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Recruiting template

Interview Invitation Email Template

An interview invitation email tells a candidate they have reached the next stage and gives them everything they need to turn up prepared: the format, date and time, who they will meet and how to confirm. Pick the version for your interview type below, add your details and copy it.

Interview Invitation Email Template

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.

Phone screen invitation

When to use it: A first, short call to check the basics before a longer interview.

SubjectPhone call about the [Job title] role at [Company name]

Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. We'd like to find out more about you in a short phone call. Date: [Interview date] Time: [Interview time and time zone] Length: [Length of the interview] With: [Who they will meet] We'll call you on [Number you will call]. We'll talk about your experience, what you're looking for next and the role itself, and you'll have time to ask your own questions. Could you reply by [Reply by] to confirm the time works? If it doesn't, send me two or three times that do and I'll rearrange. If you need any adjustments for the call, let me know. Best wishes, [Your name] [Your job title], [Company name]

Video interview invitation

When to use it: A live interview over video, at a set time with one interviewer or more.

SubjectVideo interview for [Job title] at [Company name]: [Interview date]

Hi [Candidate name], Thanks for your interest in the [Job title] role. We'd like to invite you to a video interview. Date: [Interview date] Time: [Interview time and time zone] Length: [Length of the interview] With: [Who they will meet] Link: [Video link] The interview will cover your experience and how you approach the work the role involves. There will be time at the end for your questions. Please join from somewhere quiet, and test your camera and microphone beforehand. If the link doesn't work on the day, reply to this email and we'll sort it out. Could you confirm by [Reply by] that the time suits you? If you need any adjustments, just let me know. Best wishes, [Your name] [Your job title], [Company name]

Onsite interview invitation

When to use it: An interview in person at your office, where the candidate needs directions and arrival details.

SubjectInterview at [Company name] for the [Job title] role

Hi [Candidate name], We'd like to invite you to an interview in person for the [Job title] role at [Company name]. Date: [Interview date] Time: [Interview time and time zone] Length: [Length of the interview] With: [Who they will meet] Address: [Interview address] When you arrive, [Arrival instructions]. Please bring a form of photo ID for the visitor sign-in. The interview will cover your experience and the work the role involves, and you'll have the chance to see the office and meet some of the team. Please reply by [Reply by] to confirm. If you need any adjustments, or have questions about getting here, let me know. Best wishes, [Your name] [Your job title], [Company name]

Panel interview invitation

When to use it: An interview with several interviewers at once, where the candidate should know who is on the panel.

SubjectPanel interview for [Job title] at [Company name]

Hi [Candidate name], Thank you for your time so far. We'd like to invite you to the next stage for the [Job title] role: a panel interview. Date: [Interview date] Time: [Interview time and time zone] Length: [Length of the interview] Where: [Interview address] The panel will be [Who they will meet]. Each of them will ask about a different part of the role, so you'll hear a range of questions about your experience and how you work. You don't need to prepare a presentation. It helps to think of a few examples from your recent work that you'd be happy to talk through. Please confirm by [Reply by]. If you need any adjustments, or would like to know more about anyone on the panel, reply to this email. Best wishes, [Your name] [Your job title], [Company name]

Assessment invitation

When to use it: A skills test, work sample or job simulation the candidate completes in their own time before or between interviews.

SubjectNext step for the [Job title] role: a short assessment

Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. The next step is a short assessment based on the work the role involves. Link: [Assessment link] Time it takes: [Length of the interview] Complete it by: [Assessment deadline] You can do it at any time before the deadline, from somewhere you won't be interrupted. There's nothing to prepare in advance: it's a chance to show how you'd approach the kind of work you'd be doing. If you need any adjustments, such as extra time, or the link doesn't work, reply to this email and I'll help. We'll be in touch once we've reviewed your work. Best wishes, [Your name] [Your job title], [Company name]

How to use this template

  • 1Pick the version that matches the format: a phone screen, a video or onsite interview, a panel or an assessment.
  • 2Fill in the fields above. The date, time, time zone and length matter most; a candidate who has to email back to ask for them is already less sure about you.
  • 3Name the people the candidate will meet, with their job titles, so they can prepare.
  • 4Ask for a reply by a set date and offer to rearrange if the time does not suit.
  • 5Send a calendar invitation as well, with the same details and the link or address in it.

Mistakes to avoid

  • Leaving out the time zone when the candidate is in a different place from the interviewers.
  • Not saying how long the interview will take, so the candidate cannot plan around it.
  • Sending a link or address that has not been checked.
  • Giving no way to ask for adjustments, which leaves candidates who need them to raise it unprompted.
  • Using a generic subject line that is easy to miss: put the role and the company in it.

Questions

What should an interview invitation email include?

The role, the interview format, the date, time and time zone, how long it will take, who the candidate will meet, the link or address, what to bring or prepare, a date to confirm by and how to ask for adjustments.

How far in advance should I send an interview invitation?

Early enough that the candidate can arrange time away from their current job. If the date is close, call them first and send the email to confirm.

Should I tell the candidate who will interview them?

Yes. Names and job titles let the candidate prepare relevant questions, and on a panel it helps them understand why each person is there.

What subject line should I use?

Name the role, the company and the stage, for example "Video interview for Data Analyst at Northwind: Tuesday 9 March". Candidates applying to several jobs need to find it quickly.

Should I send a calendar invitation too?

Yes. Send it once the candidate confirms, with the same date, time, link or address and the interviewers named, so the details are in their calendar as well as their inbox.

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