Congratulations! You've been invited to an interview, but will you accept it? Whatever your decision, we will show you how to respond to an interview invitation and make the best impression on the recruiter.
How you respond to an email interview request reflects your professional and personal qualities. Do it correctly, and you could boost your personal brand. Get it wrong, and you can kiss goodbye to the new job!
In this guide on how to respond to an interview invitation, we cover the format and show you how to write better messages. You'll also find 5 interview request emails covering:
- Accepting an interview email
- Rejecting an interview email
- Asking to change the time of an interview email
- Asking to change the date of an interview email
- Requesting additional information interview acceptance email
Let's get into the details and help you write better interview response emails!
Respond to Your Interview Request with Confidence
Unsure about how to respond to an interview request or invitation? Embrace our AI email writer to craft your response professionally!
What is an interview invitation response email?
The recruitment process is pretty simple. Spot a job you like, submit an application, and are invited for an interview. OK, it doesn’t always work this way (but it should!)
But, let’s say you’ve worked through the process so far and been invited for an interview. Things are about to get real!
When you receive the interview application email, things are about to get real. Firstly, sit down and ask yourself these questions:
- Do you want the job?
- Can you make the interview date and time?
- Do you need to clarify any details before accepting?
- Do you have the right clothes to wear?
When you've got the answers, it's time to respond to an interview request. Interview invitation reply messages will confirm whether you're attending or not. You can also use them to request changes to dates, times, locations, and more.
In these 5 examples, we show you how to respond to an interview request professionally.
Accepting an interview email
The date, time, and location all work for you, so let's lock in that interview date! Accepting an interview is pretty straightforward and could be as simple as a single sentence – but words cost nothing, so spend some time crafting a better response.
In this sample for accepting an interview, we strive to be professional and make a great impression on the recruiter.
Dear [Recipient's Name],
I trust this email finds you well. I am writing to express my appreciation for the opportunity and to confirm the details of our forthcoming interview.
The proposed date, time, and location align perfectly with my schedule. Therefore, it is with great pleasure that I accept the interview invitation. I eagerly anticipate the opportunity to meet with you and further discuss potential synergy with the position's requirements.
I kindly ask that you inform me of any additional preparation necessary, or specific documents I should bring to facilitate the interview process.
Thank you in advance for your attention and this opportune engagement.
Best regards,
[Your Name]
Rejecting an interview email
If you've decided this opportunity isn't for you, here's an email to reject an interview invitation. While you don't need to explain your decision, it's often worthwhile doing so.
Sometimes, elements of the job (such as salary, start date, or vacation allowance) are negotiable.
In this email rejecting an interview, we strive to be businesslike and not burn any bridges!
Dear [Recipient's Name],
Thank you for considering me for the interview opportunity. After careful consideration, I have decided that this position is not the right fit for my career goals at this time.
I appreciate the time and effort your team has put into reviewing my application and scheduling the interview. I am honored to have been considered.
Should any future opportunities arise that align more closely with my professional goals, I would be delighted to explore them with your organization.
Thank you again for the invitation.
Best regards,
[Your Name]
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Read also: How to Decline an Interview via Email (5 samples & templates)
Asking to change the time of an interview email
If the interview time doesn't work, it's always worth asking if you can change it to another slot. In most cases, recruiters understand you're busy ad will do what they can to accommodate your requests.
Instead of saying no outright, suggest some alternative times that might be suitable for you. You could also suggest a video conference if you can't make a physical meeting.
Dear [Recipient's Name],
I hope this email finds you well. I am writing to inquire about the possibility of changing the scheduled interview time.
Unfortunately, the current slot does not work for me due to unforeseen circumstances. I understand the value of your time and apologize for any inconvenience caused. If it's feasible, could we explore alternative time slots?
Thank you for your understanding and flexibility. I look forward to your response.
Best regards,
[Your Name]
Read also: How to Ask for a Raise via Email
Asking to change the date of an interview email
Changing the date of an interview is trickier but possible. You'll need to provide an explanation of why you can't make the first date and suggest alternative dates that you can make.
The recruiter doesn't need to agree to your request, but be as polite as possible, and you never know what could happen…
Dear [Recipient's Name],
I hope this email finds you well. I apologize for any inconvenience caused, but I am unable to attend the interview on the initially scheduled date due to unforeseen circumstances. However, I am available on the following alternative dates:
- [Alternative Date 1]
- [Alternative Date 2]
Please let me know if any of these dates would be suitable for rescheduling the interview. I appreciate your understanding and flexibility.
Thank you for your attention.
