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Dec 21, 2022

Reply to an interview invitation email with 4 samples and a template

In this guide on how to reply to an interview invitation email, we show you how to create effective messages that will make the best impression

Lawrie Jones

Table of contents

How to write an interview invitation reply email

Congratulations, you’ve been invited in for an interview by email. But what do you write in reply?

In this guide on how to reply to an interview invitation email, we show you how to create effective messages that will make the best impression. We demonstrate the principles in 4 interview email reply samples.

OK, so we can’t guarantee you’ll get the job (only you can do that). But by following Flowrite’s step-by-step guide and using our samples, you’ll give yourself a great chance.

Why reply to an interview invite email?

If you’ve been selected for an interview, you’ll receive an official email invite. It’s the way the process works. You can file this away and save it for later, but it’s better to respond immediately with a positive reply – even if you can’t make the appointment time. 

Replying to an email interview is expected by the interviewer or employer. They’ll want to ensure that the panel members have a chance to grill the best candidates and make the best choice for their business.

Replying promptly enables them to do their job and help you get your new job!

There are 3 core principles to any email interview invite reply:

• First, be prompt – Send your response as quickly as possible. This will secure your slot or enable you to swap it for a more suitable date or time.
• Be polite – Make a great first impression by being clear, courteous, and polite. It’s exactly what they’d expect from their new employee.
• Be professional – Now is not the time for jokes or attempting to be funny. Instead, stick with the formal approach (but don’t forget to be a little friendly, too).

We illustrate how this works with our samples below. However, before we get to that, we break down the interview email reply into three simple steps.

Invitation reply email format

It’s easy to fire off an email and say, “Thanks, I’ll see you soon,” – but that hardly establishes the best impressions.

So instead, you’ll want to follow our principles about (be prompt, polite, and professional) structuring your reply emails in a way that delivers all the information the recipient needs.

You can break down the invitation reply email format into three steps: the subject line, email body, and ending.  

1. Reply to invitation email subject line

There are two ways to create a subject line replying to an email invitation. The easiest way to respond is to click reply and use the original subject line. 

That’s fine, but you have other options, including creating your own. How? 

Here are a few examples:

• Interview confirmation – (Name)
• (Name) – Interview confirmation
• Interview confirmation – (Job title) – (Name)
• (Time & Date) – (Job title) – Interview confirmation 

These subject lines are suitable if you can attend an interview, but what if you can’t? In these situations, creating a new email chain with a new subject line is more effective. You have several options. Here are a few examples:

• (Job little) – Can we rearrange my interview?
• Interview change request – (Job title)
• (Name) – Interview change request

2. Reply to invitation email body

Start your email with an acknowledgment and a thank you. It’s the polite and professional thing to do.

• Thank you for inviting me for an interview for the (Job role) position. I can confirm that I would like to accept and that the date and time are suitable.

You could end your email here, but you’ll want to provide additional information and ask any questions you might have. This could include asking about anything you might need to bring, when to arrive, or where to park. You may also have questions about technology, presentations, and more.

• I’m excited about the opportunity. I would like to confirm some details before I arrive. Can you let me know (ask what you need to know!)?
• I’ve received your request to prepare a presentation. Can you please let me know what technology will be available on the day and what format I need to use?

There may be other things you need to ask, including whether travel costs will be covered. In addition, you may have specific requests if your interview is being conducted online (Zoom or Teams, for example) or if you’ve been asked to provide proof of professional qualifications, for example. 

You’ll need to adapt these examples to fit, but always follow the guidelines and be prompt, polite, and professional. 

3. How to end an invitation reply email

So, you’ve said thank you, confirmed your attendance, and asked any questions – now it’s time for the last remarks and a professional sign-off. And don’t forget to include your contact details.

• I’m looking forward to meeting you on (date). Please contact me if you have any questions or need to change the details of my interview. You can contact me at (contact details).

Finish with a sign-off (many thanks, kind regards, look forward to meeting you, etc.). Now it’s time to start prepping for the big interview!

Reply to interview invitation email examples

Let’s get into the email interview request replies. These messages follow the structure outlined above and bring them to life with real-life samples you can edit and use as the basis for your replies.

Examine how we’ve written these messages and apply these principles to your own messages. Be a leader, not a follower!

1. Reply to the interview invitation email sample 

This is a solid interview invitation email that focuses on the basics. You won’t win prizes for creativity, but it ticks all the boxes by being polite and professional. It’s up to you to ensure it’s sent as soon as possible.

2. Interview confirmation email reply sample 

This confirmation reply to interview invitation email is longer than the previous example because it allows you to clarify any and all details you need before the interview.

This interview confirmation email reply is suitable for invites that ask you to complete a presentation, perform a task, or provide additional details. It’ll ensure you have everything you need to perform in the interview.

3. Reply to second interview invitation email sample 

A second interview is likely to be the last step before an appointment. You’ll have met the individual before and have established a personal relationship – which means you can be a little less formal.

Don’t go too far, but be positive, enthusiastic, and friendly!

4. Reply to interview invitation to reschedule sample

If the date or time of an interview request doesn’t suit you, you can ask to reschedule. While there are no guarantees this will happen, a prompt, polite, and professional interview rescheduling request will give you the best chance.

The critical thing to remember is that if you can’t make a date or time, always provide several alternatives that you can 

• Bullet points are an excellent way to provide dates and times

Reply to invitation email template

The examples above are all suitable for a cut-and-paste approach, but they may only provide some of what you need.

If that’s the case, you can use this reply to the invitation email template, which provides a framework for you to construct your own email invitation replies.

You can also use Flowrite's email writer to reply to invitations with just a few clicks:

Flowrite uses artificial intelligence to turn short instructions into ready-to-send emails and messages across the web.

Start your free trial below and see the magic for yourself:

Final words

It’s never easy to get an interview, so if you’ve secured one, you’re doing great – so don’t mess it up with a bad reply to an interview email.

Always follow our advice and ensure responses are prompt, polite, and professional. Be sure to check spelling, grammar, and formatting before sending.

If you’re struggling to find the right words, then sign-up to Flowrite to supercharge your communications. Try it for youself below:

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Try it yourself

Decline invitation

Reply to: "

Ciao Jackie,

‍ I heard you're on holiday in Palermo. We are celebrating my grandson Johnny's new movie premiere on Saturday in Vitelli. Do you want to join our little party? ‍

Received message

reject invitation congratulations to johnny

Generate a reply

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Interview invitation

Dear Hiring Manager, ‍ Reading your job posting on LinkedIn for a Content Marketing Manager piqued my interest. Your description of the work responsibilities closely match my experience, so I am excited to submit my application for your consideration. ‍ In my current position as an Content Lead for BookSum, I write articles for the company website, manage the editing and posting of articles of our guest post program, manage the social media presence of the company, and write and sent out a weekly newsletter. Within six months I've grown the subscriber base of the newsletter by 40%. ‍ My resume is attached. If I can provide you with any further information on my background and qualifications, please let me know. I look forward to hearing from you. Thank you for your consideration. Sincerely, Jess Smith

interview next tue at 4 pm PST via Zoom?

