How to Invite a Candidate to Interview Effectively ( + Email Templates)

As a hiring manager, your invitation for an interview is the first line of communication between your company and a potential team member. 

For a job market where 81% of talents say candidate experience influenced their decision about a role or company, an interview invitation email isn’t just a formality. It’s a critical part of the hiring process that contributes significantly to the overall candidate's experience. And it goes a long way in determining how your recruitment interviews translate into hires.

So, how do you craft an interview request email that makes a positive impression? This article will reveal the script to make your invitation hit all the right notes.

How to write an interview invitation email

Crafting an interview invitation message that sets the tone for a positive candidate experience doesn’t have to be tedious. Use these easy-to-follow steps.

Step 1: Write a direct subject line

Use a direct subject line that instantly informs your candidates that you're inviting them for an interview. If possible, add the title of the role they applied for.

A clear subject line sets the right expectations and captures your candidate's attention as they scroll through their email messages. That way, you ensure the email doesn’t get lost in their inbox.

Here are 3 examples of direct subject lines: 

• Interview Invitation from [Company Name]

• Invitation to Interview for [Job Title] at [Company Name]

• [Company Name]: Invitation to Interview

Step 2: Use a professional salutation

Your email's opening should set the tone for a professional conversation from the get-go. Avoid using overly familiar terms like "Hey" or "Hi" as this is a formal context.

Address the candidate with their first and/or last name and ensure it is spelled correctly. "Dear [Candidate's First Name]." is the standard here. 

Step 3: Start with enthusiasm

As much as it is essential to get straight to the point in an interview invitation email, it's equally important to give the candidates the impression you've gone through their applications. And that, you aren't sending them a vague mass automated email.

So the first paragraph in your interview invitation message should appreciate a candidate’s application and highlight the qualities that caught your attention.

Doing so reinforces their interest in the company and its culture and betters the overall hiring experience.

Step 4: Provide the interview details

Clearly outline the important details of the interview:

• Date and time: Specify the date and time of the interview with time zones. It's best to provide multiple time slots and avail candidates a few days’ notice to schedule an interview. 

• Interview format: States which format the interview will be conducted in, whether that’s virtual meeting, in-person, or over the phone.

• Location: If it's an in-person interview, provide the exact address and means of transportation. For virtual interviews, include a meeting link and any additional instructions.

• Duration: States how long the interview will last and specify the start and end time window. This allows candidates to work the interview into their schedule for the day.

• Interviewers: Mention the names and titles of the individuals who will be conducting the interview, if known. You can even link to their LinkedIn profile to help candidates know who they are meeting. 

Step 5: Request confirmation

You don’t want to guess if the candidates will attend the interview or not, right? So clearly state in the email that you expect a response by a specified date. This allows you to plan your schedule and gives a sense of the candidate's commitment.

Step 6: Close professionally

As a common practice in business email, tell the candidates that they can reach out if they have any questions.

Choose a professional closing such as "Sincerely", “Best” or "Best regards" followed by your name and title. Here’s an Example: 

Best Regards,

[Your Name, Job Title]

[Your email signature]

Interview invitation email templates

Now that you've learned the steps to craft an engaging interview message to candidate, it's time to put theory into practice. 

To save you time and effort, we used the steps explained above to create some interview invitation email templates that you can easily customize to suit your unique needs.

Template 1: Physical interview invitation email

Subject Line: Invitation to Interview for [Job Title] Position at [Company Name]

Dear [Candidate's First Name],

We hope this email finds you well. Thanks for applying to [Job title] at [Company name]; we were highly impressed by your qualifications and would like to invite you to an in-person interview at our office.

You will be meeting with [Interviewer], [Job Title] to discuss your experience and qualifications in detail, as well as to learn more about the position and our company culture. The interview will likely last for 45 minutes.

Please review the date and time options below and reply directly to this email with what works best for you. 

• [Date and Time 1]

• [Date and Time 2]

• [Date and Time 3]

If you have any questions or need further information, please feel free to reach out to me at [Email Address] or [Phone Number].

We look forward to meeting you.

Best Regards,

[Your Name, Job Title]

[Email signature]

Template 2: Video conferencing interview invitation email 

Subject: Interview Invitation for [Job Title] Position at [Company Name]

Dear [Candidate's First Name],

Thank you for your application to the [Job Title] role at [Company Name]. After reviewing your application, we’re excited to proceed with you to the first stage of our hiring process.

