming the details in writing.
SubjectConfirmed: video interview for [Job title] on [Interview date]
Phone interview confirmation
When to use it: A phone screen or phone interview, where the candidate needs to know who will call and on which number.
SubjectConfirmed: phone call about the [Job title] role on [Interview date]
Onsite interview confirmation
When to use it: An interview in person, where the confirmation also needs the address, what to do on arrival and what to bring.
SubjectConfirmed: your interview at [Company name] on [Interview date]
Interview reminder email
When to use it: A short reminder the day before, so the details are at the top of the candidate’s inbox.
SubjectReminder: your interview with [Company name] tomorrow
Rescheduled interview confirmation
When to use it: The interview has moved, at your request or the candidate’s, and you are confirming the new time.
SubjectNew time confirmed: interview for [Job title] on [Interview date]
Candidate reply confirming an interview
When to use it: For candidates: reply in the recruiter’s email thread, keeping their subject line, to accept the time offered.
How to use this template
- 1Send the confirmation as soon as the candidate accepts a time, so they are not left wondering whether the slot is held.
- 2Pick the version for the format: video, phone or in person. Use the reminder the day before, and the reschedule version if the time moves.
- 3Repeat every detail in full, even if it was in the invitation: the date, the time with its time zone, the length, the names and the link, number or address. On the day, candidates open the most recent email.
- 4Send a calendar invitation with the same details, and check that the two match.
- 5Candidates: reply in the recruiter’s own email thread, and repeat the date and time you are confirming so any mistake is caught early.
Mistakes to avoid
- Confirming a time with no time zone when the candidate and the interviewers are in different places.
- A calendar invitation that says something different from the email, such as an old link or a different interviewer.
- Changing the interviewers after the confirmation without telling the candidate.
- Sending the confirmation or reminder from a no-reply address, so the candidate cannot answer it.
- Candidates: replying "Confirmed" and nothing else. Repeat the date and time so both sides have checked them.
Questions
How do I confirm an interview via email?
Reply to the invitation promptly, thank the sender, repeat the date, time and format you are confirming, and ask whether there is anything to prepare. A few lines are enough; the candidate reply above is a ready version.
What should an interview confirmation email include?
The role, the date, the time and time zone, the length, the format, who the candidate will meet, the link, phone number or address, what to bring and who to contact if something changes.
What is the difference between an interview invitation and a confirmation?
The invitation offers a time and asks the candidate to accept it. The confirmation follows once they have accepted and repeats the agreed details, so both sides have them in writing.
What is an interview confirmation letter?
The same message in a formal letter layout. Most interview confirmations are now sent by email; the onsite version above works as a letter if you add your address and the date at the top.
Should I send an interview reminder?
Yes, especially when the interview was booked several days ahead. Send a short reminder the day before that repeats the time, time zone and link or address.
What subject line should an interview confirmation email have?
Start with "Confirmed", then the role and the date, for example "Confirmed: video interview for Data Analyst on Tuesday 9 March". Candidates confirming should keep the recruiter’s subject line and reply in the same thread.
Related templates
Free tool
Cohesyve · Skill assessments for hiring
Confirm interviews with candidates who have done the work
Cohesyve finds and contacts candidates from your job description, tests each one on an AI job simulation of the real work and ranks them, so the interviews you confirm are with a ranked shortlist.
1,500+
assessments completed
50%
faster time-to-hire
5 min
from JD to assessment
No credit card · 10 free candidates · Plans sized to your hiring volume