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How to Respond to an Interview Request (Email Samples)

By Biron Clark

Published: October 31, 2023

Applying for Jobs

Biron Clark

Writer & Career Coach

Nothing beats the feeling of getting an interview invitation, but don’t rush to respond just yet. You need to make sure you reply correctly with clear availability to secure the interview. 

So in this article, I’m going to walk you through how to respond to an interview request from a recruiter or hiring manager with multiple sample emails you can use right away.

I’ll also share the top mistakes you need to avoid, so make sure to read until the end.

How to Reply to an Interview Invitation with Availability

The best way to reply to an interview request is to thank the employer, confirm your interest in having an interview, and then share your specific availability.

Then, end the email by telling them that you look forward to speaking. Also, if you’re replying to a phone interview request, then provide the best phone number for them to reach you. If they invited you to a video interview instead of a phone interview, then ask which video platform they plan on using (if they didn’t already specify). That way, you can familiarize yourself and prepare. If it’s Skype , you can provide your ID. If it’s going to be a Zoom interview , they’ll set up a meeting and provide a link.

Note that if you’re job searching while unemployed and are available at practically any time, it can look better to provide a couple of specific timeslots.  For example, if your schedule is wide open, you could reply to the employer with this availability:

Tuesday – Wednesday, 11:00 am – 5:00 pm Eastern Time

Thursday – Friday, 8:00 am – 3:00 pm Eastern Time

I’m not suggesting that you make it overly complicated when responding to an interview request. You want to make it easy for the employer to schedule your interview when you reply to an interview request. I’m just suggesting that it may not look great to say, “I’m free all week. Just pick a time.” As an optional step, I also like to add a line that says, “If these days and times don’t work, please let me know and I’ll shift my schedule to find another time.” This is how you accept an interview professionally. Also, make sure to specify the time zone when you reply with your availability to interview, just like in the examples above. If you don’t specify the time zone, the interview date and time can get mixed up, which could slow the interview process. Even if you’re interviewing for a local job, if the company has offices elsewhere, you might be having a phone interview with someone in a different time zone.

I’ll share full examples of how to write an email to reply with interview availability next, so don’t worry if you still aren’t sure how to write a full interview invitation email response.

Watch: How to Respond to an Interview Request

How to respond to an interview request: email samples, email sample 1: responding to accept a phone interview request.

If you’ve applied for a job and the hiring manager or HR department has responded to your job application and invited you for a phone interview, here’s a sample template you can use to respond.

Hello NAME, Thanks for getting back to me. I’d love to have a phone interview and learn more about the position and what you’re looking for. Here is my availability this week: Tuesday – Wednesday, 11:00 am – 5:00 pm Eastern Time Thursday – Friday, 8:00 am – 3:00 pm Eastern Time The best number to reach me: 555-182-5872 If none of these times work, please let me know and I’ll be happy to come up with some other options, too. I look forward to speaking with you. Also, if you’re able to tell me who will be calling, that’d be a big help. I always like to research and prepare ahead of time! Best regards, Your Name

This is a great way of responding to an interview request because you’re avoiding back-and-forth emails for the scheduling, and you’re also finding out the person you’ll be talking to so you can prepare ahead of time !

Email Sample 2: Responding to Accept a Video Interview Request

Hello NAME, Thanks so much for getting back to me. I’d love to have a video interview and learn more about the position and what you’re looking for. Do you mind telling me which video platform we’ll be using, just so I can prepare? Here is my availability for a video interview this week: Tuesday – Wednesday, 11:00 am – 5:00 pm Eastern Time Thursday – Friday 8:00 am – 3:00 pm Eastern Time If none of these times work, please let me know and I’ll be happy to come up with some other options, too. I look forward to speaking with you. Best regards, Your Name

Email Sample 3: Accepting a Recruiter’s Invitation to Talk

If you’re contacted by a recruiter who you’ve never spoken with, then you can use the sample email to respond and express interest. Just reply to the same email address that they contacted you from.

Hello NAME, Thank you for contacting me about this role. It sounds interesting. I’d love to hear more about the position. Here is my availability to talk on the phone this week: Monday – Thursday, 7:00 am – 2:00 pm Central Time. The best number to reach me: 555-281-6872 Thanks, and I look forward to talking with you. Best regards, Your name

As mentioned earlier, include multiple days/times in terms of availability. And if they don’t already have your contact info, then include that, too. Also, make sure you have a professional-sounding voicemail recording! You don’t want employers and recruiters calling you and hearing an unprofessional voicemail that you recorded when you were in high school and forgot about!

Email Sample 4: Responding to and Accepting a Face-to-Face Interview Request

Next, if you’ve been invited to meet in person, you can use this template to set up a day and finalize everything!

Hello NAME, Thank you for getting back to me. I’d love to come in and have the interview. Is this a full-day interview? Or how many hours should I set aside? I’m available Monday – Thursday, 7:00 am – 2:00 pm Central Time. Thanks, and I look forward to hearing from you. Best regards, Your name

This is a basic structure for responding to the company, but you can also add other details/questions as needed. For example, if you want to ask for the names of the people you’ll be meeting with, or the number of people you’ll be meeting, that’s a good idea. If you need help finding the company location for a face-to-face interview, you can ask if they have instructions for arriving, too. However, I like to get the scheduling sorted out first, and then ask other questions. That’s why I kept the email template above dead-simple. Take it one step at a time, and you’ll avoid confusion and complicated emails. So I’d recommend using the sample email above, and then ask further questions once a day and time are set!

How to Confirm an Interview by Email After it’s Scheduled

Finally, if you have an interview scheduled and just want to confirm the time or make sure that it’s still happening, you can use the following template (send it to the same email address you’ve been communicating back-and-forth with for prior scheduling):

Hello NAME, I just wanted to confirm that we’re still having the interview on ___ (day) at ___ (time). Thank you, and I look forward to talking with you! Best regards, Your name

How to Decline an Interview Invitation

If you’re not interested in having an interview, you can simply send a brief email stating that you’re no longer available or not interested in this particular opportunity.

Sample email to decline an interview request/invitation:

Hi NAME, Thanks for getting back to me. I appreciate the invitation to interview. Unfortunately, I’m no longer available and will need to decline. Best of luck in filling the role, and if I think of anyone who might be a good fit, I’ll let them know about it. Best regards, Your Name

You can also offer to stay connected in the future if you’d like (if it’s a recruiter or hiring manager you think you’ll want to speak with down the road). And if you’d like to offer a reason for declining, that’s fine. But you’re not obligated. If you feel like telling them that it’s because you accepted another position, or the job isn’t quite what you’re looking for anymore, etc., then go ahead.  As seen in the email template above, you can also offer to refer a friend or colleague for the opportunity if you know someone who is qualified.

