Sending an interview confirmation email is an excellent way to convey your interest in the candidate who has applied. Besides, when you send an interview confirmation email, it helps the candidates understand the important details, such as the date and time of the interview or any additional requirements.

Imagine you have had a lot of interviews to conduct and are experiencing interview fatigue. Drafting a perfect interview confirmation email can be time-consuming and challenging in such a situation. In this situation, you can use interview confirmation templates to make it easier to connect with potential candidates quickly.

Sending an interview confirmation email is an essential first step before interviewing candidates. An email that confirms the time, location, and date of an interview acts as the official first point of contact between the candidate and the employer. This blog post will provide you with various useful templates and best practices for using an email to confirm an interview effectively.

Interview Confirmation Email Templates

Here are examples of email templates that help recruiters to confirm interviews with candidates professionally and confidently. Using these templates will help you expedite the hiring process and improve the candidate experience, which will have a lasting impact on the talent considering job opportunities with your organization.

1. Confirmation of an In-Person Interview

Subject: [Your Company] – Interview Confirmation – [Candidate Name]

2. Confirmation of a Video Interview

Subject: [Your Company] – Video Call Interview Confirmation – [Candidate Name]

3. Confirmation for a Phone Interview

Subject: [Your Company] – Phone Call Interview Confirmation – [Candidate Name]

4. Follow-up Interview Confirmation Email

Subject: Follow-Up Interview Confirmation for [Job title] at [Company Name]

5. Confirming Availability for an Interview

Subject: [Your Company] – Confirming Availability – [Candidate Name]

Interview Confirmation Email Reply Samples

Here are some good examples of interview confirmation email reply samples from candidates.

1. Standard Interview Confirmation from Candidate

2. Confirmation and Request for Details

3. Confirmation and Rescheduling Request

4. Confirmation of an In-Person Interview

5. Confirmation of a Video Interview

Best Practices to Write an Interview Confirmation Email

An email can be written in several different ways to confirm an employee. Most emails have important details, but they should also include proper information and guidelines. This demonstrates your attention to detail and competency. Here are some best email practices that might be helpful if you're unsure of how to write an interview confirmation email.

1. Start With a Clear Subject Line

The first thing a candidate sees when they open your email is the subject line. Having a brief and clear subject line increases the chance that your email will be read and that the candidate will know exactly what to expect.

A simple subject line such as "Your Interview with [Company Name]-Confirmed for [Date" or "Interview Confirmation: [Job Title] at [Company Name]" would be appropriate. This clearly communicates the goal of the email and minimizes the likelihood of it being ignored.

2. Use a Personalized Greeting

Personalization demonstrates your appreciation for each applicant as a unique person rather than as just another application moving through the network. In this way, you establish a good rapport from the start and set a friendly tone.

Speak to the candidate by name in a polite yet formal manner. For instance, "Hello, [Candidate's First Name]" or "Howdy, [Candidate's Full Name]," based on how formal your workplace culture is.

3. Share the Role and Job Description

Reiterating the role and important responsibilities is beneficial to ensure the interviewers and the candidate are on the same page. Additionally, it helps the candidate remember the details of the position, particularly if a while has passed since their initial application.

Briefly describe the position for which they are interviewing and provide a link to the complete job description. For example, "We're excited to interview you for the position of Accounting Manager. You can see the job description here”.

4. Communicate the Interview Date and Time

Inaccurate details about the time and date of the interview are a common issue, particularly in remote interviews involving various time zones. Clear communication about these details guarantees that both candidates and hiring managers are on the same page and prepared at the appropriate time.

Indicate the time, date, and zone of the interview in clear and concise phrases. "Your interview is scheduled for Wednesday, August 20th at 2:00 PM PST," for instance. If your business works with clients in different time zones, you might want to include a link to a time zone converter. Send out a calendar invitation along with your email confirmation.

5. Include the Duration of the Interview.

If candidates know how long the interview will last, they can better plan their day and schedule their time. This establishes expectations for the duration of the discussion, which may impact the candidate's overall preparation.

Clearly indicate how long you expect the interview to last. For instance, "It is anticipated that the interview will run about 45 minutes." Indicate the total amount of time needed if there are several phases or assessments in the interview process.

