Receiving a request for a job interview means a potential employer sees promise in your qualifications. Your response is your first direct interaction since applying, so a clear, timely, and well-crafted reply is important. It sets a positive and organized tone for the interview process and demonstrates your professionalism.
Key Elements of a Professional Response
A prompt response to an interview invitation is good practice. Aim to reply within 24 hours to show respect for the hiring manager’s schedule and convey your enthusiasm for the position. Waiting too long can signal a lack of interest or poor organizational skills.
Your reply should begin by expressing gratitude for the opportunity. Following this, clearly confirm your interest in the role and your availability for the proposed interview time. If multiple options were provided, state which one you are confirming to avoid confusion.
If the initial invitation lacks certain information, it is appropriate to ask for clarification. You may need to inquire about the names and titles of the people who will be conducting the interview. It is also wise to confirm the format—whether it is a video call, a phone screen, or an in-person meeting—and ask for the specific link or physical address if it wasn’t included.
Conclude your email with a professional closing like “Best regards” or “Sincerely,” followed by your full name. It is also helpful to include your primary phone number and email address in your signature, as it provides easy access for the recruiter.
How to Suggest Alternative Times
If the suggested interview time conflicts with your schedule, you can request a different time. Your email should still open by thanking the sender and reaffirming your strong interest in the position. This reinforces that your request is purely logistical.
Politely state that you are unavailable at the time they proposed, but you do not need to provide a detailed explanation. The most important part of your reply is to demonstrate flexibility by offering specific alternatives. Propose two or three different dates and time slots when you are free.
How to Politely Decline an Interview
Deciding to withdraw from consideration is a professional courtesy that can preserve your relationship with a company. If you have accepted another offer or determined the position is not the right fit, it is important to inform the hiring manager. A polite declination should begin with gratitude for the interview invitation.
Your message should be clear and concise. State directly that you are withdrawing your application for the position. There is no need for a lengthy explanation; a simple statement is sufficient. Conclude by wishing the company well in its search for a suitable candidate.
Interview Response Examples
Example for Accepting an Interview
Subject: Interview Confirmation: [Your Name] – [Job Title]
Dear [Hiring Manager’s Name],
Thank you very much for inviting me to interview for the [Job Title] position at [Company Name]. I am delighted to have the opportunity to discuss my qualifications and learn more about this role.
I am available to meet on [Date] at [Time], as you suggested. The interview will be held at [Location/Platform], and I have marked it on my calendar. Please let me know if there is anything specific I should prepare or bring with me to our meeting.
I look forward to speaking with you.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Example for Requesting a New Time
Subject: Re: Interview Invitation for [Job Title]
Dear [Hiring Manager’s Name],
Thank you so much for the invitation to interview for the [Job Title] position at [Company Name]. I am very interested in this opportunity and eager to learn more about the team and the role.
Unfortunately, I have a prior commitment at the time you suggested. Would it be possible to reschedule? I am available on [Alternative Date 1] between [Time Range] or on [Alternative Date 2] between [Time Range]. Please let me know if any of these alternatives work for you.
I appreciate your flexibility and look forward to hearing from you.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Example for Declining an Interview
Subject: Regarding Interview for [Job Title]
Dear [Hiring Manager’s Name],
Thank you for the opportunity to interview for the [Job Title] position at [Company Name]. I sincerely appreciate you considering my application.
After careful consideration, I would like to withdraw my application at this time. I wish you the best of luck in finding a suitable candidate for the role.
Thank you again for your time.
Sincerely,
[Your Name]
Final Steps After Responding
Once you have sent your confirmation email, add the interview to your calendar. Make sure to include the date, time, location or video link, and the names of your interviewers. Set a reminder alert to ensure you do not miss the appointment.
With the logistics handled, your focus should shift to preparation.
- Begin researching the company in depth, looking into its recent projects, news, and company culture.
- Prepare answers to common interview questions and formulate your own questions to ask the interviewers.
- If the interview is in person, plan your attire in advance.
- For a video interview, test your technology, including your camera, microphone, and the required software, to prevent any last-minute technical issues.