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How To Invite A Candidate To An Interview

There’s no better way to get to know a potential new-hire than by speaking with them. Whether you choose to sit down in your office, chat over the phone, or set up a video interview, getting the invitation just right can improve your chances of attracting top talent. The candidate experience you provide is critical in effectively hiring the best people for your open roles. 

(Get our full guide to improving your candidate experience.)

But how should you word your interview request? When is it appropriate to invite a candidate over the phone? Get your interview request email questions answered before you—or your hiring manager—take that next step in the hiring process.

Interview request emails vs over the Phone

In today’s increasingly digital world, it may be tempting to send all of your communications via email. Phone calls, however, add a personal touch and are less likely to be ignored. Which one should you choose?

While phone calls can give you additional insight into the applicant’s demeanor, our society is moving toward a less phone-friendly society. Many people won’t take calls from unknown callers, and some rarely check their voicemail for a missed call. 

Emails offer a balance by providing respect for boundaries and ensuring that the message won’t be missed. With many people taking their cell phones with them everywhere, email also eliminates awkward moments of catching people on the phone at inconvenient times.

Best Practices for Writing an Invite Email

Are you wondering how to write an email to schedule a job interview? One of the essential rules of any professional email is to consider your tone. Since it is hard to convey warmth and personality in typed words, you must do your best to choose the right phrasing for this outreach.

Don’t leave anything out of the message that will require them to follow up for clarification. You want this email to tell them everything they need to know to make a decision about agreeing to the interview.

Also, make sure to include a way for them to reply or schedule their time with you.

Your email should be:

  •     Addressed to the interviewee
  •     Clear about what job is being offered
  •     Succinct, yet complete, with links to the job description and the hiring company
  •     Up-front about what is expected
  •     Easy to act upon

For examples of how to incorporate these best practices, see the following sections.

Interview Request Email Templates

There is no one-size-fits-all email to send to your candidates. Depending on how you plan to speak, you’ll need to tweak the message slightly to your needs. That said, an effective email should have three main parts, no matter the details:

  •     An informative and concise subject line

Subject line: Invitation to interview with [Company name] for [Job title] opportunity

  •     A personalized greeting

Hi [Candidate Name] or Hello [Candidate Name],

  •     A clear body with all necessary details
  •     A proper closing, including contact information for follow-ups

Kind regards / Sincerely,

[Your name]

[Signature]

[Contact information, such as email or phone]

 

From here, you can customize the body of each message for the three basic categories.

Phone Interviews Email Template

Not everyone is a good fit for a phone interview, but there are perks to doing at least one interview in this manner. Screen applicants and get a feel for their communication strengths with this email template to schedule a phone interview.

Thank you for taking the time to apply for the [Job title] position at [Company name].

We were impressed by your application and would like to talk over the phone to learn more about you.

Please provide us with your best daytime phone number and choose from the following times for the interview:

  •     Day/time #1
  •     Day/time #2

I look forward to our time together. Please reach out in the meantime with any questions.

In-Person Interview Email Template

Meeting someone face-to-face has advantages, but some applicants may be hesitant about the idea. This interview schedule template can save you time and trouble, as well as put your candidate at ease.

Thank you for taking the time to apply for the [Job title] position at [Company name].

We were impressed by your application and would like to meet you at our office at [Company address, including suite or room number] to learn more about you.

Please choose from the following times for the interview:

  •     Day/time #1
  •     Day/time #2

Once you have confirmed your time, we will send a confirmation email with additional details, including directions to our office and any documentation or ID you need to bring with you to the meeting.

I look forward to our time together. Please reach out in the meantime with any questions.

Video Interview Request

Whether you choose Skype or another popular web conferencing tool, you have the advantage of recording your interview to review later. Be sure to tell the candidate that you will be recording before the call starts. This video interview invitation email can be customized to your needs.

Thank you for taking the time to apply for the [Job title] position at [Company name].

We were impressed by your application and want to invite you to meet with our management team via [service name] to learn more about you.

Please choose from the following times for the interview:

  •     Day/time #1
  •     Day/time #2

Upon confirming your preferred appointment, you will receive further instructions for using the [service name] service. [Insert additional details about the minimum requirements for the service, such as broadband connectivity and camera needs.]

I look forward to our time together. Please reach out in the meantime with any questions. 

What Online Tools Should I Use to Schedule an Interview?

In addition to basic sample emails and templates, it’s smart to consider collaboration and tracking tools that minimize the work of managing interview requests. Look for an interview scheduling software tool that can eliminate unnecessary back-and-forth emails between team members, because it can affect hiring time and create more work for busy leaders. The right hiring management tool can free up time spent on administrative duties, and it will make your hiring process will be more consistent. This will give each candidate the same evaluation opportunities and alert decision-makers to the just-right fit for the company.

Are you looking to start the hiring process today? Comeet can help. Check out our plan options to learn more about how we can redefine the way you recruit new talent.

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Barry Lenson

Barry Lenson

Barry Lenson has spent more than 25 years writing blogs, website copy, and books on business, education, healthcare, and the arts. He has written and co-authored more than a dozen books, including the Amazon.com bestseller Good Stress, Bad Stress. Barry earned degrees from McGill and Yale.

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