Sending an Email to Confirm an Interview

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Congratulations! You scored that interview. What should you do next? It’s a good idea to accept and confirm the interview with an email, even if you have spoken to the hiring manager or human resources representative on the phone. That way, you can be certain that you have all the details correct, you know where you’re going, when you should be there, and who you will be meeting with (and you will have a record of your appointment).

A confirming email is also a good opportunity to ask logistical questions (e.g. where is the office located, who exactly will you be speaking with during the interview, do you need to bring anything specific) or to ask any other questions you may have.

A confirmation email also serves as a reminder to you and the hiring manager and is an excellent opportunity to reiterate your interest in the position. 

Read below for more information on sending an interview acceptance email, and review examples of emails in which the writers accept and confirm a job interview. The first letter is a simple confirmation, and the second example letter asks for clarification on some interview details. The second example also reiterates the job candidate’s interest in the job.

When to Send the Email

Ideally, you'll send this email soon after the notice (often a phone call, or perhaps an email) of the interview. Here's one exception to sending an interview acceptance email: When you receive notice of an interview, hiring managers may mention that they plan to send a confirmation email to you.

There is no need for you to send an email if the hiring manager plans to do so.

Interview Acceptance Email Template

Here are some guidelines to keep in mind for what to include as you are writing your interview confirmation email: 

Subject Line: Include the job title and your name in the email subject line:

Interview Confirmation Job Title - Your Name

Remember, the hiring manager may be setting up several interviews; including your name makes it easier for him or her to keep emails sorted. It's also helpful in case your email is forwarded to other interviewers. 

Why You're Writing: Lead off the email with the reason you're writing. You can start by saying "Thank you for the opportunity..." or "I'm writing to confirm the interview details..." 

Thank You: Be sure to thank the email's recipient for the opportunity to interview. 

Ask What You Should Bring: You should always bring several copies of your resume to your interview. However, some companies may want other documents — social security card, portfolio of work, etc. — on hand during the interview. Others may want you to send a sample of work prior to the meeting.

In your email, you can ask if there is anything that you should bring on the interview or if there is any information you can share prior to the interview. 

Include Your Contact Information: Even though the hiring manager has your contact information, make it easy for them to follow-up, if they need to, by including the details in your email signature.

Proofread the Message. Even though this is a simple confirmation of an interview, carefully proofread the message before you click send. All your job search correspondence reflects your professional communication skills, and typos or grammatical errors will be noticed.

Send a Copy to Yourself: It’s always a good idea to copy yourself on the message. That way, you’ll have a copy in your inbox, and you won’t have to search for the message to review the details prior to the interview.

Tips for Formatting Your Message

Read these guidelines for sending professional email messages if you need help formatting your message before you send it.

Sample Interview Confirmation Letters

Below, review a sample email message accepting an interview and confirming the time of the appointment, as well as an example that asks for confirmation of the interview location. Both letters offer to provide any additional information the employer may need.

Letter Accepting an Interview Invitation Example

Subject: Interview Confirmation Account Analyst Position - Sara Potts

Dear Mr. Gunn,

Thank you very much for the invitation to interview for the Account Analyst position. I appreciate the opportunity, and I look forward to meeting with Edie Wilson on June 30th at 9 AM in your Quincy office.

If I can provide you with any further information prior to the interview, please let me know.

Best Regards,

Sara Potts
sara.b.potts@gmail.com
555-123-1234

Letter Accepting an Interview Invitation and Asking Questions Example

Subject: Interview Confirmation - Bob Steenberg

Dear Ms. Morrison,

It was great speaking with you on the phone earlier today. Thank you very much for the invitation to interview for the Editorial Coordinator position at ABC Company. I'm very much looking forward to our conversation, scheduled for May 6, at 3 PM.

When you have a moment, can you confirm that this interview will take place at the downtown location of ABC Company?

I believe that my editorial experience in the technical publishing field makes me an ideal candidate for the position. I look forward to sharing my passion for and skills in editorial work with you.

If I can provide you with any further information prior to the interview, please let me know.

Sincerely,

Bob Steenberg
bobs@gmail.com
555-123-1234

The Bottom Line

When to Confirm the Details: Sending an email to confirm the interview will ensure you have the correct date, time, and location.

When Not to Send a Confirmation: If you get a confirmation email or call from the hiring manager, you're set.

If You Have Questions: It's appropriate to use your email to ask questions you may have about the interview process.