Email Interview Invitation Example

You passed the phone screen with flying colors, and now you're waiting to get that all-important email invitation to set up your first interview with a real live human. Or, you need to send an email to invite an applicant for a job interview. What's included?

Knowing what to expect from that invitation—and what information to ask for, if it's not included in the email—could mean the difference between sailing into the interview with confidence and stumbling around the lobby of your prospective employer, squinting at directories and fending off receptionists. If you're the employer, it's important to write an email that addresses all of the key information that will prepare an applicant for an interview.

What an Email Invitation to an Interview Should Include

© The Balance, 2018

Ideally, the email invitation to interview should include the following:

  • The position: Ideally, both the applicant and the hiring manager know that, but it's good to be clear.
  • The date, time, and location of the interview: Applicants need to know when to show up and where. Companies often have multiple branches or work out of a few floors in the same building.
  • The person who'll be conducting the interview: Will it be a representative from human resources, the hiring manager, a potential team member—or some combination of the bunch?
  • What to bring to the interview: Applicants likely should need a resume, samples of work, references, etc.
  • A contact number or email: This is important in case anyone has questions or needs to reschedule.

If Crucial Information Is Missing

No hiring manager should think less of an applicant for wanting to know exactly who they'll be speaking with. In fact, asking is more likely to make an applicant look like a conscientious person who is prepared and doesn't like wasting people's time.

Whether you’re a hiring manager or a job applicant, understanding what should be included in an email interview invitation is important. There are things to like about the format as well as some drawbacks.

What We Like

  • Email is timely and efficient.

  • Email creates a detailed record for all who are copied.

  • Replies can be quick and easy.

  • Email exchanges allow both parties to see how the other corresponds.

What We Don't Like

  • Emails can be impersonal.

  • Mistakes are a permanent part of the email exchange.

  • Email filters could label an important message as spam.

  • Gauging tone or enthusiasm is difficult to do through email.

Email Invitation to Interview Example

This example of an email invitation sent to a job applicant who has been selected for a one-on-one interview is brief and gets to the point.

Invitation to Interview

Subject: Invitation to Interview

Dear Sara Potts,

As a result of your application for the position of Account Analyst, I would like to invite you to attend an interview on June 30, at 9 a.m. at our office in Quincy, Massachusetts.

You will have an interview with the department manager, Edie Wilson. The interview will last about 45 minutes. Please bring three references as well as a copy of your driver's license to the interview.

If the date or time of the interview is inconvenient, please contact me by phone (518-555-5555) or email (tgunn@randall.com) to arrange another appointment. We look forward to seeing you.

Best regards,

Thomas Gunn
_______

Thomas Gunn
Administrative Director
Randall & Associates
101 Beech Street
Quincy, MA 02169
518-555-5555
tgunn@randall.com

How Applicants Should Reply

First and foremost, applicants should thank the person who contacted them for the opportunity, then confirm the details outlined in their invitation and clarify any points of confusion.

It might feel strange to re-type the date and time of the interview in a reply, but the hiring manager sending the invitation might be arranging several other interviews at the same time. Writing it out confirms that the information is correct and gives the hiring manager a chance to catch a mistake if any incorrect details were included.

Before the Job Interview

Once an interview is set in stone, applicants should start researching. Googling the names of the people conducting the interview can help lead to LinkedIn profiles and other social media accounts. This is a good way for applicants to find common ground between themselves and those who will be deciding who to hire.

However, there's a big difference between connecting with a potential colleague and stalking. It's best simply to prepare for opportunities to forge a connection rather than listing things in common.

Applicants also should be certain how long it will take them to get to an interview, even accounting for bad traffic, and make sure they leave themselves enough time.