When a potential employer likes your resume and cover letter, they can respond to your application by requesting an interview. This request can be communicated through a phone call or letter, but it is much more common these days to receive an email. How and when you respond to this email could further impress a potential employer and increase your chances of getting hired. In this article, we provide a comprehensive guide and some pointers on how to write a Reply to Interview Invitation Email.
How to Reply An Interview Invitation Email
Your initial response upon receiving an interview invitation should be gratitude. Always politely thank the potential employer for responding to your application and inviting you to an interview. Once that is done, respond to the email depending on the scenario:
If you are interested and available
If you would like to accept the position, convey your enthusiasm for the offer and confirm your availability. Let the recipient know if their schedule suits you or if another time will work better.
You should also restate all the details of the interview, including the date, time, and location. It may seem redundant to repeat this information as it is already in the original email, but it will help prevent miscommunication between you and the hiring manager.
If you have any questions about the interview or position, add them to your response too.
If the employer asks you follow-up questions
An employer may also use their interview invitation to ask you follow-up questions. These questions could be company or salary-related. For example, the recruiter might ask you about the company’s latest project and how you believe your skills could help achieve its goals. They might also ask you how much you expect to be paid for your work. Alternatively, the questions could be about your career goals or skillset.
The best way to respond is to answer all the questions professionally and concisely. If asked about the company, do some research to make sure your answer shows that you are familiar with the firm.
If questions about your skillset focus on skills you do not possess, do not lie or exaggerate. Accept that you do not have the mentioned skills but express that you are willing to learn. You can also redirect to a similar skill you possess that could help you achieve similar results.
If the employer asks you to call to schedule an interview
Sometimes, your potential employer will ask you to call them to schedule an interview. They will provide their contact information and a suitable time to call them (you can ask for this information in your response email if it is not offered). In this case, thank the recipient and confirm that you will call them.
If the employer asks you to email to schedule an interview
In case an employer asks you to email to schedule an interview, similarly to previous scenarios, thank the recipient then get straight to scheduling the interview. Consider the following tips when choosing a date and time:
- Pick a day when you do not have any other commitments that could derail you.
- Opt for a mid-morning meeting when the interviewer is likely active and in a better mood. Avoid late afternoon interviews if possible.
- Set the interview for a day or two after you receive the invitation. This will show the potential employer that you are eager about the position.
If you wish to decline
If you are no longer interested in the position, thank the hiring manager for contacting you and express your regrets. You should also provide a short explanation of why you can no longer accept the job.
What to Include in Your Response
When applying for a job, every form of contact you have with the recruiter is crucial. This includes emails. Your Reply to Interview Invitation Email should be short but effective. It should include;
A formal salutation
The salutation is where you acknowledge the recruiter or hiring manager by their name and proper title (e.g., Mr. Simpson/Mrs. Laker/Dr. Hill/Hawkins, Ph.D., etc.). It is courteous and professional and can separate you from other applicants who may be more inclined to immediately ask about the interview.
A word of thanks
After writing the salutations, thank the recipient for inviting you to an interview. This simple and seemingly unnecessary detail can make you seem courteous and enthusiastic.
A position confirmation
The next portion of your email should mention the position for which you are being interviewed. This confirms to the recruiter that you are aware of the position and the roles involved.
The response
Craft your response to the invitation depending on the scenario (as discussed above). If you are accepting the interview, things to ask about include the time and location of the interview. You can also ask if you need to bring anything to the interview, such as samples of your work.
Closing remarks
Close the email by reiterating your gratitude. Follow this with a professional closing and mention your full name at the end.
Your contact number and email
Below your name, add your email address and phone number through which the recruiter can reach you if they have any questions or concerns.
Sample Email Response with Set Times
Sample Email Response for A Phone Interview
Sample Email Response with a Sales Pitch
Download Email Template
Tips for Drafting Your Response
Preparing a good Reply to Interview Invitation Email is essential to impress the recruiter. This involves considering the language, format, and the length of the response. Here are some tips to help you draft a catchy but professional response:
Keep Your Tone Professional and Upbeat: When writing your response email, your tone needs to adjust between upbeat and professional. Try to convey that you are excited about the invitation without sounding informal and impolite.
Be Courteous and Concise: Express gratitude for the opportunity and respect for the recruiter’s time. You can do this by saying thank you and keeping your email short and to the point – two paragraphs should suffice.
Follow Formal Formatting: Begin your email with a proper salutation, followed by a body featuring an appropriate response, and end it with a professional closing remark. Maintain a formal format, using the same formatting guidelines the recruiter used in their email.
Avoid Emojis and Slang: To remain professional, avoid using slang, informal language, and emojis, which can be construed as too casual.
Proofread and Edit: Finally, always read your final draft of the response email and edit any grammar or spelling errors. You can also read it out loud to identify any syntax errors that may cause miscommunication.
Key Takeaways
Remember, your response plays a significant role in the outcome of your interview and in your chances of getting the job. Keep the following tips in mind when drafting it:
- Write and send your response within hours of receiving the interview invitation.
- Always thank the employer for responding to your application and offering you an interview.
- Use the email to confirm details about the interview, such as the location, time, and requirements. You can also request information about the person who will interview you.
- Before you send the email, proofread and edit it to ensure it is polite, concise, and professional.