How to Change your Scheduled Interview Time

If you already accepted an interview invitation but then discover a scheduling conflict and need to request a change, don’t panic. Here’s what to do: Find the latest interview confirmation email and respond promptly by apologizing, explaining the situation, and asking politely if it’s at all possible to reschedule. Provide new times/dates of your availability to interview, too. Hiring managers understand that you have other obligations apart from the job search and hiring process, and as long as you’re polite and apologetic, they should be able to reschedule your interview. You’re unlikely to lose the interview opportunity if you are polite and suggest a few options of when you can interview next. Note that your message may be frowned upon by a potential employer if it’s extremely last-minute. For example, if your interview is tomorrow morning and you email the company at 11 pm the night before, then that’s not ideal. Still, emergencies arise, and your best shot at making a good impression if you must reschedule an interview invitation is to follow the tips above.

Email Subject Line when Responding to an Interview Invitation

Any time you receive an interview request/invitation, simply keep the subject line that the employer used and press “reply” to respond. The employer’s line will often include important details like the job and possibly the company name, and you don’t want to remove that info. This will help employers quickly identify your reply and see your availability quickly.

Questions to Ask When Responding to Interview Requests

Next, here are a couple of questions to consider asking in your email or message when using the templates above. Just put your questions at the end if you’re unsure of any of these topics: If you’re unsure of the format of the interview for the job ( phone , video , in-person, etc.), ask this when you reply. If you don’t know who you’ll be speaking to or meeting with, check this as well. Don’t worry – the templates I’m going to share coming up in the next section will help with this. And if you’re not sure of the exact opportunity you’re being considered for, ask this as well. The easiest way to do this is to simply ask for a copy of the job description. Include this line in your reply: “Is it possible for you to send me a copy of the job description ahead of time? I always like to research and prepare.”

Mistakes to Avoid When You Reply to Accept an Interview

If you read the tips above, you should know how to respond to an interview request to get an interview quickly and make a great impression at the same time. However, there are some BIG mistakes you need to avoid while doing this, so I want to make sure you know those, too… First, don’t let your interview invitation sit for too long. You should try to respond within 24-48 hours if possible. You don’t need to be checking email constantly, but don’t leave the company waiting for a week, either. Also, don’t respond without taking the time to indicate at least one day or time that would work for an interview. This is a great opportunity to demonstrate that you take initiative and are a great communicator. So I’d recommend providing multiple days/times to help them schedule the interview.

Next, always proofread your email! Having a typo or mistake in your email probably won’t cost you the interview (unless it’s a REALLY bad mistake), but it does make a poor impression. So always check your email for mistakes before sending it! Proofread from top-to-bottom, and bottom-to-top. That’s a good trick that will help you catch more errors!

And finally – the biggest mistake of all – going into the interview without preparing! It takes a lot of effort to find a good position to apply to, submit your resume and paperwork, schedule an interview, etc. Right? So don’t throw away your hard work and waste the opportunity by letting other job seekers out-prepare you! In the next section, I’ll share my best tips and resources so you can beat the competition!

Interview Scheduling Changes Happen… Don’t Panic

It’s not necessarily a bad sign if the company changes the timing of their invitation to interview. Hiring managers and recruiters have busy schedules and sometimes mini-emergencies happen. So if they do request a change, just do your best to find a new time that’ll work. However, don’t be afraid to say what works for YOU, too. It’s completely fine to say, “Thanks for letting me know about the scheduling conflict today. That’s no problem. Unfortunately, the new time you suggested for Monday won’t work for me. Could we do something from 3 pm – 5 pm Monday, or 12 pm – 5 pm Tuesday?” If a certain day or time doesn’t work for you, don’t be afraid to say so.

After Scheduling Your Interview: Get Ready to Impress

After you’ve set up a time to go on your interview, here are steps to help you prepare: First, research the company . Practice the common questions that employers ask , too. Also, work on your body language . It’s not just about what you say in the interview; it’s about how you look and sound while saying it. This can set you apart from other job seekers! You can also use the time before the interview to ask any further questions you have – about finding the company’s office, and who you’ll be talking to (recruiter, hiring manager, etc.)

And finally… monitor your email address in the days/hours leading up to the interview in case they contact you about any changes.

About the Author

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• How to Professionally Respond...

How to Professionally Respond to an Interview Invitation

8 min read · Updated on January 17, 2024

When you're searching for a job, it is easy to focus so much on the resume that you neglect simple things like etiquette

Unfortunately, a failure to take care of proper etiquette can leave a bad impression in any hiring manager's mind. That's true in every aspect of the hiring process, and even covers something as seemingly simple as your reply to a company's emailed invitation for an interview . To avoid a bad impression, it's vital to know how to respond to an interview request in a professional manner.

In this post, we'll examine the right way to craft your email, with a paragraph-by-paragraph guide to the essential elements you should include, with additional tips to consider before you reply. You'll also find links to resources that can help you to ensure that your email response makes the best impression possible.

You need to do more than just confirm the interview

Before we examine the process you should use in your email reply, it's worth explaining why you need to do more than just confirm that you'll be there. While it might be tempting to simply send out a short “I'll be there” reply, it's vital to focus on being professional at every stage of the hiring process. A formal offer for an interview requires a formal reply that accepts or declines the offer.

When should you reply to an interview request email?

As a rule, you should always reply to any job or interview offer as soon as possible. In fact, when you're engaged in a job search, you should be checking your emails multiple times a day and responding immediately to interview requests. If that's not possible for any reason, at least ensure that you respond the same day that you receive the offer, or within 24 hours max. Hiring managers and recruiters are busy people too, and always prefer prompt responses.

How to respond to an interview request: email structure

Now that you understand the “why” and the “when” of the reply process, it's time to look at how you should respond to an interview request in terms of structuring your reply. The following guide examines each of the important sections for any successful interview acceptance email. We've also provided an example of this type of email reply after these tips.

1. Use a straightforward subject line

The subject line is critically important, since you want to help ensure that the hiring manager can find your reply and get you scheduled. Fortunately, you do not have to do anything too extravagant with the subject line; simply write something like:

Subject: Interview Confirmation for [job title] position – [Your Name]

That simple line is enough information to ensure that the hiring manager can find your email, no matter how many others they must sort through during the scheduling process.

Another option is to simply hit “reply” to use the same subject line as the sender used. This approach can help the hiring manager or recruiter more easily keep track of the email chain and your correspondence. 

2. Address the sender and thank them for the opportunity

Begin with a standard greeting, addressing the individual by name, before moving on to the opening paragraph. That opener should include words of appreciation for the opportunity to interview for the position. Try to keep it short and simple.

3. Accept or propose an interview time

After you have thanked the sender, you should either confirm the company's proposed interview time and date or propose one that works better for your schedule. If you do need to propose an alternative time, be sure to explain why their proposed schedule will not work for you. In that instance, it's usually better to offer a range of dates and times when you are available, so that the hiring manager can choose one that aligns with their schedule. A good rule of thumb is to provide at least three options or timeframes. 

Some companies will send you a link for Calendly or a similar service. You should still reply to the email after filling out the link, though - it continues the conversation and ensures your responses are not overlooked.

4. Answer any pre-interview questions the hiring manager includes in the email

If the interview request includes any questions for you, be sure to answer them. Sometimes, hiring managers may include questions asking you to clarify something in your resume, or request that you bring certain documents to the interview. You should always acknowledge any questions, requests, or instructions.

