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How to respond via email for an invite to interview
The way you interact with recruiters and hiring managers is just as important as your skills and qualifications when looking for a job. Before a company has even met you, they’re forming an opinion about you as a potential candidate.The manner in which you handle verbal and written communication is likely to be an integral part of the job. Hence, proper etiquette when responding to and dealing with a company, even from the early stages in the recruitment selection process, is paramount.It can be a little daunting when responding back, especially for a candidate that is new in their career. The following tips can help make the process a little easier:
looking forward to the Email interview Response:
If you know that you’ve applied for a few positions, remember to check your email frequently and answer all requests as soon as possible. Remember to always address any questions recruiters or hiring managers may have – this is important if they have asked you when you are available. Consider these examples:
“Thank you for your invitation to interview with [company name].
Thank you for the invitation to interview for the [job position]. I appreciate the opportunity and I look forward to meeting with [hiring manager] on [date] at [time] in your [location].”
If you receive a telephone call asking you to confirm your interview appointment, try to answer it or return it as soon as possible. When phoning, consider your tone of voice, thank the recruiter or hiring manager for the interview request, and tell him or her you’re available at the scheduled time.
If you get a voicemail when returning the call, consider saying “Hi [insert name], thank you for calling to schedule an interview time. I’m sorry I wasn’t able to take your call, but I’m available to interview with you on [day], [date], [month], and I look forward to seeing you then.”
It’s appropriate to use the recruiter or hiring manager’s name when you call. Pick a time when you won’t be interrupted or have distracting noise in the background.
Alternative Time:
If the day and time of the recruiter or hiring manager offers for your interview aren’t convenient for you, consider rearranging your schedule to accommodate theirs. Tell the interviewer you appreciate the invitation and you’re looking forward to meeting with him or her, however you have a scheduling conflict.
You can say that you may be able to rearrange your schedule, but you need a few hours to do so, or you can suggest alternative dates. Always try to make it easier for the recruiter since you’re the one looking for a job. As soon as you find out if you can rearrange your conflict, let them know. Often the recruiter can be on a tight timeframe to respond to their client.
Timeliness:
The sooner you get back to the recruiter or the hiring manager, the better. They often don’t have a lot of time to wait for you to confirm an interview time and usually have to coordinate with a number of people. Interview slots are first come / first serve, so you want to be as prompt as possible to get an interview slot that works best with your schedule.
Appreciation:
Always remember your manners and etiquette, a ‘please’ and ‘thank you’ can go a long way. Continually mention your appreciation for being selected for an interview. There could be many applicants who have applied for the same position, and a number of people could be interviewed.
The fact that you have been selected indicates you have strong qualifications for the position, and you could have made it through several screening processes. Also, don’t forget to thank the recruiter that has put you forward for the position.
looking forward to the interview call
How to respond to an interview request
looking forward to the interview request
To respond to an interview request, follow the steps below:
Start your email by thanking the hiring manager for their consideration.
If you’re interested in the position, provide your availability along with your phone number.
If you are not interested, respond politely with a short explanatory message.
Keep your tone professional and upbeat.
Avoid emojis, emoticons and slang.
Proofread your messages for typos before you hit send.
Here are a few email examples of how to respond to an interview request and follow-up questions:
How to respond when an employer requests an interview
In this case, you should send your response the same day. This shows enthusiasm for the role and respect for the employer’s time.
Begin your interview confirmation email with a note of thanks. If possible, agree to the employer’s suggested day and time. However, if you are currently working and your schedule is not flexible, most employers will accommodate your situation. Below is a sample email to consider if an employer contacts you requesting an interview:
Dear Ms. Wade,
Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 pm, and I look forward to meeting with you to discuss this position in more detail.
Please let me know if I can provide any additional information prior to our meeting on Wednesday afternoon at your offices.
Sincerely, Jaime Jones Phone: (555) 555-1234
The response is short, clear and positive. It reinforces the date and location of the interview. There’s no need to include additional details—you’ll discuss the specifics during the interview.
