Crafting a clear and professional email to schedule an interview is a step in the job application process. This initial communication does more than just coordinate schedules; it sets the tone for your interaction with a potential employer and offers a glimpse into your professionalism. A well-constructed email can positively influence a hiring manager’s perception before you even meet.
Key Elements to Include in Your Email
A Clear and Professional Subject Line
The subject line is the first thing a recruiter sees and must clearly state the email’s purpose. A subject line like “Interview Availability for [Job Title]” or “Following Up on [Job Title] Interview” is direct and professional. This clarity ensures it gets noticed and addressed promptly, so avoid vague titles that could be overlooked.
A Polite and Professional Salutation
Begin your email with a formal salutation using the hiring manager’s or recruiter’s name, such as “Dear Mr. Johnson,” or “Dear Ms. Smith,”. If you are unsure of their gender or title, using their full name, like “Dear Alex Chen,” is a safe and respectful option. This personal touch demonstrates attention to detail.
A Thank You and Expression of Enthusiasm
After the salutation, briefly thank the recipient for the opportunity to interview. Expressing your continued enthusiasm for the role reinforces your interest. For example: “Thank you for the invitation to interview for the [Job Title] position; I am very interested in learning more about this opportunity.”
Your Specific Availability
Provide several specific dates and times you are available to interview. For example, you could write, “I am available on Tuesday from 10:00 AM to 1:00 PM, Wednesday between 2:00 PM and 5:00 PM, or Friday morning.” Always include your time zone to prevent confusion, especially if the company is in a different location.
A Professional Closing and Signature
End your email with a professional closing, such as “Sincerely,” or “Best regards,” followed by your full name. Your email signature should include your phone number and a link to your LinkedIn profile for easy access to your contact information.
Best Practices for Tone and Etiquette
Maintain a professional yet enthusiastic tone throughout your email. Your language should reflect your genuine interest in the role without sounding overly casual or desperate, showing respect for the process.
Promptness in your reply is an indicator of your interest and organizational skills. Aim to respond to an interview request within 24 hours, as a swift response demonstrates that you are attentive and value the opportunity.
Before sending your email, proofread it multiple times to eliminate any spelling or grammatical errors. Errors can suggest a lack of attention to detail, so reading the email aloud or having someone else review it can help catch mistakes you might have missed.
Common Mistakes to Avoid
A frequent misstep is adopting a tone that is too casual. Avoid using slang, emojis, or overly familiar language, even if the company culture seems relaxed. Also, ensure you are using a professional, name-based email address to maintain your credibility.
Another common error is providing very limited availability, such as offering only a single time slot, which can make you appear inflexible. By offering several distinct blocks of time on different days, you show consideration for the interviewer’s busy schedule.
It is a mistake to ask about salary, benefits, or vacation time at this early stage. These topics are best discussed later in the hiring process, after a formal offer has been extended, as raising them prematurely can make you seem more interested in compensation than the role.
Email Templates for Scheduling an Interview
Template 1: Responding to a Request for Your Availability
Use this template when a recruiter has asked for your available times.
Subject: Interview Availability for [Job Title]
Dear [Interviewer’s Name],
Thank you for the invitation to interview for the [Job Title] position at [Company Name]. I am very enthusiastic about the opportunity to discuss my qualifications and learn more about this role.
I am available to meet on the following dates and times. Please note that all times are in [Your Time Zone].
- [Date]: [Time Range, e.g., 9:00 AM – 12:00 PM]
- [Date]: [Time Range, e.g., 1:00 PM – 4:00 PM]
- [Date]: [Time Range, e.g., 11:00 AM – 2:00 PM]
Please let me know which of these times works best for you. I look forward to speaking with you.
Best regards,
[Your Name]
[Your Phone Number]
[Link to your LinkedIn Profile]
Template 2: Proactively Reaching Out to Schedule
Use this template to proactively schedule after being notified you have advanced to the interview stage but have not received a scheduling request.
Subject: Following Up on Interview for [Job Title]
Dear [Hiring Manager’s or Recruiter’s Name],
I hope this email finds you well. I was excited to learn that I have been selected to move forward to the interview stage for the [Job Title] position, and I am writing to coordinate a time for us to connect.
To make scheduling easier, I have listed my general availability below, and I am happy to adjust to your schedule. All times are in [Your Time Zone].
- [Day of the Week], [Morning/Afternoon] (e.g., Monday mornings)
- [Day of the Week], [Morning/Afternoon] (e.g., Wednesday afternoons)
- [Day of the Week], [Morning/Afternoon] (e.g., Friday mornings)
Please let me know what time and day would be most convenient for you. Thank you again for this opportunity. I am eager to discuss how my background in [mention a key skill or experience] can benefit [Company Name].
Sincerely,
[Your Name]
[Your Phone Number]
[Link to your LinkedIn Profile]
What to Do After Sending the Email
After you have sent your scheduling email, wait patiently for a response. Recruiters are often managing multiple candidates and schedules, so a reasonable timeframe to wait for a reply is between three and five business days.
If you have not received a response within a week, it is acceptable to send a brief follow-up. Your message should be a concise reminder that references your previous email and reiterates your interest without seeming impatient. For example: “Dear [Interviewer’s Name], I am writing to follow up on my previous email regarding my availability to interview for the [Job Title] position. I remain very interested in the opportunity and look forward to hearing from you.”