5. Ask questions for clarification

Ideally, all the details you need will be clear and outlined in the interview request, but if there's anything you need clarification on it's better to ask for clarity rather than regret not asking down the road. Keep your questions specific to the interview request, however, and leave any questions about the position for the interview itself. 

6. Use an appropriate closing line

You should always end your email with a line that lets the hiring manager know that you're looking forward to the meeting and the opportunity to discuss the job in greater detail.

7. Include your relevant contact information

After your closing statement, you should include your name and contact information. Even though the hiring manager should already have your contact details, you want to make it as easy as possible for them to locate that information when they need it.

How to respond to an interview request: additional considerations

Here are some additional tips to consider while writing your interview acceptance email:

Maintain a professional tone. We're so used to using email casually that, when replying to emails from prospective employers, it can be easy to forget that we need to maintain professionalism - which means no emojis or over-familiar language. Yes, you want to be personable and positive, but avoid being too casual or unprofessional, regardless of the type of  email response .

Hit “reply all.” If anyone was copied on the interview request email you received, it's typically because they need to be in the know about the interview. When you send your interview acceptance email, be sure to hit “reply all,” so everyone who needs to be in the loop receives the communication. Doing this also indicates that you're paying attention and saves the sender the step of having to forward information when you don't reply to all. 

Proofread and edit. Though it should be a given, many forget this step.  Proofread and edit your response before you send it!

How to respond to an interview request via email (examples)

Interview confirmation email reply sample.

Dear [Hiring Manager / Recruiter Name],

Thank you for the invitation to interview for the [job title] position at [company name]. I will indeed be available on [proposed date and time] and am eager to meet with you [at the company site or via phone or video].

I will be sure to bring the documents that you requested. If you have any questions, please feel free to let me know.

Thanks again. I look forward to meeting with you to discuss this position in greater detail.

Best regards,

[Your Name]

[Your Phone Number]

[Your Email Address]

Interview reschedule request email sample

Subject: Interview reschedule request for [job title] position – [Your Name]

Thank you for the opportunity to interview for the [job title] position at [company name]. I am excited to meet with you. Unfortunately, I am not available on [proposed date and time], due to a prior commitment that I am not able to reschedule. 

Would it be possible to schedule the interview for a different time? For that same week, I have availability on [proposed date and time], [proposed date and time], and [proposed date and time]. Or, if you have a preferred time, please let me know and I will do my best to make it work at my end. 

Thanks again. I am truly interested in the position and look forward to meeting with you to discuss it in greater detail.

How to respond to an interview request: declining the offer

Of course, there may also be times when you may need to decline an interview offer. As you might expect, that type of response will require a different type of email. Fortunately, we have some suggestions about how you can craft an email that declines an interview, with tips and a splendid example to use as a guide. To learn more, read  How to Decline a Job Interview Without Burning Bridges .

Always be professional and timely 

During your job search, it's vital that you take a professional approach to every step of the process. That includes taking the time to reply to an interview email properly and doing so promptly. Whether you're accepting or declining the offer to interview, by using this easy guide you now know how to respond to an interview request in a way that always leaves the right impression.

Once you receive an interview request and send your acceptance email, you'll need to sit down and prepare for the interview. Need help preparing? That's what our team of career experts and TopInterview coaches are here for!

This article was originally written by Ken Chase and has been updated by Ronda Suder. 

Recommended reading:

How to Write the Perfect Job Interview Follow-Up Email

How to Write a Thank-You Email After Your Second Interview

9 Smart Questions to Ask Recruiters Before an Interview

Related Articles:

How to Prepare for a Software Engineering Job Interview

27 Financial Analyst Interview Questions (with Great Answers)

27 Supervisor Interview Questions (and Great Answers)

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Learn how to crush your interview with confidence.

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How To Respond To An Interview Request + Sample Emails

March 30, 2022 by Hannah Morgan

Determining how to respond to an interview request can be a surprisingly daunting task. After all, you want to leave a great impression and start off on the right foot!

This guide will help you reply to an interview request quickly and effectively. We even provide some sample emails to make the process easy.

How to Respond to an Interview Request

Getting an elusive interview request can feel like a massive relief after an exhaustive job search, but the hiring process is just beginning! Everything you do moving forward shapes the hiring manager’s impression of you, making or breaking your chances of getting a job offer. That includes how you respond to an interview request.

Most hiring managers rely on email communications to extend requests. Chances are, it’s the first interaction you have with anyone at the organization. The best approach is to treat it like another opportunity to make yourself look like the ideal candidate for the job.

Here are a few crucial tips to follow when replying to an interview email.

1. Respond Promptly

One of the best ways to impress a potential employer is by responding to their interview request promptly. 

Ideally, you should craft a response on the same day. If that’s not possible, 24 to 48 hours will suffice. As a general rule, the sooner you reply, the better.

Remember that hiring managers and recruiters often extend interview offers to multiple applicants. Being one of the first to reply can make you stand out from the crowd. 

It shows that you’re on top of things and eager to get the ball rolling.

Furthermore, it usually offers greater flexibility with interview scheduling. If you don’t have an open schedule, responding to the email promptly could help you land a time slot that’s more convenient for you.

Before starting your job search, consider setting up push notifications and alerts for your email. Check it frequently and try your best to send a response within hours. That’s plenty of time to check your schedule and craft a professional email.

Waiting more than 48 hours to respond to an interview request will likely leave a negative impression. It might make you come off as lazy, not interested, or even unprofessional. Some hiring managers may even rescind the offer if you don’t respond in a timely manner.

2. Be Polite, Enthusiastic, & Professional

This tip might seem like a given, but we can’t stress enough about maintaining a professional tone when responding to an interview request. Hiring managers take notice of those small details, and how you communicate in your reply email says a lot about what you’ll bring to the table as an employee.

If you’re not being professional now, who’s to say that you’ll be professional when representing the organization?

Start your emails showing your enthusiasm. That’s an excellent way to set the tone of the email and express gratitude for the consideration. Try to show interest and gratitude in the very first full sentence of the email.

Of course, be polite and make it a point to stay formal. You don’t have to gush over the opportunity, but a brief sentence to say “thank you” makes a big difference.

For the rest of the email, follow all standard professionalism practices. That means having a formal tone, using proper email structure, and communicating in a business-focused manner.

Always provide formal greetings and refer to the hiring manager by full name. Avoid any slang terms or text chat. Type out every word and treat the email as a professional document like your resume.

Don’t forget to close the email with formal salutations. Words like “sincerely” and “regards” might seem outdated, but they’re universal formalities. After that, close the email with your full name and contact information.

3. Address Essential Details & Questions

In addition to extending an interview offer, a hiring manager may ask additional questions in their email. Answer them to the best of your ability in your response and provide as much clarification as they need.

For example, you might get a few follow-up questions as they review your application or resume. They could be about your job history or salary expectations. Address those concerns concisely, but don’t go overboard.

Ideally, you’ll want to address salary negotiations after receiving a formal job offer (here’s a guide that breaks down how to answer desired salary questions ). The same goes for any topic involving long responses. Save those for the interview.