Job Interview Business Meeting At Law Office Wearing Face Mask
How to respond if an employer asks you to call to schedule an interview
Another type of email you might receive from an employer is a request to call the employer’s offices to schedule an interview. Even though the employer wants you to call, you could also consider sending a brief confirmation email. Here’s an example:
Dear Ms. Wade,
Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will call you tomorrow afternoon to arrange for an interview.
I look forward to speaking with you. Please let me know if I can provide any additional information.
Sincerely, Jaime Jones Phone: (555) 555-1234
How to respond if an employer asks you follow-up questions
Finally, an employer might email you with follow-up questions. These questions are essentially a preliminary interview, so respond with professionalism and detail:
When asked company-related questions
Provide specific, detailed responses. Research company information (including corporate blogs and social media channels), and adapt the language you find there into your own words.
When asked about your pay or salary requirements
Employers ask this question because they want to know your expectations are aligned with what they can offer. You have a few options when answering this question. One is to delay talking about pay until you know more about the job. An example response could be: “I’m looking for a competitive offer that includes benefits and other kinds of compensation. I’d like to know more about the specifics of what this job requires first.”
Another option is to provide a range instead of one number. If you’re only interested in this job if it pays a specific amount, be honest. This can help you and the employer determine if this is a match early on. For more example responses to this question, visit How to Talk About Salary in a Job Interview.
When asked questions about your own career path
Align information from your resume with the job description to make natural connections. Be sure that your enthusiasm for the position and the industry is apparent.
looking forward to the interview and skills
When asked about skills you don’t have
Be truthful. Instead, discuss transferable skills, proof of adaptability, ability to acquire new skills quickly, and a willingness to learn. In today’s job market, it’s rare that candidates have all the listed qualifications, so don’t be intimidated or discouraged. Instead, provide examples that show you can learn and grow as an employee.
The following template provides sample opening and closing statements you can use when replying to an employer who asks follow-up questions in an email. This strategy can help move the process to the interview scheduling stage:
Dear Ms. Wade,
Thank you so much for considering me for the Social Media Manager role at XYZ Company. I’ve outlined responses to your questions below.
[INSERT YOUR SPECIFIC ANSWERS]
I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.
Sincerely, Jaime Jones Phone: (512) 555-1234
looking forward to the interview call
How to respond if an employer asks you to email to schedule an interview
Employers sometimes request that you email another individual to schedule an interview. This will likely be someone you have not contacted in the job application process. In this case, you must write two emails: a reply to the employer’s email and another to the person arranging the interview. Again, it’s important to respond promptly to the employer and remain brief in your reply. In the second email, you’ll need to provide context for the reason you’re writing. Here are two templates to help you navigate both situations:
To the employer
Dear Ms. Wade,
Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will email Kate Duran to arrange for an interview. I look forward to speaking with you and additional members of your team.
Please let me know if I can provide any further information in the meantime.
Sincerely, Jaime Jones Phone: (555) 555-1234
To the person arranging the interview
Dear Ms. Duran,
I received an email today from Elaine Wade requesting that I contact you to schedule an interview for the Social Media Manager role at XYZ Company. At your convenience, please let me know when you have openings in your schedule.
I am excited to learn more about the opportunities at XYZ Company and look forward to discussing the role in greater detail.
Sincerely, Jaime Jones Phone: (555) 555-1234
If your schedule isn’t flexible, let this second email recipient know. You can add a few more sentences in the first paragraph that explain your circumstances. For example:
Responding to an interview request is the beginning of your communication. Set a great tone in that first response, and you may improve your chances of moving forward in the hiring process. Once you secure a first-stage or phone interview, you should be prepared to answer common interview questions and discuss your salary expectations. If you’re unsure about what salary is appropriate to ask for the position, visit Indeed’s Salary Calculator to get a free, personalized pay range based on your location, industry and experience.