How to Reply to An Interview Invitation Email? (With Templates)


Reply to An Interview Invitation Email- Impression counts all the time when job hunting since the recruiters always pay attention to our behavior to ensure that they will hire the perfect fit for the position and the company culture.

So, you update your resume, tailor your cover letter to the target position, and clean your social media accounts. Then, the long-awaited moment comes when you receive a message from a recruiter mentioning, "Your profile looks impressive, and we'd like to set up a time to talk."

This is a joyful moment for every job seeker, but you must realize that communicating with the recruiters is essential, especially before getting the job.

Your response to the interview invitation email may get you the job or burn all the bridges with the recruiters.

So, how should you reply to the interview invitation email? Don't worry! Dr. Job has wrapped it up for you.

Here're practical tips with templates to help you stand out with your reply and get the job you always want.

The Best Way to Reply to An Interview Request

Reply to An Interview Request
To maintain professionalism while responding to the interview invitation email, you must respond immediately, respectfully, and fluently. It shows your enthusiasm and proactivity while communicating with the recruiters.

5 Tips to Reply to Interview Invitation Email      

Reply in A Prompt Gracious Manner

Recruiters are always burdened with endless recruiting tasks; interviewing is no exception. Show your collaborative spirit and respond immediately once you receive the invitation message to save their time and money as well.

Yet, before sending your reply to the interview invitation email, ensure that you have double-checked your calendar, written an error-free message, and provided all the required information.

A timely response demonstrates to employers that you are serious about the employment and will help them speed up what can be a time-consuming recruitment process on their end.

Show Appreciation

Being selected for the position is a significant mark that your qualifications meet the company's requirements, so this encourages you to express appreciation for receiving the interview invitation email from the recruiter.

Write a professional appreciation line at the intro and by the end of your email to demonstrate your enthusiasm. You can say, for example, "Thank you for reaching out to me" or "Again, I appreciate the chance to meet with you."

However, stay to the point. It would help if you kept your response brief because recruiting managers and human resource departments are swamped with emails and scheduling responsibilities at this point in the process. When it comes to thanking the recruiter, you have a maximum of two lines to do it.

A clear and pleasant email interview reply also demonstrates to a potential employer how you will represent their firm in future client discussions.

Keep An Eye on the Format

To respond professionally to the interview invitation email, you have to stick to this format: the greeting, the body, the closing, and your contact information and email signature.

Remember not to start your email with "Dear, Recruiter" because this shows that you don't exert an effort to know the recruiter's Name and also avoid the email buzzwords like "Waiting for your reply." Try to have your own terms that demonstrate your personality.

Also, keep your email's body short and to the point; it shouldn't be more than 2 paragraphs.

Confirm your interview time or offer an alternate time if you're currently employed and will not be able to conduct any interviews during your work time.

Finally, end your email with an appreciation line and your full contact details, including your email address, mobile number, and LinkedIn URL.

You might wish to mention your current position, location of employment, and physical address in your signature.

Even if your contact information is already on your CV, your signature gives the firm a quick and easy way to get it.

 Providing precise details is another way to make the recruiter's job easier and show that you're considering their aspirations during the interview process.

Familiarize Yourself with The Interview Scheduling Tools

In an entirely digital world, HRs turn to technology to streamline their interviewing processes, so they adopt the new interview scheduling tools as a new trend in the recruiting field.

As more organizations use modern software, it is vital to be familiar with the newest technologies used by prospective employers. In our new remote work systems, Zoom, Skype, and Microsoft Teams are increasingly used for phone and video interviews.

When requested to schedule interviews via one of these apps, always meet the employer where they are by leveraging the technology they use.

Proofread Your Message

A small mistake may cost you getting the job, so proofread your message carefully so you can notice the typos and minor spelling and grammatical errors.

You can do this by reading your message loudly so you can hear yourself and notice the errors, or you can rely on one of the autocorrect tools like Grammarly.

It's not only the interview invitation reply that needs to get proofread, but you need to ensure that all your CV, portfolio, and social media posts are error-free to maintain a long-lasting good impression.

Responding to the Interview Invitation Reply Emails Templates

Responding to the Interview Invitation Reply Emails Templates
These are situation-tailored email invitation response samples that you can use while replying to recruiters via email, LinkedIn, or any platform.

Include the subject line in your email when responding to an interview invitation.

To answer an interview request/invitation, maintain the subject line that the company provided and hit "reply."

You don't want to eliminate critical facts from the employer's line, such as the job title and maybe the Firm Name.

This allows companies to identify your response and see your availability instantly.

How to Accept the Interview Invitation Email

Subject: [Job or Company Name] Position

Hello [Name of Recruiter],

Thank you for contacting me. I'd love to interview for [job] and am available this week at [available days and hours]. Do any of those times suit you?

As requested, I've included a copy of my résumé for your review. Please let me know if there is additional required information before our appointment.

I am looking forward to meeting with you and discussing the opportunity more. Thank you once more for your interest.


[Your Name]

How to Reply to A Video Interview Invitation Email

Subject: [Job or Company Name]

Hello [Name of Recruiter],

Thanks for reaching out to me for an interview for the [position] role. If you have any availability this week at [particular days and hours], I am available. I'd be delighted to join in a video call to discuss the role thoroughly.

As requested, I have included a copy of my résumé and contact information for my references. Please let me know if you have any more questions or if I can assist you in any way.

I am excited to meet with you about this opportunity. Thank you for contacting me again.


