Your interview invitation is often the first real conversation you have with a potential new hire. To help you get it right every time, we've put together five essential email templates for scheduling an interview.
Having a solid template on hand streamlines the process, ensuring you send a clear, professional, and on-brand message without having to start from scratch.
<template>
Subject: Phone Interview with [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
Thank you for your interest in the [*Job Title*] position at [*Company Name*]. Our team has reviewed your application, and we would like to invite you to a phone interview to learn more about your background and discuss the role in greater detail.
The call will be with [*Interviewer Name*], our [*Interviewer’s Position*], and will last approximately [*XX*] minutes. Please let me know which of the following times works best for you:
If none of these times are suitable, you can schedule a time that works for you directly on my calendar here: [*Scheduling Link*].
When you confirm, please also provide the best phone number to reach you at. We look forward to speaking with you.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
[*Company Website*]
</template>
<template>
Subject: Video Interview with [*Company Name*] for the [*Job Title*] Position
Hi [*Candidate Name*],
Thank you for your interest in the [*Job Title*] position at [*Company Name*]. The team has reviewed your application and would like to invite you to a video interview to discuss your experience and the role in more detail.
The interview will be conducted via [*Video Conferencing Tool, e.g., Google Meet*] with [*Interviewer Name*], our [*Interviewer’s Position*]. Please set aside approximately [*XX*] minutes for the conversation.
Please choose one of the following time slots that works best for you:
If none of these options are suitable, you can schedule a time directly through this link: [*Scheduling Link*].
Once a time is confirmed, you will receive a calendar invitation containing the video link. This interview will focus on [*briefly describe interview format, e.g., your past projects and technical skills*]. It's also a great opportunity for you to ask us questions.
We look forward to meeting you.
Best regards,
[*Your Name*]
[*Your Position*]
[*Company Name*]
[*Company Website*]
</template>
<template>
Subject: Invitation to Interview at [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
We enjoyed reviewing your application for the [*Job Title*] position and would like to invite you to our office for an in-person interview.
The interview will be with [*Interviewer Name*], our [*Interviewer’s Position*], and will last approximately [*XX*] minutes. Our office is located at [*Full Office Address*]. When you arrive, please [*specific instructions, e.g., check in with the receptionist in the main lobby*].
Please let us know which of the following times works best for you:
If none of these options work, you can schedule a time directly on my calendar here: [*Scheduling Link*].
This interview will be a chance to discuss [*briefly describe interview format, e.g., your previous experience and walk through your portfolio*] and for you to get a feel for our team and workspace. Please let us know if you have any questions beforehand.
We look forward to meeting you.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
[*Company Website*]
</template>
<template>
Subject: You're Invited: Group Interview at [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
Thank you for your interest in the [*Job Title*] position at [*Company Name*]. Your application stood out, and we’d like to invite you to the next step: a group interview.
This session will be held with a small group of candidates and is designed to be a collaborative experience. It will involve a [*briefly describe activity, e.g., team-based exercise*] that reflects the kind of work we do here. This format allows us to see your problem-solving skills in action and gives you a better feel for our company culture and team dynamics.
The interview will be facilitated by [*Interviewer Name*], our [*Interviewer’s Position*], and will last about [*XX*] minutes. We are holding a few sessions, so please let us know which of the following times you can attend:
The interview will take place at [*Location or Video Conference Link*]. Please confirm your availability by [*Confirmation Date*] so we can finalize the arrangements. If you have any questions beforehand, feel free to reach out.
We look forward to meeting you.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
[*Company Website*]
</template>
<template>
Subject: Invitation to Panel Interview with [*Company Name*] for the [*Job Title*] Role
Hi [*Candidate Name*],
Following up on our recent conversations, the team would like to invite you to the next stage of the interview process for the [*Job Title*] position: a panel interview.
This interview is an opportunity for you to meet several members of our team at once and for us to get a well-rounded perspective on your skills and experience. The panel will include:
The interview will last approximately [*XX*] minutes and will be held at [*Location or Video Conference Link*]. Please let us know which of the following times works for you:
If none of these times are suitable, you can book a time directly on my calendar here: [*Scheduling Link*].
The conversation will focus on [*briefly describe interview format, e.g., a case study discussion and your approach to collaboration*]. Please come prepared to share your thoughts and ask any questions you may have for the team.
We look forward to our conversation.
Best,
[*Your Name*]
[*Your Position*]
[*Company Name*]
[*Company Website*]
</template>
These templates provide the framework for professional candidate communication. Flodesk helps you save and automate these messages, ensuring every applicant receives a consistent, on-brand experience.
Our intuitive builder lets you create and send emails that reflect your company's quality, without needing any design skills. See how you can streamline your communications by getting started with Flodesk.
Having the right templates on hand makes your hiring process smoother and more professional. It ensures every candidate interaction reflects the quality of your brand.
Flodesk is designed to help you manage and send these communications beautifully and efficiently. Start building your email workflow and see the difference it makes.
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