You can take the opportunity to confirm interview details and ask small follow-up questions yourself. Confirm the time and location of the interview. If they give you the chance to choose a time that works best for you, provide your availability.

This initial response to their interview request is also a suitable time to ask if you need to bring anything with you. For example, a recruiter might want a hard copy of your resume or a work sample. Clarify those details and address anything unclear about the interview process.

Save the in-depth questions for the interview itself. It’s better to perform your own research and talk about broader information in person.

4. Keep It Brief

Do your best to keep things concise. Don’t beat around the bush or waste time gushing over the opportunity. It’s one thing to express gratitude, but it’s another to waste time with over-the-top appreciation.

The last thing you want to do is send a lengthy email when replying to an interview request. The hiring manager who emailed you likely has similar messages to read from many other applicants. Depending on the size of the company, they might spend several weeks doing interviews. That’s a lot of follow-up emails to read!

Most hiring managers are looking for essential information. Do you accept the interview, and what times are suitable for you? Anything too long will cause the reader to gloss over the important details.

Some recruiters might see a block of text and immediately remove you from the running. 

How long should your email response be? Generally, two carefully worded paragraphs will suffice. That’s enough to be appreciative, confirm the interview details, and ask any questions you might need.

A concise email can sometimes be more impactful than a drawn-out one with too much superfluous fluff. Keep it short and professional.

5. Proofread Before You Hit Send

Last but not least, proofread everything – especially the spelling of the person’s name and the company! Some job-seekers make the mistake of thinking that an email response for an interview request doesn’t need proofreading. While it might not be an “official” work document, every small detail counts.

You’re trying to make a positive impression and start the interview phase off on the right foot. You can’t do that if your reply is rife with errors!

Simple spelling mistakes and grammatical errors send the wrong first impression. It doesn’t matter what type of job you’re trying to get or if spelling matters to the job at hand. Sending an error-free message is crucial.

You want to show that you’re taking the process seriously. There’s no need to get extra fancy and stuff your emails with five-dollar words. But it should be free of simple mistakes.

Run the email reply through spelling and grammar checks. Then, read it out loud! Reciting the message aloud can help you spot issues that even the most powerful checkers can miss.

If possible, have someone else give your response email a quick read-over. They’ll be able to provide you with some outside perspective on voice, overall professionalism, and more.

There’s no way to “overdo” proofreading, so read it as many times as you need to feel confident about your response before hitting that “send” button!

Reply Email Examples

How you respond to an interview request will vary based on what the recruiter sends and the details surrounding your job search. If you’re still unsure of what to say, we have a few examples to help you start writing an email response.

Sample 1: Accepting & Confirming

Here’s the most straightforward response email you’ll write. In this example, you’re getting an interview offer that you want to accept.

The goal here is to let the hiring manager know that you will come in. It’s also a time to confirm the interview details to ensure that everything is clear and ready to go.

Dear Sally Johnson,

Thank you for considering me for the position of Customer Relationship Manager at [Company]. I’m thrilled to meet with you and discuss this opportunity further. I want to confirm that I am available to come to your office next Tuesday, August 10th, at 9:00 AM.

I’m looking forward to meeting you in person. Please let me know if you require any additional information or documentation from me before then.

[Your Name] [Email] [Phone Number] [LinkedIn URL]

This interview email response is brief, to the point, and simple enough to work for most email responses. It maintains a professional tone and shows your eagerness to come in for an interview. More importantly, it confirms the details of the interview so that there’s no confusion about scheduling or location.

You can add another paragraph if there are questions you need to answer. But if the hiring manager’s email has everything you need, this short email will do just fine.

Sample 2: Rescheduling

Sometimes, hiring managers will request interviews at time slots that don’t work for you. This is a pretty common occurrence among those actively looking for a new job while still working for another company. In most cases, scheduling conflicts are perfectly understandable.

Hiring managers understand that every applicant’s current job situation or availability isn’t always flexible, so they’re usually open to changing things if necessary.

The goal here is to ask for a better time that works for you. However, you must express interest and some flexibility on your part. The hiring process isn’t easy for anyone involved, so you may need to make adjustments on your end to accommodate the interview, too.

Here’s a professional reply to an interview request for situations when you need to reschedule an interview.

Thank you so much for considering me for this opportunity at [Company] and for reaching out to schedule an interview. Unfortunately, my current work schedule limits my availability during the proposed times. Are there any other alternative time slots available to reschedule our meeting?

I’m very interested in working for [Company], and I’m eager to meet with you to discuss the opportunity further. Next week, I’m available Tuesday through Friday between the hours of 9:00 AM and 11:00 AM. If you have no availability during those times, please let me know so that I can arrange time off to meet with you.

Once again, thank you for this opportunity, and I look forward to hearing from you.

Kind regards,

This email response is an excellent example of requesting a different time slot while remaining respectful. Simply saying that a proposed interview time doesn’t work for you isn’t enough. Failing to make an effort to help arrange another time can leave a bad impression.

Sample 3: Declining

Our last example is for a situation where you want to decline an interview . There are many reasons you might want to end the job search before it goes any further.

Maybe you’ve already accepted a job at another company. And if you’re applying for multiple jobs , there’s a good chance you’ll get an offer or two that you have to decline.

In some cases, you might learn more about the organization and decide that you’re not a good fit for the position. Either way, your reasons for declining are valid.

Regardless of your reasoning, it’s still important to respond to the interview request. Doing so ensures that the hiring manager doesn’t waste any time waiting for you to reply. They can give your interview time slot to someone else and move on with the hiring process.

Furthermore, it maintains that sense of professionalism you need to protect your reputation. You might not work for that company now, but what about in the future? Word travels fast, and you don’t want to burn any bridges.

Sending a simple reply to decline the interview will pull you from consideration without leaving any bad blood between you and the organization.

Here’s a sample email to help you out.

Thank you for reviewing my application and extending an interview offer. However, after further consideration and review, I don’t believe that I am the right match for the position at [Company].

I must respectfully decline your interview offer. Thank you for the consideration, and I wish you luck finding a suitable candidate for the role.

This email is to the point and provides a firm “no.” However, it doesn’t disparage the company or leave the wrong impression. It’s kind, respectful, and ensures that you’re not wasting anyone’s time.

It’s best to send these emails as quickly as possible. That way, the hiring manager can move on to the next candidate.

As you can see, responding to an interview request isn’t tricky. As long as you follow the simple tips we listed above and don’t overcomplicate things, you’ll be just fine. If you need help getting started, simply take our sample email replies and customize them to fit your particular situation.

Good luck in the interview!

Hannah Morgan speaks and writes about job search and career strategies. She founded CareerSherpa.net to educate professionals on how to maneuver through today’s job search process. Hannah was nominated as a LinkedIn Top Voice in Job Search and Careers and is a regular contributor to US News & World Report. She has been quoted by media outlets, including  Forbes, USA Today, Money Magazine, Huffington Post, as well as many other publications. She is also author of The Infographic Resume and co-author of Social Networking for Business Success .

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Interview Assignment Email Template

Use this email template to send an assignment to your candidates during the hiring process. For some positions, a written assignment or test will help you evaluate your candidates’ skills through a real work project.