[Your Name]

How to Respond to A Phone Interview Invitation Email

Subject: [Job or Company Name]

Hello [Name of Recruiter],

Thank you for taking the time to read this. I would be delighted to connect with you on the phone about [position]. XXX-XXX-XXXX is my phone number. I am available on [days and hours]; how is your schedule?

As requested, I have provided contact information for each of my references. Please let me know if there is anything else I can do for you before we meet.

I eagerly await our conversation and appreciate your interest in me as a candidate!


[Your Name]

How to Request More Details Before Accepting an Interview

Sometimes, the opportunity is exciting, but you may need some more details before accepting the interview invitation.

In this case, thank the recruiter for reaching you and show your interest in attending the interview, then ask your questions.

Hello [Name],

Thank you for giving me the chance to interview for the position of [Job Title] at [Company Name]. I'm interested in the position, but I have a few questions before we can arrange an interview. Could you please elaborate:

What role would this position have in the department?

What are the most important qualities a candidate may offer to the position?

What is the salary range available for this position? (If this is your first interview, you may not get a clear answer.)

I look forward to hearing from you as we advance with the interview.


[Your Name]

How to Respond to A LinkedIn Message Requesting Arranging an Interview

Subject: (no subject since this is a LinkedIn message)

Hello [Name of Recruiter],

Thank you for getting in touch with me. I'd be delighted to schedule an interview for [job]. I am available on [dates and hours]. When is most convenient for you?

Please find a copy of my résumé and samples of my portfolio attached. Please let me know if you have any queries or need further information.

I am excited to meet you and appreciate your attention. I appreciate your consideration!


[Your Name]

How to Respond If the Employer Asks You to Call Him to Schedule an Interview

Subject: [Job or Company Name] Position

Hello [Name of Recruiter],

Thank you for contacting me about [job]. I'd love to schedule an interview and will phone you tomorrow morning to set one up, as you requested.

I am looking forward to speaking with you. Please let me know if there is anything else I can do for you.


[Your Name]

How to Ask for Changing the Interview Time

Sometimes, you may wait to find that the recruiter has changed the interview appointment at the last minute, so you start asking about your skills and the reasons behind this sudden change.

Wait! It's not always because it's YOUR fault; the recruiters' have hectic schedules, and emergencies are expected to occur.

So, if they do want a change, try your best to arrange a new time that works for both of you.

And don't be afraid to decline the new timing politely because the recruiters will understand. Try to find a suitable day and time for you both to conduct the interview.

Subject: [Position] Interview at [Company Name]

Hello [Name of Recruiter],

Thank you for inviting me to an interview for the X role at Z. I'd be pleased to discuss the position via Skype.

I am available on [specify days and hours]. Unfortunately, I have a schedule conflict on the requested day. Do you have any other dates available? If none of these times are convenient for you, please let me know, and I will try my best to accommodate your needs.

Thank you for your time and attention; I look forward to meeting you.


[Your Name]

How to Decline an Interview Request Professionally

Subject: [Position] Interview at [Company Name]

Hello [Name of the recruiter],

Thank you for inviting me to an interview for the [job title] position at [Company Name]. I do not feel I would be a good fit for this role after [whatever stage you are in the recruiting process, e.g., checking the whole job description].

At this point in my career, I am concentrating on [what you seek, such as managerial positions]. If an [role] opportunity becomes available, I would be delighted to meet with you.

I appreciate you taking the time to contact me. I wish you and [Company Name] the best of luck as you fill the position.

Best wishes,

[Your Name].

How to Respond to Recruiter's Follow-Up Questions Sent by Mail

An employer may contact you through email with more inquiries. These are primarily initial interview questions, so reply with expertise and detail:

When asked about the firm,

You should respond in explicit, comprehensive terms. Investigate firm information, such as company blogs and social media channels, and translate it into your own thoughts.

When asked about the expected salary,

Employers ask this question to see whether your expectations are in line with what they can provide. When answering this question, you have several possibilities.

First, I'd like to learn more about the role." one option is to postpone discussing financial aspects until you better understand the work. "I'm searching for a competitive offer that includes perks and other types of remuneration," for example.

Another alternative is to specify a range rather than a single number. Be honest if you're only interested in this job if it pays a certain amount. This might assist you, and the company assesses if this is a good fit from the start.

When asked about your own professional path,

To build natural links, align material from the job description with your resume. Make it clear that you are enthusiastic about the position and the industry.

When asked about abilities you lack,

It's best, to be honest. Candidates seldom have all the specified qualities in today's employment market, so don't be scared or dismayed. Instead, share instances demonstrating your ability to learn and grow as an employee.

The template below contains sample opening and closing lines when responding to an employer asking for follow-up inquiries through email. This method can assist in moving the process to the point of the interview schedule:

Hello [Recruiter’s Name],

Thank you very much for taking the time to consider me for the position of X at Z Company. I've summarized my answers to your queries below.

[Add your answers]

I appreciate the chance to share this extra information, and I hope to get in touch with you and your team soon.


Now, Get Ready to Ace Your Interview

  1. Dress for Success, Discover How:
  2. Practice the Interview FAQs; read these:
  3. If it's a video interview, don't be camera-shy:
  4. Research the company

Congratulations, Accepted! 👏 👏 Time to Respond to the Job Offer!

How to Respond to A Job Offer Email!

So, how do you answer effectively to any job offer through email? Will you accept it, negotiate it, or reject it? Whatever your scenario, here’s a complete guide:

How to Respond to a Job Offer via Email (Templates Inside)?

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