How To Invite Candidates in for Interviews (With Template)

Interviewing is usually one of a hiring manager's most important tasks, and allows them to get to know their candidates and understand how they might fit into a company's culture. Sending interview invitations to your preferred candidates is often a good way to ensure that your company hires the right new employees for open positions. In this article, we explain why inviting candidates to interview is important, review what the benefits of this are, explore tips and provide a template and example to help you invite candidates to interview for your business. Related: 30 Things an Interviewer Should Look For in an Interview

Why is it important to invite candidates to interview?

The main purpose of sending out interview invitations is usually to ensure that the best candidates stay interested in working for your company. Interview invitations can demonstrate that your company is seriously interested in hiring someone, which can keep them engaged in the hiring process. Maintaining communication with your preferred applicants can help ensure that you hire individuals who are a good fit for the position and company overall. This can also make applicants feel noticed and valued, which may give them a positive impression of your organization. Interview invitations may be the first interaction someone has with your company, so it may benefit you to remain friendly and professional. Related: What Are Interview Guides?

How to invite candidates to interview

As a hiring manager, you can generally invite a candidate to interview in two ways, by phone or by email. Phone calls offer the advantage of being more personal, which may help demonstrate your interest in an applicant. In some cases, however, it may be more difficult to reach a potential interviewee in this way. Email invitations can allow you to reach your candidates whenever they are available. When inviting candidates by phone or email, it's often best to address them in a friendly but professional way, possibly highlighting why their resume stood out to you. This can help you create a personal link between you and the applicant while representing your company well. You can offer the candidate a list of available times for an interview, or you can ask them to pick a time that works best for them. If the candidate decides to accept the interview, it is often best to follow up by thanking them for their interest and providing them with further details on what to expect on the day of the interview. Related: Interviewing an Employee: How To Successfully Conduct an Interview

Tips for interview invitations

Here are a few tips to help you create effective interview invitations:

Stay flexible

Many people involved in the job application process might still be working at their former jobs, and finding time for interviews might be difficult for them. They may also have other responsibilities in their personal life. Remaining flexible can demonstrate your interest in a candidate and ensure that they agree to an interview. This is also a good way to illustrate that your institution is respectful of employees' work-life balance.

Follow up

After a candidate agrees to an interview, it can be helpful to call or email them again to thank them and express your anticipation. You can also make sure that they have all of your contact information and encourage them to speak with you if they need to change plans. A final message a few days before the interview can ensure that they remember to attend and that they arrive prepared.

Provide details

Being specific can be very important when inviting candidates to interview, and can help them arrive on time and confident. It can be helpful to include details about the interview location such as the complete address, floor number, suite number, parking information and access codes as needed. If the candidate is going to participate in a group, video or phone interview, or if they need to bring additional materials, it's often best to include this information in your communications. Related: The Steps of the Interview Process

Template

It's a good idea to use a personal tone when communicating with potential hires, but a template or script can help accelerate the invitation process. These templates can be modified to include details that might be relevant to each candidate. Use this template to guide you as write an email to invite a candidate for an interview: Subject line
[A statement that informs the recipient of the invitation and the position] Email Dear [Recipients title and name] [Thank them for their application and include the name of the position you're contacting them about.] [Provide a brief overview of why you're interested in their application and let them know that you're interested in scheduling an interview. Include the name of your organization, company or institution.] [Discuss who will interview them and what their role is. For example, mention if the interviewer is the hiring manager or has a different HR position.] [Include the specific location of the interview so the recipient knows where to go. Be sure to mention if there is anything they can bring to the interview, or if there are specific directions to follow in order to be prepared.] [Address a general time frame for the interview, such as the upcoming week, and then include two to four different time slots that they can choose from.]

[Date and time option]
[Date and time option]
[Date and time option]
[Date and time option]

[Ask them to select which time slot they prefer. If none of them work, ask them what specific dates and times they have available.] [Thank them again for their interest in the position.] Sincerely, [Your name]

Interview invitation example

Here is an email an example email invitation to help you understand the invitation process: Subject line: Invitation to interview at Oster Medical Center Hello Ms. Newton, Thank you for applying for the position of nurse practitioner at the Valley Hill Hospital in Boulder, Colorado. I have reviewed your application and considering your extensive industry experience and academic credentials I would like to schedule an interview with you at your earliest convenience. This is a great opportunity for you to learn a bit more about the position and our institution as a whole, so please come prepared with any questions you may have. The interview will be with our hiring manager, Sue Matthews, and may last up to an hour. She will conduct the interview in room 202 on the second floor of the Nathanson administrative building. When you arrive, the receptionist will direct you to the correct room. You are free to park in the attached garage and we can validate your parking. If you're available to set up an interview this week, here are three time slots that Sue has open:

May 5th at 9 am
May 6th at 10:30 am
May 8th at 3 pm

Please let us know which option you prefer and if none of them are suitable for your current schedule, please respond with your availability. Thank you again for your interest in the position of nurse practitioner and I look forward to hearing from you. Sincerely, Mitch Anderson