Interview confirmation email template

You’ve found a great career opportunity, created the perfect resume, and been invited for an interview. This stage of the job search is extremely exciting, and there are many things you can start doing to prepare for your interview. Before you begin practising your answers and deciding on what to wear, however, you’ll need to send a quick email confirmation.

This is an important step for a number of reasons. It will give you a chance to confirm the basic details such as time and place, and also ask any questions you may not have covered when the employer rang to invite you, such as whom you’ll be meeting.

Additionally, it’s an early opportunity to showcase your communication skills and professionalism, as well as reiterate your interest in the company and the role.

If you’re not sure where to begin, we have provided some ‘reply to interview invitation email’ samples below. Note that you can use this template as is, or personalise it to reflect your identity and the role you’re applying for.

Related: 20 common interview questions

Interview invitation reply example

Here’s an example of how to reply to an interview invitation email:

Dear [Name],

Thank you again for your earlier [call/email] inviting me to interview for the [job position] role at [company].

I am emailing to confirm that the interview will take place at [time], at [place]. Are there any other details I should know before arrival, or anything you would like me to prepare in particular?

I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, I think my previous work in [most relevant area of work for the position] would make me an ideal candidate.

If there’s anything else you need from me before the interview please let me know.

Kind regards,

[Name]

Interview invitation reply to suggest another date or time

Here’s an example of how to reply to an interview invitation email if you’re unable to accommodate the suggested date and time:

Dear [Name],

Thank you again for your earlier [call/email] inviting me to interview for the [job position] role at [company].

Due to a prior work commitment, I’m unfortunately unavailable at [time] on [date]. Would it be possible to reschedule to another time that works for you? If you could provide a few options I’ll do my best to accommodate your schedule.

I look forward to hearing from you.

Kind regards,

[Name]

Interview invitation reply to decline the offer

Here’s an example of how to decline an interview invitation by email:

Dear [Name],

Thank you for your earlier [call/email] inviting me to interview for the [job position] role at [company].

I truly appreciate your interest in meeting with me to discuss my suitability for the role. However, I unfortunately will have to decline as I have decided to take on an opportunity at another organisation/this role is not the right fit for me at this time.

I wish you all the best in finding the right candidate for this role.

Kind regards,

[Name]

Interview invitation reply tips

Email your reply on the same day or the next business day at the latest.
If multiple people were included in the interview offer email, hit ‘reply all’ to make sure they’re included in your reply.
Thank the email recipient for their offer to interview for the job.
Confirm the date, time, and place of the interview.
Include a short sentence or two reiterating your applicability to the role.
Keep the tone enthusiastic but professional.
Review the email before sending it, making sure there are no spelling or grammatical errors.

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