Set candidates up for success by letting them know about your assignment process ahead of time.

Here’s what to include:

• Make the deadline clear upfront
• Mention the exact timeframe for the assignment
• Provide contact information for any additional clarity needed
• Include a link, or attachment, to the assignment along with necessary instructions to help your candidates understand what they’ll have to do.

It’s also essential to send a confirmation once you’ve received their assignment, to thank them for taking the time to complete it and let them know about next steps (template to follow).

Email template for sending an interview assignment or test project: Template #1 - Briefing the assignment

Subject Line: Assignment for the [ Job_title ] position

Hi [ Candidate_Name },

I’ve attached the assignment we discussed during our last chat, along with instructions to help you complete it.

Please don’t feel pressured to provide the “perfect answer”. The goal of this assignment is to help us better understand your skills and give us an idea of how you approach tasks relevant to the [ Job_Title ] role. It would be great if you could send this over to us [ within X time frame or by Y date ].

Please do not hesitate to get in touch if you have any questions.

Best of luck!

[ Your name ]

[ Signature ]

Sample email for sending an interview assignment or test project: Template #2 - After you receive the assignment

Hi [ Candidate_Name ] / Dear [ Candidate_Name ],

Thank you for completing the assignment! Our team will review it and get back to you with feedback as soon as possible.

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You’ve made it past the interview phase and you’re feeling good about your chances of landing the role! Before you can make it any further in the process, however, the hiring manager wants you to complete an interview assignment. This may come as a big surprise, and you may be wondering why taking this extra step is even necessary.

Job interviews help the employer get to know you and assess whether you would be a good fit, but an interview assignment can give them a more tangible idea of your skills, how you think, and your work ethic. They can vary from a writing assignment, a technical assessment, or a presentation, and typically come toward the end of the hiring process when the employer is closer to making a decision.

Whether you decide to move forward on an interview assignment is entirely up to you and how good you feel about the employer and their hiring process. If this is something you are considering, here are five ways to handle interview assignments.

Understand expectations

Make sure you clearly understand the employer’s expectations for the interview assignment. Before you get started, you should be able to answer these questions:

• What is the deadline to complete the interview assignment?
• How much time should you spend working on the assignment?
• What exactly should you be including in the final piece? A high-level overview or specific details or ideas?
• How will this be evaluated?

Ensure you have enough time to complete the task

Make sure you are able to complete the assignment (and do a good job) within the deadline you are given. At the same time, it’s important to consider how much time the assignment will actually take. If it’s simply too much work or you have been given an unreasonable deadline, you’re within your rights to reconsider. If the employer is not being respectful of your time, you may want to ask yourself if the opportunity would ultimately be the right one for you.

Ask for more information

If you feel like your interview assignment would be improved with more context about the company or specific departmental processes and goals, don’t be afraid to ask for more information or data. This can help demonstrate your interest in the role, as well as help you work on a more custom project, proposal, or presentation. If this additional information is not available, don’t stress about it! Do your best to work with the information you were given or have found through your research. The hiring manager will understand.

Don’t go overboard

While interview assignments can be a great way to prove yourself, avoid going overboard. If you feel like you are starting to go above and beyond, it’s important to take a pause. Remember, you are not an employee just yet. It is not your job to do actual work for the company. While you want to demonstrate that you are a strategic thinker and that you have good ideas that can be valuable to the organization, you need to walk a fine line. It should raise some red flags if the employer has unrealistic expectations about what you can and should accomplish.

Review your work

Make sure you take the time to review your work before you submit, and if applicable, practice your presentation or proposal. During this stage in the process, it may also be helpful to enlist the help of a friend. They may be able to catch any issues in the written assignment, and give you tips for perfecting your body language and presentation skills—helping you boost your confidence for the big day.

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Interview Assignment email template

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Why does it matter.

It helps the company to gauge how the candidate will approach certain tasks or behave in the workplace. It’s also important for the candidate because it gives them a great chance to show off their skills.

When to send?

Assignments would usually be required after the first stage of screening and interview, possibly before a second or final interview.

What to include?

Include the assignment, with any instructions the hiring manager has given you. You will also be able to put them at ease by explaining it is a standard process and it is solely to get to know them, and their style of working better:

• The role they have applied for
• The name of the manager or supervisor they interviewed with
• The details of the assignment
• The date it must be completed by
• How to return the assignment

Template Email

Email Subject Line: Interview assignment request from [Company Name]

Dear [Candidate First Name],

Thank you for attending the interview for the position of [Role] with [Manager Name]. As part of the interview process, we ask all candidates to complete the attached assignment. We do this so that we can get to know you, and your work style better. There are no right or wrong answers.

The assignment is attached, please take time to read it and let me know if you have any questions. Once you have completed it, please send it back to me via email. Note that the deadline to submit the assignment is [Date and Time].

If you require assistance or need any reasonable adjustments to be made to the deadline, please let me know.

Kind Regards,

[Your Name] 

[Your Job Title] 

[Company Name]

Once you have received the Assignment – email template

Thank you for sending back the interview assignment. I have passed it on to the relevant team to look at and they will be in touch with you within [Length of Time] to discuss the outcome.

[Company Name

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Sending an Interview Assignment Email Template

During the recruiting process, use this email template to give an assignment to your applicants. A written assignment or exam will assist you in evaluating your prospects' talents through an actual work project for various roles.

Prepare applicants for success by informing them about your assignment procedure ahead of time.

Here's what you should include:

• State the deadline clearly
• Mention the specific duration of the job
• Provide contact details in case more clarification is required
• Include a link to the task and any essential instructions to help your prospects understand what they'll need to perform
• Once you've received their assignment, send a confirmation to thank them for their time and to inform them of the subsequent steps

Sending an Interview Assignment Email Template Sample 1

Subject: [Company Name] Interview Assignment Request.

Dear [First Name of Candidate],

Thank you for coming to the interview for [role] with [manager name]. We need all candidates to complete the accompanying assignment as part of the interview process. We do this to learn more about you and your work style. There are no correct or incorrect responses.

Please read the assignment carefully and let me know if you have any questions. Please submit it back to me through email after you've finished it. Please keep in mind that the deadline for submitting the assignment is [Date and Time].

Thank you very much,

[Name and position of the sender]

Sending an Interview Assignment Email Template Sample 2

Subject: Assignment for the role of [job title].

Dear [Candidate Name]

Thank you for applying for the position of [Job title]. We have chosen to provide tasks to talented individuals like yourself as part of our hiring process!

The assignment is included, along with explicit directions for completing and submitting it. Please read and follow the directions to ensure successful completion.

Please remember that the assignment's due date is [Due Date].

Don't hesitate to contact me if you have any questions or concerns regarding your assignment. I wish you the best of luck with the task and look forward to reading your ideas.

[Your surname]

[Email Signature]

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How to respond to an interview request (with sample templates).