6. Share Details About the Interview Format and Platform

Interviews can be conducted through video conferencing tools, over the phone, or in person. To assist candidates with their preparation, please specify the type of interview (e.g., in-person, phone, Zoom, Microsoft Teams).

Provide any relevant links, access codes, or platform instructions if the interview is virtual. For example, "Your interview will be taken via Zoom. To join, kindly click the following link: [Link in Zoom]. To make sure you can join the call, you might want to arrive a few minutes early”.

7. Give Details About the Location (for in-person interviews)

Giving exact location details is essential if the interview is in person to prevent any confusion at the last moment. During the interview, a candidate who gets lost or arrives late because of unclear directions might feel anxious and uncertain.

If you have any additional instructions for entering the building, such as "Please check in at the front desk" or "Use the side entrance on 11th Avenue," please include them along with the full address of your office and any necessary map or directions. Also, mention the closest public transportation stops and parking locations, along with any applicable fees.

8. Provide the Interviewers' Names and Roles.

If candidates are aware of who they will be speaking with, they may feel less nervous and more prepared. They can also use this opportunity to learn more about their interviewers, which may result in deeper discussions.

List the individuals whose names and roles the candidate will be interviewing. For instance, "Our HR Manager, Casey Lee, and Sales Director, Ashley Smith, will be meeting with you." If there is a panel, tell them how many people they will be meeting. Your candidates might also find it helpful to have links to the interviewers' LinkedIn profiles to help them familiarize themselves with the interviewer.

9. Include the Required Preparations Material

If candidates are given preparation instructions, they will be more prepared to present their best work during the interview. Copies of resumes, particular documents, portfolios, and references are examples of this.

Mention any materials that the applicant needs to prepare or bring. For instance, "Please bring a portfolio of your work and a copy of your resume. Furthermore, be ready to talk about your experience using project management software."

10. Give Contact Information for Queries.

Candidates may need to communicate last-minute changes or ask questions. Establishing a point of contact allows for quick problem-solving and avoids disruptions.

Provide the name, phone number, and email address of the person they can get in touch with in case they need to reschedule or have any questions. For instance, "Please contact Cameron Doe at cameron.doe@company.com or call (123) 456-7890 if you have any questions or need to reschedule."

11. Ask for Confirmation

Getting a confirmation from the candidate guarantees that they have received the email and are aware of the specifics of the interview. This lowers the possibility of no-shows and enables you to resolve any possible scheduling conflicts in advance.

Kindly ask the applicant to confirm their attendance. As an example, "Please respond to this email to verify your attendance. We are excited to meet with you!" 

12. Use a Warm Closing

The last line of your email makes an impression. Closing on a kind note will help the candidate feel valued and excited about the interview while also reinforcing the positive tone of your communication. Also, it is important to have a proper signature at the end of the email.

"We're looking forward to meeting you!" or "Thank you for your interest in joining our team!" are good ways to close an email. After that, end the communication with a formal sign-off such as "Sincerely," or "Best regards," before your name and title.

Wrapping Up

Writing a detailed as well as thoughtful interview confirmation email may seem like a minor task, but it can have a significant impact on your hiring process. Use an interview confirmation email template to save time, ensure a professional tone, and give all candidates the information they need. Neo offers ready-to-use email templates that will help you save a lot of time. 

You can also personalize the template for every candidate by adding relevant details such as the interviewer's name, the candidate's name, and the particulars of the interview. Mastering your interview confirmation emails can take a little time, but you will have an effective hiring process.

Frequently Asked Questions (FAQs)

1. How formal should the interview confirmation email be?

The tone should be consistent with the company's culture and previous communication manners. In general, if this is your first direct communication with the candidate, use a formal and professional tone.

2. What is the best time to send an email confirming the interview?

As soon as you shortlist a candidate, you should send an email for the interview. This guarantees that the time and date of your interview are reserved and do not overlap with other interview slots. 

3. Why should I use an interview confirmation email template?

Using a template saves time during recruitment. It allows for a short, to-the-point email with the relevant details, which is typically all that candidates expect.