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You’ve found a great career opportunity, created the perfect resume and been invited for an interview. This stage of the job search is extremely exciting, and there are many things you can start doing to prepare for your interview. Before you begin practising your answers and deciding on what to wear, however, you’ll need to send a quick email confirmation.
This is an important step for a number of reasons. It will give you a chance to confirm the basic details such as time and place, and also ask any questions you may not have covered when the employer rang to invite you, such as whom you’ll be meeting. Additionally, it’s an early opportunity to showcase your communication skills and professionalism, as well as reiterate your interest in the company and the role.
If you’re not sure where to begin, we have provided some ‘reply to interview invitation email’ samples below. Note that you can use this template as is, or personalise it to reflect your identity and the role you’re applying for.
Here’s an example of how to reply to an interview invitation email:
Dear [Name],
Thank you again for your earlier [call/email] inviting me to interview for the [job position] role at [company].
I am emailing to confirm that the interview will take place at [time], at [place]. Are there any other details I should know before arrival, or anything you would like me to prepare in particular?
I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, I think my previous work in [most relevant area of work for the position] would make me an ideal candidate.
If there’s anything else you need from me before the interview please let me know.
Kind regards,
[Name]
Here’s an example of how to reply to an interview invitation email if you’re unable to accommodate the suggested date and time:
Due to a prior work commitment, I’m unfortunately unavailable at [time] on [date]. Would it be possible to reschedule to another time that works for you? If you could provide a few options I’ll do my best to accommodate your schedule.
I look forward to hearing from you.
Here’s an example of how to decline an interview invitation by email:
Thank you for your earlier [call/email] inviting me to interview for the [job position] role at [company].
I truly appreciate your interest in meeting with me to discuss my suitability for the role. However, I unfortunately will have to decline as I have decided to take on an opportunity at another organisation/this role is not the right fit for me at this time.
I wish you all the best in finding the right candidate for this role.
Looking for your next career opportunity? Browse our latest jobs, submit your CV or get in touch with a Michael Page consultant to discuss roles in your field.
An interview confirmation email is a message sent by a job applicant to confirm the date, time, and location of an interview with the hiring manager. It is an essential step in the hiring process to ensure clear communication and demonstrate professionalism.
To reply to an interview invitation email, use a professional tone and thank the sender for the invitation. Confirm the date, time, and location of the interview, and express your enthusiasm for the job position. You can personalise the email by mentioning your relevant experience and skills.
A sample can be a helpful guide to craft your interview confirmation email. Make sure to personalise the email by replacing the placeholders with the appropriate information, such as the hiring manager"s name, job title, company name, and interview details.
It is best to send your interview confirmation email reply on the same day you receive the invitation or the next business day at the latest. Prompt responses show enthusiasm and professionalism.
In the subject line of your interview confirmation email, include a clear and concise reference to the interview, such as "Interview Confirmation: [Job Title] at [Company Name]" or "Confirming Interview for [Job Title] on [Date]."
If you need to suggest an alternative date or time for the interview, kindly mention your unavailability and provide a few options for rescheduling. Be respectful and flexible when proposing new dates and times.
To decline an interview invitation professionally, thank the hiring manager for the opportunity and briefly explain your reason for declining, such as accepting another job offer or realising the position is not the right fit for you. Express your appreciation and wish them well in finding the ideal candidate.
Before sending your interview confirmation email, double-check for grammatical errors, ensure you have the correct contact details, and verify that all the details in the email, such as the date, time, and location, are accurate.
To showcase your professionalism and enthusiasm in your interview confirmation email, maintain a polite and respectful tone, express gratitude for the invitation, and briefly mention your relevant skills and experience. Remember to proofread your email for any errors and ensure a proper sign-off, such as "Kind regards" or "Best regards."
If you have logistical questions or need further information about the interview process, feel free to ask them in your interview confirmation email. This will help ensure you have all the details necessary to be well-prepared for the interview.
Get in touch with Michael Page for advice on your next career move. Our team will be happy to discuss what you’re looking for. You can also browse our latest jobs and unlock a world of professional opportunities just waiting for you to discover
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