An interview request email is a formal message sent to a company or professional to ask for a meeting. Its purpose can be to apply for a specific job, seek an informational interview, or create a networking opportunity. This email serves as a first impression, demonstrating your professionalism and genuine interest.
Research Before You Write
Before you write, research is necessary. A generic email is easy for a recipient to ignore, so personalization is a foundational element of a successful request. Investigate the company by looking into its recent projects, news, or stated values to understand its current focus and culture. This information will allow you to tailor your message and show genuine interest.
The most important part of your research is identifying the correct person to contact. Sending an email to a general address significantly lowers the chance of it reaching a decision-maker. Aim to find the hiring manager for the specific department or the department head. Professional networking platforms like LinkedIn are useful for this, as you can search the company’s page for employees with relevant titles.
Crafting Your Interview Request Email
Write a Clear and Concise Subject Line
The subject line is the first thing a recipient sees and influences whether they open your email. It must be professional, clear, and direct. An effective formula includes the purpose of your email and your name, making it easy for the recipient to categorize and find later.
For a job application, a subject line like “Job Application: [Position Title] – [Your Name]” is standard. If you are seeking advice, “Informational Interview Request: [Your Name]” works well. If a mutual connection referred you, including their name, such as “Introduction from [Referrer’s Name],” can increase your open rate.
Use a Professional Salutation
Your greeting sets the tone for the entire message. Use a formal salutation, such as “Dear Mr./Ms. [Last Name],” to show respect and professional courtesy. Finding the recipient’s name and correct title demonstrates attention to detail.
If you cannot determine the recipient’s gender or preferred title, using their full name, like “Dear [First Name] [Last Name],” is a safe alternative. Avoid casual greetings like “Hey” or generic openings such as “To Whom It May Concern,” which can make your email feel impersonal.
Introduce Yourself and Your Purpose
The opening paragraph of your email should be direct. State who you are and why you are writing within the first couple of sentences. A concise introduction that immediately establishes context is more likely to hold a busy professional’s attention.
For example, you might start with, “My name is [Your Name], and I am a [Your Profession/Field] writing to express my interest in the [Position Title] role I saw advertised on [Platform].” For an informational interview, you could say, “My name is [Your Name], and I’m currently a [Your Situation]. I am reaching out to request a brief informational interview to learn more about your experience in the [Industry] field.”
Explain Your Value or Interest
This is the core of your email, where you make your pitch. This section must be tailored based on the research you conducted. Briefly connect your skills, experience, or interest to the company or the individual you are contacting. The goal is to show you have done your homework and have something relevant to offer or a sincere desire to learn.
You might highlight a specific accomplishment that aligns with a project the company recently launched or mention a skill that matches a requirement in the job description. For an informational interview, you could mention an article the person wrote or a career path they took that you admire.
Make a Clear Call to Action
Your request needs to be clear and easy for the recipient to act upon. Propose a concrete next step and acknowledge their busy schedule by suggesting a brief meeting, which makes the request feel more manageable.
For instance, you could write, “I was hoping for a brief 20-minute conversation to ask you a few questions about your experiences.” To reduce friction, offer flexibility: “I am available on [Provide a few specific dates and times] but am happy to work around your schedule.” Asking for a specific, short amount of time makes the request less daunting.
End with a Professional Closing and Signature
Conclude your email with a professional closing, such as “Sincerely,” “Best regards,” or “Thank you for your consideration.” Following the closing, your email signature should provide contact information. It should include your full name, phone number, and a link to your LinkedIn profile or a professional portfolio.
Interview Request Email Template
Subject: [Purpose of Email: e.g., Informational Interview Request or Job Application: Position Title] – [Your Name]
Dear [Mr./Ms./Mx. Last Name],
My name is [Your Name], and I am a [Your Profession/Current Status, e.g., recent graduate, marketing professional with 5 years of experience]. I am writing to you today to [State your purpose clearly, e.g., express my strong interest in the [Job Title] position at [Company Name] / request a brief informational interview].
[This is where you explain your value or interest. Personalize it based on your research.] For a job application, you might say: “I have been following [Company Name]’s innovative work in [Industry], particularly the [Specific Project or Achievement], and I was excited to see the opening for the [Job Title] role. My experience in [Specific Skill or Experience] aligns directly with the requirements you’ve outlined.” For an informational interview: “I was so impressed by your career path from [Previous Role] to your current position as [Current Title] at [Company Name]. As I am exploring a career in [Field], I would be grateful for the opportunity to learn from your experience.”
I know you have a very busy schedule, but I was hoping you might have 15-20 minutes for a brief phone or video call in the coming weeks. I am available [Suggest 2-3 specific dates and times, e.g., Tuesday between 10 AM and 2 PM or Thursday afternoon]. Please let me know if any of those times work for you, or if another time would be more convenient.
Thank you for your time and consideration. I look forward to hearing from you.
Best regards,
[Your Full Name]
[Your Phone Number]
[Link to your LinkedIn Profile]
[Link to your Portfolio/Website (Optional)]
Tips for Increasing Your Response Rate
To improve the chances of your email being read, a few strategic considerations are helpful. Always proofread your message multiple times to eliminate any typos or grammatical errors. A polished, error-free email reflects your professionalism and attention to detail.
Keep the entire email concise and scannable, ideally under 200 words. The timing of when you send the email can also impact its visibility. Sending an email mid-morning, between 9 a.m. and 11 a.m., on a weekday like Tuesday or Thursday often yields the best results.
How to Follow Up
If you do not receive a response, a polite follow-up is appropriate. Wait about one week before sending a follow-up message. This gives the recipient ample time to review your original email without making you seem impatient, and it demonstrates your continued interest.
Your follow-up should be a direct reply to your original sent email to keep the conversation in one thread. The message should be brief and courteous. A simple note like, “Dear [Mr./Ms. Last Name], I hope you’re having a great week. I’m writing to politely follow up on my email from last week regarding the [Job Title] position. I remain very interested and look forward to hearing from you when you have a moment,” is sufficient.