You've found some great candidates, and now it's time to schedule the interviews. Nailing the interview confirmation email is your first step to creating a professional and welcoming candidate experience.
Using a template ensures you cover all the essential details clearly and consistently, setting the right tone from the get-go.
Make it easy for candidates to find your email. A straightforward subject line like "Interview Confirmation: [Job Title] at [Company Name]" cuts through the noise and gets straight to the point.
Don't leave room for confusion. Clearly state the date, time (and time zone!), and location. If it's a video call, provide the link directly. If it's in person, include the address and any parking or entry instructions. Mentioning who they'll be meeting with is a great touch, too.
Give the candidate a quick rundown of what to expect. A simple sentence like, "This will be a 45-minute chat about your experience, followed by a brief technical exercise," helps them prepare mentally and reduces interview-day jitters.
Things happen. Let them know who to reach out to if they have questions or need to reschedule. It’s a simple way to show you’re supportive and organized.
Your email is part of the candidate experience. A clean, well-designed message that’s easy to read sets a professional and welcoming tone. It’s their first real glimpse into your company culture, so make it a good one.
<template>
Subject: Phone Interview with [*Company Name*] for the [*Job Title*] Position
Hi [*Candidate Name*],
This email is to confirm your phone interview for the [*Job Title*] position. We enjoyed our initial conversation and are looking forward to speaking with you again.
Your interview is scheduled for [*Date*] at [*Time, including time zone*]. Please plan for the call to last about [*Duration*] minutes. [*Interviewer Name*], our [*Interviewer's Title*], will call you at the following number: [*Candidate's Phone Number*].
During the call, we'll discuss your experience in more detail and explore how your skills align with the role. If you have any questions or need to reschedule, please reply directly to this email.
Best regards,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Your Interview with [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
We're looking forward to having you in our office for an interview for the [*Job Title*] position.
Your interview is scheduled for [*Date*] at [*Time, including time zone*]. Our office is located at [*Full Office Address*]. When you arrive, [*mention any specific instructions, e.g., check in with the front desk, parking details, etc.*].
You'll be meeting with [*Interviewer Name(s)*], our [*Interviewer's Title(s)*]. The interview will last approximately [*Duration*] and will focus on [*briefly describe the interview format, e.g., your past projects and a discussion about the role*].
If you have any questions or need to reschedule, please let us know by replying to this email.
Best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Video Interview with [*Company Name*] for the [*Job Title*] Position
Hi [*Candidate Name*],
This email is to confirm your video interview for the [*Job Title*] position. We're looking forward to connecting with you.
Your interview is scheduled for [*Date*] at [*Time, including time zone*]. We will use [*Video Conferencing Tool, e.g., Google Meet*] for our conversation. Please use the following link to join: [*Video Call Link*].
You will be meeting with [*Interviewer Name*], our [*Interviewer's Title*]. The interview will last approximately [*Duration*] minutes. We suggest joining the call a few minutes early to ensure your audio and video are working properly.
If you have any questions or need to reschedule, simply reply to this email.
All the best,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Group Interview with [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
We're excited to invite you to a group interview for the [*Job Title*] position. This is a great chance for us to get to know you and for you to learn more about our team.
The interview is scheduled for [*Date*] at [*Time, including time zone*] and will be held at [*Location or Video Call Link*]. The session will last approximately [*Duration*].
This will be a collaborative session with a few other candidates. The format will include [*briefly describe the group activities, e.g., a group discussion and a short team exercise*], which will help us understand how you approach teamwork. You'll be meeting with [*Interviewer Name(s)*], our [*Interviewer's Title(s)*].
If you have any questions or need to reschedule, please let us know by replying to this email.
We look forward to meeting you,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
<template>
Subject: Your Second Interview with [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
We were impressed with our conversation and are pleased to invite you to a second interview for the [*Job Title*] position.
Your interview is scheduled for [*Date*] at [*Time, including time zone*] at [*Location or Video Call Link*]. This time, you'll be meeting with [*Interviewer Name(s)*], our [*Interviewer's Title(s)*].
The interview will last about [*Duration*]. We plan to [*briefly describe the format, e.g., dive deeper into your past projects, complete a short technical exercise, or meet with potential team members*]. This will be a great chance for us to get a better sense of your skills and for you to learn more about the team.
If you have any questions or need to reschedule, please let us know by replying to this email.
We look forward to speaking with you again,
[*Your Name*]
[*Your Title*]
[*Company Name*]
</template>
The templates provided offer a solid foundation, but the delivery and design of your emails are what truly reflect your company's brand. Flodesk provides an intuitive builder to transform these templates into polished, professional communications that align with your company's aesthetic.
You can use our platform to create and automate your interview communications, ensuring every candidate receives a consistent and well-designed message. Get started with our email marketing tools to elevate your candidate experience.
A clear and professional interview confirmation email sets the stage for a positive candidate experience. Using a template ensures you communicate all the necessary details effectively.
With Flodesk, you can transform these templates into beautifully designed emails that align with your brand. Get started to elevate your candidate communications.
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