Writing a Succinct Interview Request Email

An interview request email is a formal communication sent by an employer representative through email to invite a job seeker to an interview. Typically, this invitation is sent by the hiring manager, recruiter, or another HR professional during the initial stage of the recruitment process, following the company’s review of job applications and the selection of a shortlist of candidates for interviews.

Typically, employers use several interviews to make a hiring decision for a particular position. As the employer representative responsible for sending interview requests, you’re likely to write quite a few before finding the right person for a job. The following reasons indicate why it’s important to handle this communication effectively:

• It helps to improve the corporate brand. While you’re conducting the interview, each candidate will likely be evaluating your actions. As an employer representative, your actions reflect the corporate brand. For instance, if your actions make a positive impression among a majority of applicants, it will improve your employer’s ability to recruit the best talent in the future. However, causing a negative impression will reduce the pool of talented candidates who are interested in working for your company. Consequently, developing a great interview request is in the interest of corporate branding.
• It’s essential to get to the next step in the hiring process. Failing to send an interview request email or sending an unprofessional one will prevent the recruitment process from progressing effectively. To choose the most suitable candidate for a job, you need information from job seekers that cannot be obtained solely from their cover letters and resumes. As this information can be obtained via interviews, interview request emails are essential.
• It helps you to select the best candidate. An informative interview request email is necessary to find the right person for the job. For example, high performers who are accustomed to getting great job offers are likely to be demotivated by an improperly phrased interview request. In this scenario, you may lose them to your competitors.

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When developing an interview request email, it’s best to follow a process, which will help you to include the necessary elements without missing anything important. For example, forgetting to edit your invitation to interview and sending it off with several spelling mistakes can give candidates a negative impression of your company’s legitimacy and professionalism. To address avoidable issues of this kind, use the following steps:

1. Develop a clear outline for the interview request

Your interview request email should contain all the information a candidate needs to be present at the interview. Develop an outline for this communication with the following essential items:

• The position you’re preparing the interview for: While the position you’re conducting an interview for should be obvious to the candidates who applied for it, it’s best to highlight this in the communication to avoid any possibility of miscommunication regarding the purpose of the interview.
• The date and time of the interview: A candidate must be informed of when the interview will be held so they can check their availability, confirm, and put it on their schedules. Schedule the interview request so each candidate has the necessary time to reschedule the event or prepare for it. Give applicants a minimum of four days to prepare for the interview. If you’re interviewing a large number of candidates, it’s best to conduct interviews over several days.
• The interview location: A candidate must be informed of where the interview will take place. Some companies have several offices in different locations and others work out of a few floors in a building that provides office space to several companies. Consequently, candidates must be informed of the meeting location so they can plan their journey in advance, locate the interview venue, and get to the interview on time.
• What the candidate should bring to the event: A candidate must be informed of the specific items they must bring to the interview, such as references or a driver’s license.
• Information about the interviewer: The candidate should know the name of the interviewer. This is an important step in developing a transparent hiring process, and it enables candidates to do some research on the hiring manager beforehand.
• Your contact details: The candidate must have a clear line of communication with you, which they can use for further correspondence. Include both your phone number and email address to facilitate communication.

Learn more: Manager Tips: Questions Not To Ask an Interviewee

2. Write the interview request

When you have the logistical information you need, use your outline to develop the letter. Aim for concise communication that gives the applicant all the information they need and inspires them to prepare for the event.

3. Get expert advice

Ensure that your interview request email will not lead to any legal challenges. To do so, show your interview request to an experienced recruiter who has educational and industry experience in preparing recruitment materials. This professional can advise you on any legal ramifications of its content. Based on the feedback you receive, make any necessary changes to the communication.

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4. Finalize the document

Proofread the document so there are no linguistic mistakes. It’s essential not to lose sight of the fact that you represent the company in this situation. For effective editorial performance, check the correspondence the day after you write it. Next, make sure to address it correctly to each candidate. Finally, send it out.

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When developing an interview request email, use the following template as a guide:

[Salutation: Personalize your communication by using the name of the candidate, such as, “Dear Amy.”]

[Introductory paragraph: Include the title of the position you’re conducting the interview for. Mention the date and time of the interview, or provide the candidate with a few fixed options to choose from.]

[Body paragraph: In this section, communicate the name of the company representative who will be conducting the interview. Additionally, specify the interview duration, any items the job seeker must bring to the event, and relevant information about the interview agenda.]

[Final paragraph. Keep the line of communication open by providing a phone number and an email address a candidate can use to clarify details, reschedule the event, or confirm it. Express your interest in the candidate.]

[Closing: Close the letter formally. Type your name.]

Learn more: How to Write a Proposal Letter: Tips and Sample

You can use the following examples to develop your interview request email:

Example 1: Interview request email for a sales manager position

[Email subject line] Sales Manager Interview Request

Dear Alan,

Upon reading your job application for the sales manager position, we’re happy to ask you to interview for the position on March 12, 2021. I’m Debra Walker, and I will be conducting the interview.

The meeting will be held at the CBL Books NYC branch. It will last approximately 45 minutes. Please bring a copy of your driver’s license and the details of three references. During the event, expect to discuss your compatibility with key job requirements, answer behavioral and technical questions on your skill set and experience, and get an opportunity to learn more about us.

In the event of a scheduling conflict, please let me know at debra.walker@cblbooks.com or call 555-983-1133 to arrange another appointment. Let me know if you have any questions. We look forward to meeting you.

Sincerely,

Debra Walker

Hiring Manager

CBL Books

Example 2: Interview request email for an accountant position

[Email subject line] An Interview Invitation from Pritchard

Dear Ava,

We’re pleased to invite you to interview for the position of accountant at Pritchard Associates based on the job application you recently submitted. The interview will be held via video on Skype. Please check the following date and time options and let me know what works best for you:

• March 23, 2021: 10 a.m.
• March 24, 2021: 2:30 p.m.
  
• March 26, 2021: 11 a.m.

You will have an interview with the hiring manager, Paul Smith. The meeting will take about 45 minutes. Prepare to answer a few technical and behavioral questions on your experience and skills. You will also have the opportunity to learn more about the job and our company.

You can contact me at 555-983-1134 or at mark.bentham@pritchard.com to confirm the event or clarify any questions. We look forward to hearing from you.

Best regards,

Mark Bentham

Recruiter

Pritchard Inc.

 

As discussed, developing a quality interview request email is important and advantageous. Use what you have learned to improve the quality of your correspondence during the hiring process and enhance your corporate brand. Start preparing your interview questions, and get ready for a successful recruitment event.