How To Respond to a Job Interview Request Email (With Examples)

Recruiters and hiring managers often turn to email to request an interview with a job candidate. How you respond to this email can set you apart from other candidates they contact. A prompt and gracious reply can highlight your professionalism and create a strong first impression. In this article, we'll provide step-by-step instructions on how to confirm an interview request by email along with useful tips and examples to help you write your response. Key takeaways:

Reply to interview request emails promptly and courteously, showing appreciation for the opportunity.
Keep the original subject line, clearly state your availability, and avoid casual language or emojis.
You can ask thoughtful questions in your reply and should always proofread before sending.

Responding to an interview request

Here are some tips to help you create a professional and thoughtful email response to an interview request:

1. Don’t change the subject line

If you receive an interview request via email then simply hit “Reply” to maintain the same subject line. Keeping the same subject line will make it easier for the hiring manager to track your response. Related: 13 Tips on Writing an Email Subject Line

2. Thank the hiring manager

In your response, immediately express your appreciation to the hiring manager for the opportunity to interview. This shows them that you’re polite, professional and enthusiastic. For example: Thank you for contacting me about the [position] opening at [company]. I am eager to discuss how I may be a good fit for the organization. Please let me know if I can provide any further information prior to the meeting. I look forward to discussing this opportunity. Related: How To Write a Thank-you Email

3. Provide your availability

If you’re interested in the position, provide your availability (days and times) along with your phone number. Let the hiring manager know if you have any scheduling conflicts you can’t reschedule, e.g., caregiver responsibilities.

The interview process begins as soon as you start corresponding with an organization, so you want your initial response to be an opportunity to set the tone. Indicate your interest, availability and the best methods and times to contact you. If you are presented with multiple interview time options and are not available, present alternatives. It's also a good idea to offer to connect to coordinate schedules if you have limited availability.

—Genevieve Northup, MBA, SHRM-CP, HCI-SPTD

4. Keep your tone professional

Keep your communications upbeat and polite and avoid using emojis or language that could be considered too casual. Then proofread your email before you hit send. Related: A Complete Guide to Effective Written Communication

5. Ask questions about the interview

Don’t hesitate to ask questions in your reply. If you haven’t seen a job description, this is a good time to request one so you may prepare for your interview day. If your interview is in person, and you have any questions about the location of the interview, where to park, etc.—your interview request response provides the perfect time to ask. Tip: If you're not interested in the job position, state this upfront after you thank the hiring manager for reaching out to you for an interview. A short, polite explanation is all that's required. Related: Email Etiquette for Professional Communication

Examples of interview request replies

Following are examples of how to respond to an interview request for several different circumstances. Related: How To Make a Great Impression in a Job Interview

How to respond/confirm your interest

Below is a basic sample email to consider if an employer contacts you requesting an interview: Dear Ms. Wade, Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 p.m., and I look forward to meeting with you to discuss this position in more detail. Please let me know if I can provide any additional information prior to our meeting on Wednesday afternoon at your offices. Sincerely,
Jaime Jones
(555) 555-1234 Related: How To Answer a Recruiter Email

How to respond to a request to call

You might receive an email requesting you to call the potential employer’s office to schedule an interview. Even though you're asked to call, you could also consider sending a brief confirmation email. Here’s an example: Dear Ms. Wade, Thank you for your email. Per your request, I will call you tomorrow (Tuesday) at 3 pm to schedule an interview. I look forward to speaking with you. Sincerely,
Jaime Jones
(555) 555-1234 Related: How To Write a Follow-Up Email

How to respond when you have a schedule conflict

Here’s a sample email to send when you have a conflict with the proposed interview date: Dear Mr. Smith, Thank you for your email. I’m looking forward to meeting with you to discuss the open position. I have a schedule conflict with the proposed interview date of Monday at 10 a.m. But I am available on Monday after 1 pm, and I am available Tuesday through Friday at 10 a.m. Please let me know if any of these dates and times will work for you. Thank you again!
Jaime Jones
(555) 555-1234 Related: Last-Minute Interview Tips

How to respond to setting up an interview time

Employers will sometimes request you email another person to schedule your job interview. In this case, you must write two emails: a reply to the employer’s email and another to the person arranging the interview. Again, it’s important to respond promptly and remain brief in your reply. In the second email, you’ll need to provide context for the reason you’re writing. Here are two templates to help you navigate both situations:

To the employer

Dear Ms. Wade, Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will email Kate Duran to arrange an interview. I look forward to speaking with you and additional members of your team. Sincerely,
Jaime Jones
(555) 555-1234

To the person arranging the interview

Dear Ms. Duran, Elaine Wade requested that I contact you to schedule an interview for the Social Media Manager role at XYZ Company. At your convenience, please let me know when you have openings in your schedule. I am excited to learn more about the opportunities at XYZ Company and look forward to discussing the role in greater detail. Sincerely,
Jaime Jones
(555) 555-1234 If your schedule isn’t flexible, let this second email recipient know. For example: I currently work standard business hours, but I am available for interviews between noon and 2 p.m. each day. If this conflicts with your schedule, then I can arrange time off for the interview. Related: How To Respond To an Email Introduction

How to respond when declining the request

If you receive an interview request but you're no longer looking for a new job, it's polite to respond to the request to let the hiring manager know. You don't need to include any details of why you're not available any longer. Here's a sample response: Dear Mr. Smith, Thank you for contacting me regarding the open position at your company. I have recently accepted an offer at another company and am no longer available to interview. I apologize for any inconvenience this may have caused you. Sincerely,
Jaime Jones
(555) 555-1234 Related: How To Write a Late Response Email

Tips: responding to interview requests

Here are some final tips on how to reply to an email interview request in a professional manner:

Remember to offer multiple scheduling options if you have a conflict with the date and time proposed.
Reply as soon as you receive the interview request, or at least within 24 hours.
Proofread your email before you send and make sure you spelled the hiring manager’s name correctly.

Make sure you have all the information necessary for the interview, including the time, place, address, phone number in case of any unexpected delays, and the name of the person or persons you’ll be meeting with.