5 Great Interview Confirmation Email Templates To Copy & Paste

You've found some promising candidates and scheduled the interviews. Now it's time to send that all-important confirmation email.

Having a go-to template makes this step effortless. It ensures you cover all the essential details clearly and consistently, setting a professional tone from the start.

Tips for Writing Interview Confirmation Emails

• Keep the subject line crystal clear. No need for fluff. Something like ‘Interview with [Company Name] for [Job Title]’ tells the candidate exactly what they need to know right from their inbox.
• Lay out all the logistics. This is the most important part. Double-check the date, time (including the time zone!), and location. Mention who they'll be meeting with by name and title. If it's a video call, make sure the link is correct. If it's in person, include the full address and any entry instructions.
• Set expectations for the interview itself. Give them a heads-up on what to expect. Is it a casual chat, a technical assessment, or a panel discussion? Knowing the format helps candidates prepare properly and feel more at ease.
• Reflect your brand's aesthetic. Your email is a reflection of your company. Use a clean, beautifully designed template. A well-organized and visually appealing email shows you’re professional and detail-oriented, setting a great impression before the interview even begins.

Types of Interview Confirmation Email Templates We Will Cover

1. Phone Interview Confirmation Email Template
2. In-Person Interview Confirmation Email Template
3. Video Interview Confirmation Email Template
4. Group Interview Confirmation Email Template
5. Second Interview Confirmation Email Template

5 Interview Confirmation Email Templates

1) Phone Interview Confirmation Email Template

<template>

Subject: Phone Interview: [*Job Title*] at [*Company Name*]

Hi [*Candidate Name*],

This email confirms your phone interview for the [*Job Title*] position with [*Company Name*]. We look forward to speaking with you.

Your interview is scheduled for [*Date*] at [*Time, including Time Zone*]. Our [*Interviewer Title*], [*Interviewer Name*], will call you at this number: [*Candidate Phone Number*]. Please let us know if a different number works better for you.

The call will last about [*Duration*] minutes. We'll discuss your background in relation to the role and give you a chance to ask questions about our team and what it's like to work at [*Company Name*].

Please reply to this email to confirm you've received these details. If you have any questions beforehand, feel free to reach out.

All the best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

2) In-Person Interview Confirmation Email Template

<template>

Subject: Interview Confirmation: [*Job Title*] at [*Company Name*]

Hi [*Candidate Name*],

We're looking forward to meeting you for your in-person interview for the [*Job Title*] position. This email confirms the details for your visit.

Your interview is scheduled for [*Date*] at [*Time, including Time Zone*]. Our office is located at [*Full Office Address*]. When you arrive, please [*e.g., check in with the receptionist in the main lobby*].

You will be meeting with [*Interviewer Name*], our [*Interviewer Title*]. We've set aside [*Duration*] for our conversation, which will include a discussion about your experience and a brief tour of our space. Please feel free to dress in a way that makes you feel comfortable and confident.

Could you please reply to this email to confirm you've received these details? If you have any questions or need directions, don't hesitate to ask.

Best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

3) Video Interview Confirmation Email Template

<template>

Subject: Video Interview: [*Job Title*] at [*Company Name*]

Hi [*Candidate Name*],

This email confirms 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 call. Please use this link to join: [*Video Call Link*].

You will be meeting with [*Interviewer Name*], our [*Interviewer Title*]. We've scheduled [*Duration*] for the conversation. We'll discuss your background and experience, and there will be plenty of time for you to ask questions about the role and our team. We recommend joining the call a few minutes early to test your audio and video connection.

Please reply to this email to confirm you have received the details. If you have any questions, feel free to ask.

Best regards,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

4) Group Interview Confirmation Email Template

<template>

Subject: Group Interview Confirmation: [*Job Title*] at [*Company Name*]

Hi [*Candidate Name*],

We're excited to invite you to a group interview for the [*Job Title*] position at [*Company Name*]. This email confirms all the details for our session.

Your group interview is scheduled for [*Date*] at [*Time, including Time Zone*]. It will be held at [*Location/Address or Video Call Link*].

This will be a collaborative session with a few other candidates, led by [*Interviewer Name(s)*], our [*Interviewer Title(s)*]. The interview will last about [*Duration*] and will include [*e.g., a brief group activity and some individual questions*]. This format allows us to see how you work with others and gives you a chance to learn more about the role in a dynamic setting.

Please reply to this email to confirm your attendance. If you have any questions about the format or anything else, don't hesitate to reach out.

Best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

5) Second Interview Confirmation Email Template

<template>

Subject: Second Interview: [*Job Title*] at [*Company Name*]

Hi [*Candidate Name*],

Following our recent conversation, we are pleased to invite you to a second interview for the [*Job Title*] position. We enjoyed our discussion and are excited to continue the conversation.

Your interview is scheduled for [*Date*] at [*Time, including Time Zone*]. You will be meeting with [*Interviewer Name(s) and Title(s)*] at [*Location/Address or via this Video Call Link*].

This session will last about [*Duration*] and will focus on [*e.g., a technical assessment, a portfolio review, a conversation with the team leads*]. This is a great opportunity for you to get a deeper understanding of the role and for us to see your skills in practice.

Please reply to this email to confirm you can make it. If you have any questions about what to expect or how to prepare, please let us know.

We look forward to speaking with you again,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

What About Using Flodesk?

While these templates provide a solid foundation for your interview confirmation emails, the right tool can elevate them from functional to impressive. At Flodesk, we offer intuitive email tools designed for small businesses, helping you manage and grow your email list. You don't need any coding or design experience to create, send, and automate emails that effectively engage your candidates and reflect your brand's professionalism.

With our email builder, powerful automations, and well-designed forms, you have everything required for effective communication, minus the usual complexity. Thousands of businesses use Flodesk to send professional, high-converting emails in a simple, straightforward way. We give you the tools you need for polished email marketing—without the steep learning curve.

Wrapping Up

A clear, professional interview confirmation email sets the right tone for your hiring process. Using a consistent template ensures you cover every detail and present your brand effectively.

Put these templates to work with our intuitive email builder. Sign up for Flodesk to send communications that reflect the quality of your brand.