Best regards,
[Your Name]
Read also: How to politely decline an invitation via email (5 samples & templates)
Requesting additional information interview acceptance email
Sometimes you might need additional information before accepting an interview request, and that's totally fine.
This email is a way to request information on the interview. For example, you could want details about the presentation, tack, interview panel, or anything else.
Here's how to request more information about an interview acceptance email.
Dear [Recipient's Name],
I hope this email finds you well. I am writing to request additional information before accepting the interview request.
Could you please provide me with more details about the interview format, such as whether it will be conducted in person or online, and if there are any specific topics or materials I should prepare for?
Thank you for your attention and I look forward to receiving further information in order to confirm my acceptance.
Best regards,
[Your Name]
How to respond to an interview request email
How we respond to emails says a lot about us as people, so consider how you want to be seen. You could just send an email saying "Yes," but what does that say about you?
Instead, it's worth taking to the time to craft a reply. Professional interview invitation email replies include three things:
- Simple and clear subject line
- Clear body copy
- Sign off and details of next steps
Here is our step-by-step guide to creating the best interview invitation response emails.
Reply to interview invitation email subject line
Your email replying to an interview request needs a strong but simple subject line. Don't try to be funny or creative; go with something that states why you're messaging (accepting an interview, declining it, or asking for changes to date and time).
Here are some sample email subject lines for each of the interview invitation email examples above:
- Interview confirmation
- I’m delighted to accept your invitation
- Confirming my attendance
- (Date & Time) Interview confirmation
- (Role name) – Conformation of attendance
- Can’t wait to meet you – Interview confirmation
As you can see, these email subject lines are short and (if we’re honest) very dull. And that’s a good thing. State you’re attending, confirm it, and start preparing!
Reply to interview invitation email body copy
Your body copy is where you add the details and outline exactly what's happening.
Start with a polite greeting (Hi, Hello, etc.). Always use the person's first name if you can. This builds a personal connection that can be positive.
Next, acknowledge receipt of the interview invitation (regardless of whether you accept or not).
"Thank you for inviting me to interview for the programmer post at (insert company name).
You can also learn more about how to say thanks after an interview.
Next, say why you're messaging in simple terms.
"I"m delighted to accept the invitation and can confirm that I can attend the interview on (insert date)."
Of course, if you can't attend (or don't want to), say it straight. However, if you need to request to change the date, time, or location, now's the time.
"However, I already have a prior appointment at this time. Can I move my interview to (insert date/time)? I hope that this doesn't cause you any difficulties.”
If you need to clarify any details, be sure to add that to your message.
"Please clarify whether there is parking available at your office."
We're almost done! Now it's time for the sign-off.
Reply to interview invitation email sign-off/next steps
You could end your email interview confirmations here, but you should always press for confirmation and ask about the next steps.
"Please confirm that you have received my email and that I've secured my interview slot."
Always add contact details and courage them to get in touch with you.
"You can contact me using this email address or call me on (insert details)."
Don't forget to finish with a polite ending (Many thanks, Kind regards, best regards, etc.). Add
your name, signature, and contact details, and get ready to send!
Pro tips on how to reply to an interview email
Interview confirmation emails are short, so there’s not really a huge amount you can induce. Right? Wrong! You can use your confirmation emails to make a great impression on the interviewer (or recruiter). You can ask questions, clarify issues, and basically, boost your chances of getting a job.
Here are some pro tips to get you started:
- Always respond on time and to the person who sent the email. Being polite and friendly costs nothing but means a lot. Try to make the person who reads the email smile just a little bit and you’re doing well.
- Boost your skills and express how excited you are to be attending an interview! A little enthusiasm can go a long way. Don’t be afraid to showcase some of your skills in the email, too.
- Identify issues and deal with them. Can’t make the date or time? Deal with it upfront and dispassionately. That means apologies, acknowledging the inconvenience this could cause, and suggesting an alternative.
- Always (ALWAYS) check everything. Include attachments, presentations, portfolios, and pictures of your animals (not the last one) that you’re asked. Also, review spelling and grammar and make sure it’s 100% accurate.
- Shh, want to know a secret? HIX.AI has a super powerful AI email writing tool that can create email confirmations in seconds, leaving you to focus on looking, sounding (and smelling) like the person they want to give a job too after the interview.
Conclusion
Congratulations jobseekers. We can tell you from personal experience you should be proud you’ve got that interview slot, so don’t let things slip now. Keep our guide on how to respond to interview invitations handy, it’s packed full of everything you need to create compelling emails. Be clear, confident, and concise. Follow the format, be friendly, and focus on your key strengths. You've got this! Now it’s time to smash the interview and secure the job.