• Introduction and Key Insights
• Email Template #1: Responding to interview requests
• Email Template #2: How to respond to a video interview request
• Email Template #3: How to respond to an email for a phone interview
• Email Template #4: How to respond to a LinkedIn message for an interview request
• Email Template #5: How to respond if an employer asks you to call to schedule an interview
• Email Template #6: How to ask for changes to a proposed interview
• Email Template #7: How to politely decline an interview request

Email Subject Lines

• Additional email and LinkedIn templates
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“We are impressed with your qualifications, and we’d like to set up a time to talk.”

Congratulations! You applied for a position and were offered an interview. You’ve made it onto a company’s radar as someone they are potentially interested in hiring.

You’re probably thrilled to receive this news! After all, the company thinks your skills are probably a good fit for the role. If you’re interested in this job, the next step is to schedule some time for the interview.

Even if this job isn’t one you want to pursue, though, it’s courteous to reply to the interview request and politely let the company know you aren’t interested or are no longer looking for work. The recruiter will appreciate the gesture.

The best way to reply to an interview request

You could receive a request for an interview in a number of different ways. Most of the time, recruiters will either call you or send their request via email or LinkedIn. If you receive a message -- even if it’s an automated one -- you should send a message back to express your interest in the position.

Replying in a prompt and gracious manner will highlight your proactivity -- a quality that any potential boss will be happy to see. This also shows that you’re responsive and a good communicator, which will further set you apart from the pack.

Your response doesn’t need to be a long message; in fact, it’s best to keep it fairly short and sweet since your primary goal is to schedule your interview. Remember to answer all of the recruiter’s questions and maintain a professional tone throughout your message (avoid emojis, slang, and overly-casual language). We also suggest proofreading your email before sending so you catch any typos or grammatical errors. Remember: Until you get the job, you’re always being evaluated, so always try to make a good impression on anyone you speak to!

What should you say? Don’t worry; we’ve got you covered! Below are five email templates to get you started with your response. Be sure to personalize your message with the name of the company, recruiter, and other relevant details.

Sample email templates

Here are exact word-for-word email samples you can start using right away. use them in your emails, linkedin messages or whichever platform you use to network., template #1, email subject : [name of job or company] position.

Hi [Recruiter’s name], Thank you for reaching out to me. I’d be delighted to interview for [position] and would be free this week at [available days and times]. Do any of those times work for you? As per your request, I have provided a copy of my resume for your review. Please let me know if there’s any additional information I can provide prior to our meeting. I look forward to speaking with you and discussing the position in more detail. Thank you again for your consideration. Best, [Your name]

Here's how to respond when an employer requests an interview. If you’d like to move forward with the interview, sending a response like this one will convey your interest and enthusiasm for the job. You can demonstrate your proactivity by suggesting possible dates and times (if the recruiter hasn’t done so already). Always show appreciation to the recruiter for their time and consideration.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Before we get to the next template

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Template #2

How to respond to a video interview request.

Hi [Recruiter’s name], Thank you for inviting me to interview for [position]. I’d be happy to attend a video call to discuss the position further. I am available this week at [specific days and times] if you have any availability at those times. As you requested, I have attached a copy of my resume along with contact details for my references. Please let me know if you have any other questions or if I can provide any additional information. I look forward to meeting with you about this position. Thank you again for reaching out to me. Sincerely, [Your name]

This template is useful for when the recruiter has asked for a video interview. It’s helpful to acknowledge in your response that the interview will take place by video. Most likely, the recruiter will tell you which video chat app they’d like to use, but if they don’t mention it, you could suggest Skype or Zoom as options and provide your contact info or meeting room ID.

Template #3

How to respond to an email for a phone interview.

Hi [Recruiter’s name], Thank you for your consideration. I would love to meet with you over the phone to talk about [position]. My number is XXX-XXX-XXXX. I have availability at [dates and times] -- what is your schedule like? I have included contact details for each of my references, as you requested. Please let me know if I can give you any other information before we meet. I look forward to talking with you and appreciate your interest in me as a candidate! Warm regards, [Your name]

Similar to Template #2, this email template comes in handy when the recruiter would like to hold the interview over the phone. Usually, they will be the ones to call you, unless they specifically request for you to call them. Mention in your response that you know the interview will happen via phone and provide your number for their convenience.

Template #4

How to respond to a linkedin message for an interview request, email subject : (no subject since this is a linkedin message).

Hi [Recruiter’s name], Thank you for contacting me. I’d be thrilled to set up an interview for [position]. I have an open schedule on [dates and times]. When would be most convenient for you? Attached are a copy of my resume along with samples of my previous work. Please let me know if you have any questions or if I can provide any other information. I look forward to meeting you and appreciate your interest. Thank you for your time! Best regards, [Your name]

If you receive your interview request via LinkedIn messaging, respond to it just as you would an email. While a LinkedIn message can feel more informal than an email, not every potential employer will see it that way. It’s best to handle the request with professionalism and poise, no matter what.

Template #5

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

Hi [Recruiter’s name], Thank you for reaching out to me about [position]. I would love to set up an interview and will call you tomorrow morning to schedule a time, as you requested. I look forward to the opportunity to speak with you. Please let me know if I can provide you with any additional information. Sincerely, [Your name]

When you get a request to call to set up an interview, you might think it’s not important to send an email since you’ll be calling the recruiter anyway. In this situation, it’s still polite to follow up with a message to confirm that you are interested and will be in touch to set up the interview.

Template #6

How to ask for changes to a proposed interview, email subject : interview for [position] at [company name].

Hi Madelyn, Thank you for inviting me to interview for the Digital Marketing Executive position at Vought International. I'd be happy to meet with you via Zoom to discuss the position. Unfortunately, I have a scheduling conflict on the date you proposed. Are there any other dates you are available? I am available [list of dates and times]. If none of these work for you, please let me know and I will do my best to accommodate your schedule. Thank you again for your consideration, and I look forward to meeting with you. Best, Ashley

If you’re interested in the position but aren’t available during the time(s) proposed by the hiring manager, let them know as quickly as possible. Make it clear that you still want to meet and are excited about the role. The more flexible you can be, the better — when sending your availability, choose a handful of times or dates that work for you. Do be aware that the interviewer may not be able to meet at other times, so if you have a conflict with something you can easily reschedule, try doing that first.

Template #7

How to politely decline an interview request, email subject : [job title] at [company name].

Hi [Name], Thank you for inviting me to interview for the [job title] position at [Company Name]. After [whatever stage you’re at in the hiring process, e.g. reviewing the full job description], I do not believe I would be a good fit for this role. At this stage in my career, I am focused on [what you’re looking for, e.g. management opportunities]. I would love to meet with you if a [role] position becomes available. I appreciate the time you’ve taken to reach out. I wish you and [Company Name] all the best in filling the position. Best, [Your Name]

In case you’re wondering: No, you don’t need to accept an interview just because it’s been offered to you. This is especially true if you’ve been contacted by a recruiter for a job you didn’t apply for. If you’re potentially interested in the company, but not in that exact position, you can say that, too — who knows, they might be so impressed with your resume that they’ll contact you again if something opens up.

These subject lines see the highest response rates. For details on other subject lines and why these work, read Email Subject Lines for Networking .

