Interview Request Email Template
Copy our interview request email templates to invite shortlisted candidates to the next stage of your recruitment process. Choose the version that matches your interview format, then add the date, time, location and preparation details.
What makes a good interview request email?
A good interview request email should make it easy for the candidate to answer three questions immediately: when is the interview, how will it take place and what do I need to do next?
Specific
Give the proposed date and time, or clearly ask the candidate to provide availability.
Practical
Explain whether the interview is in person, by phone or by video call.
Realistic
Tell the candidate approximately how long the interview is expected to take.
Informative
Let them know who they will be meeting and, where useful, what the interview will cover.
Easy to confirm
Give the candidate a clear way to accept, suggest another time or ask a question.
The candidate should not need to reply asking for basic interview details that could have been included in the invitation.
3 interview request email templates
These templates cover three common situations: inviting a candidate to a confirmed interview slot, asking them for availability and arranging a video interview.
Invite a candidate to a proposed interview time
Subject: Interview invitation for the [Job Title] role
Hi [Candidate First Name],
Thank you for your application for the [Job Title] position at [Company Name]. We would like to invite you to an interview to discuss the role and your experience in more detail.
Interview details:
Date: [Date]
Time: [Time]
Format: [In person / Video / Telephone]
Location or link: [Address / Teams link / Zoom link]
Expected duration: [Approximate length]
You will be meeting with [Name and Job Title / Interview Panel].
Please reply to confirm whether this time works for you. If you are unavailable, let us know and we will do our best to arrange an alternative.
We look forward to speaking with you.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Ask a shortlisted candidate when they can interview
Subject: Interview availability for [Job Title]
Hi [Candidate First Name],
Thank you for applying for the [Job Title] role at [Company Name]. We are pleased to let you know that we would like to invite you to interview.
The interview will be [in person / by video / by telephone] and should take approximately [length of interview].
We are arranging interviews during [date range / days available]. Could you please reply with your availability during this period?
Once we have your preferred times, we will confirm the interview details and send over any information you need in advance.
We look forward to speaking with you.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Invite a candidate to a Teams or video interview
Subject: Video interview invitation – [Job Title]
Hi [Candidate First Name],
Thank you for your application for the [Job Title] role at [Company Name]. We would like to invite you to a video interview.
Interview details:
Date: [Date]
Time: [Time]
Platform: [Microsoft Teams / Zoom / Google Meet]
Meeting link: [Insert link]
Expected duration: [Approximate length]
You will be speaking with [Name and Job Title / Interview Panel]. The interview will cover [brief description, if useful].
Please join the meeting a few minutes before the scheduled time and make sure you have a working camera, microphone and reliable internet connection.
Please reply to confirm that you can attend. If you have any problems accessing the link or need to arrange another time, just let us know.
We look forward to meeting you.
Kind regards,
[Name]
[Job Title / Hiring Team]
[Company Name]
Check the practical details before sending. A wrong date, missing video link or unclear location can create unnecessary back-and-forth and make the interview process feel disorganised.
What should you include in an interview invitation email?
Give the candidate enough information to confirm the interview and prepare without needing to chase you for basic details.
Make it clear which vacancy the interview relates to, particularly if the candidate has applied for several roles.
Give the confirmed slot or clearly explain the range of times you are asking them to choose from.
State whether the interview will take place in person, over the phone or by video.
Include the full address, arrival instructions or video meeting link where appropriate.
Let candidates know whether they should allow 20 minutes, an hour or longer for the interview.
Give interviewer names or job titles where possible so the candidate understands who will be involved.
Mention presentations, portfolios, documents, assessments or other preparation before the interview.
Tell the candidate whether to reply by email, use a booking link or contact a named person.
How much notice should you give for an interview?
There is no single notice period that works for every interview, but avoid assuming a candidate can attend at very short notice. Employed candidates in particular may need time to arrange leave or adjust existing commitments.
Offer reasonable notice
Where your recruitment timetable allows it, give candidates several possible days or times rather than one inflexible slot.
Remember employed candidates
Someone currently working may need to arrange annual leave, shift cover or time away from the office.
Allow for travel
In-person interviews may require considerably more planning than a short video call.
A candidate asking for another time does not necessarily indicate a lack of interest. Where practical, make it easy for strong candidates to suggest an alternative.
What should you tell candidates to prepare for an interview?
Candidates should know in advance if the interview requires anything beyond a normal discussion about their experience and the role.
Explain the brief clearly
Include the topic, expected length, format and whether the candidate needs to send anything before the interview.
Ask for relevant examples
If the role requires a portfolio or examples of previous work, tell the candidate what you would like them to bring or share.
Set expectations
Explain whether there will be a test, practical task or technical exercise and roughly how it fits into the interview.
Need help preparing the employer side of the interview? Use Career Poster's AI Interview Questions tool to create role-specific questions, follow-ups and scoring guidance.
What to avoid in an interview invitation email
What should you do after the candidate confirms the interview?
Once the candidate accepts the interview, make sure the appointment is clear to everyone involved and that the candidate has everything they need before the day.
Invite the right candidates and prepare a stronger interview
Once your shortlist is ready, make the next stage easy for candidates to understand. Confirm the practical details, prepare consistent questions and give interviewers a clear way to assess each candidate.
Interview request email FAQs
How do you invite a candidate to an interview by email?
Tell the candidate that you would like to interview them for the role, provide the proposed date and time or ask for their availability, explain the interview format and location, and give them a clear way to confirm or rearrange.
What should the subject line of an interview invitation email be?
Use a simple subject line such as “Interview invitation for the [Job Title] role”, “Interview availability for [Job Title]” or “Video interview invitation – [Job Title]”. The candidate should immediately recognise the purpose of the email.
Should you give candidates a choice of interview times?
Where practical, yes. Offering a small selection of times can make scheduling easier, particularly for candidates who are currently employed. If only one slot is available, make it clear that they can contact you if they genuinely cannot attend.
Should an interview invitation include the interviewer's name?
It is useful to tell candidates who they will be meeting where possible. Include the interviewer or panel members' names and job titles if these are confirmed.
Should you say how long the interview will take?
Yes, an approximate duration helps the candidate plan their day and understand what kind of interview to expect. Make clear if the process includes a separate presentation, assessment or tour.
What if the candidate cannot attend the proposed interview time?
If the recruitment timetable allows it, offer an alternative slot. Candidates may have work, caring or travel commitments, and requesting another time does not necessarily indicate that they are less interested in the role.
