How to respond to interview invitation via Email

When you received an invitation for interview from hiring manager or employer, via email, don’t wait long to reply, even if you’re not interested in interviewing with the company. Show professional courtesy by sending a brief, yet personal and timely, response to the person who requested the interview. How to respond to interview invitation.

You should send your response the same day. This shows enthusiasm for the role and respect for the employer’s time.

Steps to respond to interview invitation via Email

To respond to an interview invitation, follow the steps below:

  • Start your email by thanking the hiring manager for their consideration.
  • If you’re interested in the position, provide your availability along with your phone number.
  • If you are not interested, respond politely with a short explanatory message.
  • Keep your tone professional and upbeat.
  • Avoid emojis, emoticons and slang.
  • Proofread your messages for typos before you hit send.

How to Structure Your Response to Interview Invitation via Email

Use the following elements in your response.

  • Formal salutation: Don’t just hit reply and start typing. Start with a formal greeting that uses the message sender’s courtesy title (Mr., Ms., Dr. etc.) and his or her last name.
  • Specify the reason for your email: Get straight to the point with your response. Thank the person you are replying to for inviting you to interview and immediately make it clear you are accepting the request.
  • Scheduling details: Include scheduling details that are appropriate based on the wording in the invitation you received.
  • Ask for a response: Ask the recipient to reply confirming the time and location so you can be sure you and the interviewer are in agreement about when and where the interview will take place.
  • Appropriate closing: End the message with an appropriate closing word or phrase (such as Sincerely, or Regards,) and your full name. Include your phone number below your name in case the interviewer needs to call you about anything.

How to respond when an employer send invitation for an interview

Begin your interview confirmation email with a note of thanks. If possible, agree to the employer’s suggested day and time. However, if you are currently working and your schedule is not flexible, most employers will accommodate your situation. Below is a sample email to consider if an employer contacts you requesting an interview:

Dear [INSERT HIRING MANAGER NAME HERE],

Thank you for your consideration and the invitation to interview for the [INSERT THE JOB POSITION YOU APPLIED] role at [INSERT THE COMPANY NAME HERE] Company. I am available this Wednesday at 1:30 pm, and I look forward to meeting with you to discuss this position in more detail.

Please let me know if I can provide any additional information prior to our meeting on Wednesday afternoon at your offices.

Sincerely,

[INSERT YOUR FULL NAMES HERE]

Phone: [INSERT YOUR PHONE NUMBER]

The response is short, clear and positive. It reinforces the date and location of the interview. There’s no need to include additional details, you’ll discuss the specifics during the interview.

How to respond if an employer asks you to call to schedule an interview

This is another type of email you might receive from an employer, i.e a request to call the employer’s offices to schedule an interview. Even though the employer wants you to call, you could also consider sending a brief confirmation email. Below is an example:

Dear [INSERT HIRING MANAGER NAME HERE],

Thank you for considering me for the [INSERT THE JOB POSITION YOU APPLIED] role at [INSERT THE COMPANY NAME HERE] Company. In respect to your request, I will call you tomorrow afternoon to arrange for an interview.

I look forward to speaking with you. Please let me know if I can provide any additional information.

Sincerely,

[INSERT YOUR FULL NAMES HERE]

Phone: [INSERT YOUR PHONE NUMBER]

How to respond if an employer asks you follow-up questions

An employer or hiring manager might email you with follow-up questions. These questions are essentially a preliminary interview, so respond with professionalism and detail:

When asked company-related questions

Provide specific, detailed responses. Research company information (including corporate blogs and social media channels), and adapt the language you find there into your own words.

When asked about your pay or salary requirements

Employers ask this question because they want to know your expectations are aligned with what they can offer. You have a few options when answering this question. Read this guide(How to Negotiate a Higher Starting Salary), it will help you answer the question.

When asked questions about your own career path

Align information from your resume with the job description to make natural connections. Be sure that your enthusiasm for the position and the industry is apparent.

When asked about skills you don’t have

Be truthful. You can as well, discuss transferable skills, proof of adaptability, ability to acquire new skills quickly, and a willingness to learn. In today’s job market, it’s rare that candidates have all the listed qualifications, so don’t be intimidated or discouraged. Instead, provide examples that show you can learn and grow as an employee.

The following template provides sample opening and closing statements you can use when replying to an employer who asks follow-up questions in an email. This strategy can help move the process to the interview scheduling stage:

Dear [INSERT HIRING MANAGER NAME HERE],

Thank you so much for considering me for the [INSERT THE JOB POSITION YOU APPLIED] role at [INSERT THE COMPANY NAME HERE] Company. I’ve outlined responses to your questions below.

[INSERT YOUR SPECIFIC ANSWERS HERE]

I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.

Sincerely,

[INSERT YOUR FULL NAMES HERE]

Phone: [INSERT YOUR PHONE NUMBER]

Responding to an interview invitation is the beginning of your communication. Set a great tone in that first response, and you may improve your chances of moving forward in the hiring process.

Once you secure a first-stage or phone interview, you should be prepared to answer common interview questions and discuss your salary expectations. If you’re unsure about what salary is appropriate to ask for the position, checkout this guide(How to Negotiate a Higher Starting Salary), it will help you answer the question.

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