• Thanks for the invitation
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Sending an Email to Confirm an Interview

Tips for Confirming a Job Interview

When to send the email, interview acceptance email template, tips for formatting your message, sample interview confirmation letters, what to do before the job 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 with the hiring manager or human resources representative on the phone.

That way, you can be certain 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 confirmation email is also an opportunity to ask logistical questions you might have (e.g., where is the office located, who exactly will you be speaking with during the interview, or do you need to bring anything specific).

A confirmation email also serves as a reminder to you and the hiring manager, and it's 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.

Ideally, you'll send this email soon after you receive notice of the interview (often through an email or phone call).

That said, you may not always need to send an interview acceptance email: When you receive notice of an interview, hiring managers might mention that they plan to send a confirmation email to you. If that's the case, wait for the email to arrive. If you don't receive a confirmation message within a day or two, follow up with the hiring manager to confirm.

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

When you get an email from an employer confirming an interview, you can simply respond by saying that you are looking forward to meeting with them and appreciate the opportunity.

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

What to Include in the Subject Line

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

Subject: Interview Confirmation Job Title - Your Name

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

What to Include in the Message

Start with why you're writing.  You can start by saying, "Thank you for the opportunity..." or "I'm writing to confirm the interview details..." 

Say thank you.  Be sure to thank the email 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 might want other documents—social security card, portfolio of work, etc.—on hand during the interview. Others might want you to send a sample of work before the meeting.

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

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

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 examples offer to provide any additional information the employer might need.

Letter Accepting an Interview Invitation Example

Subject:  Sandra Millstone - Interview Confirmation

Dear Mr. Henderson,

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

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

Best Regards,

Sandra Millstone sandra.millstone@email.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.

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

Learn more about the interviewers.  Once an interview is set in stone, you 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.

Connect, don’t stalk.  Set the stage for  genuine connection with your potential colleagues  by showing genuine interest in them as a person—without giving the impression that you’ve been stalking their social media. During your research, you may learn that you have things in common. Use that information wisely. For example, having learned that they’re a fan of your favorite sports team, you might comment on some team paraphernalia in their office. You can also show interest in the interviewer by asking general, ice-breaking questions such as, “How long have you worked here?” or “What’s your favorite part of this job?”

Practice answering interview questions. You don't need to memorize responses, but do take a look at the most common interview questions employers ask and think about how you'd respond. That way, you'll be prepared to ace the interview.

Choose an interview outfit.  Don’t leave it until the last minute.  Select an outfit  that’s professional, comfortable, and appropriate for the  company culture . Try it on beforehand to make sure that everything still fits and that you have all the accessories you need. Leave plenty of time to shop for replacements or get something cleaned or mended prior to the interview.

Plan for a smooth commute.  Find out how long it will take you to get to an interview, even accounting for bad traffic, and make sure you leave yourself enough time to get there. If possible, do a practice run prior to the interview. If you’re forced to rely on time estimates from an app, build in extra time for contingencies.

Check your technology. If your interview is virtual , check to make sure all your technology is in working order ahead of time, and avoid these common Zoom interview mistakes .

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.

More From Forbes

How to accept a job offer via email (with tips and examples).

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A well-written job offer acceptance email makes a positive impression.

You’ve been job hunting for months, endured endless interviews and finally have a job offer. Hurray! Now, it's time to make it official. The initial offer of employment will most likely be delivered informally via phone or email. After that, ensure you receive a formal communication from the employer containing the details. If the offer aligns with your expectations, great. If not, this is the time to negotiate. Remember, you have the most significant negotiating power during that tiny window of time between being offered a position and formally agreeing to accept it. Once you’ve negotiated and feel comfortable with the terms, it’s time to finalize the agreement.

Nowadays, it's standard practice to accept a job offer via email. A well-written job offer acceptance email will help make a positive impression on your future employer by communicating gratitude , enthusiasm and professionalism. It’s also an effective way to confirm the details of your offer to avoid any future misunderstandings. How formal your email is will depend on the company culture and your relationship with the hiring team. Use your best judgment and refer to your communications with the organization thus far as a guide. Ultimately, you’ll want to be as polite and succinct as possible.

Accepting a job offer can be both exciting and nerve-wracking. Typically, an employer will provide a deadline by which you’ll need to decide. Ideally, you’ll want to show the company you value their time by responding within two to three days. Let’s review a few tips and examples to guide you through writing a job offer acceptance email.

Essential Elements For A Job Offer Acceptance Email

Your job offer acceptance email should be well thought out and error-free. As you write your draft, keep these six steps in mind.

1. Begin With A Straightforward Subject Line

Chances are that the hiring team is inundated with emails daily. By writing a succinct, professional subject line, you'll ensure that your email stands out. Provide details, including your name and the job title. In general, avoid emojis, abbreviations and too much punctuation to prevent the email from looking like spam. Also, keep it short—between 30 and 50 characters in length. Keeping the subject line concise is especially important if the employer reads your email on a mobile device.

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Best 5% interest savings accounts of 2024, 2. personalize the greeting.

If you know the name of the person who extended the job offer, use their name and title. When the company culture is formal, you might want to write something like, “Dear Ms. Jones.” Otherwise, “Hello Ms. Jones” is considered a more relaxed greeting. If the culture is very casual, you might even use “Hi Kathy” as a salutation.

3. Express Gratitude

To set a positive tone, thank the employer for the opportunity. Be authentic and concise. If possible, include specific examples of elements of the job you’re looking forward to.

4. Formally Accept The Job Offer

This section should include your statement of acceptance. Mention the job title as it was specified in the offer. You might even include the company name and start date to avoid confusion.

5. State And Agree To The Terms

At this point, briefly describe the terms of employment, such as the starting salary and any other benefits you agreed to. By including specifics, you’ll ensure that there isn’t any confusion in the future. This section is also a good place to ask any additional questions you might have regarding the role.

6. Conclude And Sign

Finally, finish the email by thanking the employer again and expressing how excited you are to accept the position. Conclude with a professional email sign-off. Some examples are:

Best regards,

• Kind regards,

Then, add your signature, including contact information such as email and phone number.

Finally, don’t forget to proofread your email. It helps to read it out loud and use a spell-checking tool like Grammarly to avoid typos and grammatical errors.

Job Offer Acceptance Email Example

Are you suffering from writer’s block? Here’s an example of an acceptance email to inspire you.

Subject line: Cory Brown – Job Offer Acceptance

Dear Mr. Smith,

I enjoyed speaking with you on the phone yesterday about the role. Thank you for your confidence in my abilities and for offering me the position. As I mentioned, I look forward to making a positive contribution to the team.

I am delighted to formally accept the offer of a Product Manager position with Company ABC. As discussed, my starting salary will be $150,000 annually, with 15 days of paid leave and health insurance benefits.

Based on our conversation, I will start work on Monday, October 5 th . Please let me know if there are any documents I should bring with me on my first day. I'm available via email, or you can contact me at 212-555-1212.

Again, thank you very much. I can’t wait to get started!

Whether you’re a seasoned professional or accepting your first job, a well-crafted job offer acceptance email sets the tone for your new position. By following these tips, you’ll be able to confirm key details, convey enthusiasm and present yourself as a consummate professional.

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