Receiving an invitation to interview is a significant step in your job search. Your response to this email is the next opportunity to make a positive impression on a potential employer. A prompt, professional, and well-constructed reply communicates your interest and organizational skills. It sets the stage for a successful interaction and reinforces the qualifications that earned you the interview.
Key Elements of a Professional Response
A professional response begins with a clear subject line. Since you are replying to an existing email, simply hit “Reply” to keep the original subject line intact. This ensures the hiring manager can easily track the conversation. A polite and formal salutation, addressing the sender by their name (e.g., “Dear Mr. Smith” or “Dear Jane Doe”), demonstrates respect and attention to detail.
Following the salutation, express your appreciation for the invitation. A simple sentence thanking them for the opportunity and conveying your enthusiasm for the role reinforces your interest. This gesture shows that you value their time and helps to build a good rapport with the hiring team.
The core of your email is confirming your availability. Clearly state whether the proposed time works for you, and if it does, confirm the date and time explicitly to avoid any misunderstanding. Conclude with a professional closing, such as “Sincerely” or “Best regards,” followed by your full name and contact information.
Handling Scheduling Conflicts
If you have a prior commitment that conflicts with the suggested interview time, your response should still be prompt and courteous. Reinforce your strong interest in the position despite the scheduling issue and express your continued excitement about the role and the company.
Directly but politely state that you are unavailable at the time they proposed. It is not necessary to provide a lengthy explanation for the conflict; a simple statement that you have a prior commitment is sufficient. Over-explaining can appear unprofessional or defensive.
To demonstrate flexibility, offer several alternative blocks of time when you are available. Providing a range of dates and times makes it easier for the hiring manager to find a new slot that works for them. This approach shows that you are serious about the opportunity and willing to work with them to find a solution.
Responding to Different Interview Formats
Your response should be tailored to the specific format of the interview, whether it is by phone, video, or in person. Each format has unique logistical considerations that are best addressed in your confirmation email.
For a video interview, it is wise to confirm the platform that will be used, such as Zoom, Google Meet, or Microsoft Teams. This allows you to test the software in advance and ensure you have a stable internet connection, preventing technical difficulties on the day of the interview. For a phone interview, confirm the best contact number for them to reach you and clarify whether you will be calling them or they will be calling you.
If the interview is in person, your email is an opportunity to confirm the exact address and ask for any specific logistical details. You might inquire about parking availability, public transportation options, or building entry procedures. Asking these questions in advance shows that you are planning ahead and ensures a smooth and timely arrival, allowing you to focus completely on the interview itself.
Examples and Templates
Here are two templates you can adapt for your response. These examples incorporate the key elements of a professional and effective reply.
Template 1: Simple Confirmation
Subject: Re: Interview Invitation for [Job Title]
Dear [Hiring Manager’s Name],
Thank you for the invitation to interview for the [Job Title] position at [Company Name]. I am very interested in this opportunity and excited to learn more about the role and your team.
I can confirm my availability for the interview on [Date] at [Time]. I look forward to speaking with you then. Please let me know if there is anything I need to prepare beforehand.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Template 2: Proposing New Times
Subject: Re: Interview Invitation for [Job Title]
Dear [Hiring Manager’s Name],
Thank you so much for inviting me to interview for the [Job Title] position at [Company Name]. I am very enthusiastic about the possibility of joining your team.
Unfortunately, I have a prior commitment at the time you suggested. I am available on [Alternative Date 1] between [Time Range], on [Alternative Date 2] between [Time Range], or on [Alternative Date 3] in the afternoon. Please let me know if any of these times work for you.
Thank you again for this opportunity. I look forward to hearing from you.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Common Mistakes to Avoid
When responding to an interview invitation, certain missteps can detract from the positive impression you want to create. Avoid these common errors:
- Delaying your response: Aim to reply within 24 hours to show your enthusiasm and respect for the hiring manager’s time. A slow response might suggest a lack of interest in the position.
- Using an overly casual tone: Avoid slang, emojis, or overly familiar language. Maintain a professional demeanor throughout your communication, as this is an extension of your professional persona.
- Forgetting to proofread: A message with typos and grammatical errors can signal a lack of attention to detail. Before hitting send, take a moment to review your response carefully.
- Asking about compensation too soon: This initial scheduling email is not the appropriate time to ask about salary or benefits. These topics are best discussed later in the hiring process.