We would love to hop on a quick virtual call to discuss your qualifications, and how you envision contributing to our team's success.

The interview will last for [Length of time] and will be held on [virtual conference platform]. We’ll send you the meeting link once we receive your confirmation email.

Below are our suggested time slots (Please note that these times are in [Time Zone])

• [Date and Time 1]

• [Date and Time 2]

• [Date and Time 3]

Please reply to this email and let me know if you are available for any of the above times so that we can set up the interview accordingly.

Looking forward to meeting you!

Best Regards,

Signature

Template 3: Phone interview invitation email

Subject Line: [Company Name]: Invitation to a Quick Phone Interview

Hi [Candidate's First Name],

I’m [Name], the Hiring Manager at [Company Name]. 

Thank you for applying to the [Job Title] position at [Company Name]. After reviewing your application, I would like to invite you to a 30-minute phone chat.

The main agenda of this call is to tell you more about our company and the role while getting to know you better.

Please let me know which of the following dates and times work best for you for a phone call. I will be sending you a calendar invitation once I receive your reply.

• [Date and Time 1]

• [Date and Time 2]

• [Date and Time 3]

If none of the above schedules would work, feel free to reply to this email to suggest other times that you’ll be available within the next two weeks.

I look forward to chatting with you!

Best,

[Your Name, Job Title]

Template 4: Panel interview invitation email

Subject line: Panel Interview Invitation for [Position] at [Company Name]

Hi [Candidate's First Name],

Thank you for your interest in the [Job Title] position at [Company Name]. We were impressed by your background and would like to invite you to a physical panel interview to learn more about your experience as well as answer any questions you may have about the position and our company.

During this interview, you’ll have the opportunity to chat with our Head of [Department Name] and some of the team members you would be working with.

Please find the details of the panel interview below:

Date: [Interview Date]

Time: [Interview Time]

Location: [Interview Location]

Panel Members: [List Names and Titles of Panel Members, if available]

Please confirm your attendance by [Date]. If the provided date and time are not suitable, please let us know, and we will do our best to accommodate your schedule.

We look forward to meeting you. 

Best,

Signatures

6 Tips for efficient interview invitation

1. Use interview scheduling software

When scheduling an interview, you have two options. You either go the old-school way of sending an email with a list of time slots and wait for your candidate to reply (as above), or use an online scheduling tool like the Notta Scheduler.

It allows you to share your availability so that candidates can select from the available time slots on your booking page. Once candidates pick a date, Notta automatically adds the event to your calendar and ensures no double booking. 

With this appointment scheduler, you can remove all the headaches of back-and-forth emails and make scheduling efficient and flexible.

2. Be flexible with your time

Candidates have other schedules and commitments. Offer a few options for interview times, allowing them to choose what works best. This flexibility demonstrates your consideration for their time and promotes a positive candidate experience.

3. Attach relevant information

Include any additional documents or materials that can provide candidates with insights into your organization or the role. It could be a company brochure or a pdf document. Offering this information leaves a good impression and helps the candidates get prepared.

You can also mention the dress code to reduce the stress of making the right fashion choice.

4. List items to bring

Provide a checklist of items candidates should bring to the interview. This might include copies of their resume, identification, work samples, or any specific documents relevant to the role. It streamlines the process and ensures candidates come prepared.

5. Set a deadline for response

To manage your schedule effectively, set a deadline for candidates to respond to the interview invitation. It instills a sense of urgency and allows you to plan accordingly. Ensure your email provides clear instructions on how to confirm or respond to the invitation. Make it easy for candidates to accept or reschedule if necessary.

6. Follow up

After sending the initial invitation, follow up to ensure candidates received it. If a candidate responds with questions or requests changes to the interview schedule, reply promptly.

7. Send reminders

Send reminder emails a day or two before the interview to confirm details and remind candidates of the upcoming meeting. This helps minimize no-shows and ensures a smooth interview process.

Conclusion

Crafting an interview invitation email is a vital skill for any hiring manager. It sets the stage for a positive candidate experience and lays the foundation for a successful recruitment process. 

With the steps, tips, and email invitation templates in this guide, you should be able to write interview request emails that present your organization in the best possible light and attract top talent.