Sending the right interview invitation email sets the tone for your entire hiring process. A clear, professional email shows respect for candidates’ time and gives them all the details they need to prepare. This makes both your job and theirs much easier.
The best interview invitation emails balance friendliness with professionalism. They give exact information about dates, times, locations, and what to expect. This helps candidates feel ready and confident when they walk through your door.
Job Interview Invitation Email Samples
These email samples will help you contact job applicants effectively. Each one can be changed to fit your company’s style and the job opening.
1. Standard Job Interview Invitation
Subject: Interview Invitation – [Position] at [Company Name]
Dear [Candidate Name],
Thank you for applying for the [Position] role at [Company Name]. We were impressed by your qualifications and experience, and would like to invite you for an interview to discuss your application further.
Your interview has been scheduled for [Date] at [Time] at our office located at [Address]. The interview will last approximately [Duration] and you’ll be meeting with [Interviewer Name], our [Interviewer Position].
Please bring a copy of your resume, portfolio (if applicable), and any identification required to enter our building.
If this time doesn’t work for you, please let us know by replying to this email or calling [Phone Number], and we’ll be happy to find an alternative.
We look forward to meeting you and learning more about your skills and experience.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
2. Phone Interview Invitation
Subject: Phone Interview Request – [Position] at [Company Name]
Hello [Candidate Name],
Thanks for your interest in the [Position] role at [Company Name]. We’ve reviewed your application and would like to schedule a phone interview as the first step in our hiring process.
Could you be available for a 20-minute call on any of these dates: – [Date Option 1] between [Time Range] – [Date Option 2] between [Time Range] – [Date Option 3] between [Time Range]
Please reply with your preferred date and time, along with the best number to reach you. Our team member [Interviewer Name] will call you from a [Company Name] phone number.
This initial conversation will focus on your background, skills, and interest in the position. You’ll also have a chance to ask questions about the role and our company.
Let me know if you need any other information before the call.
Thanks,
[Your Name]
[Your Position]
[Company Name]
[Email and Phone Number]
3. Video Interview Invitation
Subject: Video Interview Invitation – [Position] Role
Dear [Candidate Name],
Thank you for applying to the [Position] position at [Company Name]. We’d like to invite you to a video interview to learn more about your experience and skills.
Interview Details: Date: [Date] Time: [Time] ([Time Zone]) Platform: [Zoom/Microsoft Teams/Google Meet] Meeting Link: [Link] Meeting ID: [ID if applicable] Password: [Password if applicable]
You’ll be speaking with [Interviewer Name(s)], our [Interviewer Position(s)]. The interview will take about [Duration] minutes.
Please test your camera, microphone, and internet connection before the interview. Find a quiet place with good lighting. If you have any technical problems, contact [Technical Support Contact] for help.
If you need to reschedule, please let us know at least 24 hours before.
Looking forward to meeting you virtually!
Regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
4. Group Interview Invitation
Subject: Group Interview Invitation – [Position] at [Company Name]
Hello [Candidate Name],
Thank you for your application for the [Position] role at [Company Name]. We’re pleased to invite you to a group interview.
The interview will take place on [Date] at [Time] at [Location/Address]. Please arrive 15 minutes early to check in at reception. The session will last about [Duration] hours.
This will be a group interview with [Number] other candidates. You’ll meet our team, learn about the position, and take part in both group and individual exercises designed to show your skills and teamwork abilities.
Please bring: – A copy of your resume – Photo ID – A notepad and pen – [Any other required items]
Dress code is [Dress Code].
Please confirm your attendance by [Reply Date]. If you can’t make this date, let us know and we can discuss alternatives.
Best wishes,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
5. Second-Round Interview Invitation
Subject: Invitation to Second Interview – [Position] at [Company Name]
Dear [Candidate Name],
Congratulations! We were very impressed with you during your first interview for the [Position] role, and we’d like to invite you to a second interview.
Your next interview is scheduled for [Date] at [Time] at [Location]. You’ll be meeting with [Names and Titles of Interviewers]. This interview will last about [Duration] and will focus on [Specific Areas or Skills].
During this interview, you’ll be asked to [Describe any tasks, presentations, or assessments the candidate will need to complete].
To help you prepare, here’s some information about what we’ll be discussing: – [Topic 1] – [Topic 2] – [Topic 3]
Please let us know by [Response Date] if you can attend this interview. If you need any accommodation or have questions, feel free to contact me.
We look forward to seeing you again!
Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
6. Technical Interview Invitation
Subject: Technical Interview Invitation – [Position] at [Company Name]
Hello [Candidate Name],
Thank you for your continued interest in the [Position] role. We’d like to invite you to a technical interview to assess your skills in [Specific Technical Areas].
Interview Details: Date: [Date] Time: [Time] Location: [Address or Virtual Platform Details] Duration: [Duration]
You’ll be meeting with [Interviewer Name(s)], our [Interviewer Position(s)].
This interview will include: – Technical questions about [Topic Areas] – A coding exercise on [Platform/Language] (if applicable) – Problem-solving scenarios related to [Relevant Area]
To prepare, we suggest reviewing [Specific Skills or Knowledge Areas].
Please bring your laptop if the interview is in person. For virtual interviews, please make sure you have [Required Software] installed and working properly.
Please confirm your availability by replying to this email. If you need to reschedule, let us know as soon as possible.
Good luck with your preparation!
Regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
7. Panel Interview Invitation
Subject: Panel Interview Invitation – [Position] at [Company Name]
Dear [Candidate Name],
Thank you for your application for the [Position] role. We’re happy to invite you to a panel interview at [Company Name].
Your interview is scheduled for: Date: [Date] Time: [Time] Location: [Address/Room Number or Virtual Meeting Link]
You’ll be meeting with the following panel members: – [Name], [Position] – [Name], [Position] – [Name], [Position] – [Name], [Position]
The interview will last approximately [Duration] and will cover your experience, skills, and suitability for the role. Each panel member will ask questions related to their area of expertise.
Please bring [Required Documents] with you. If this is a virtual interview, please test your connection and equipment beforehand.
Please confirm your attendance by replying to this email by [Reply By Date]. If you need any special accommodations, please let us know.
We look forward to meeting you!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
8. Casual Interview Invitation for Startup
Subject: Coffee Chat Interview – Join Our [Company Name] Team!
Hi [Candidate Name],
Thanks for applying to our [Position] opening! We loved your application and want to meet you!
How about we skip the formal office setting and meet for coffee instead? We find it’s a great way to get to know each other in a relaxed environment.
Does [Date] at [Time] work for you? We can meet at [Coffee Shop Name] at [Address]. The chat should take about an hour. Look for [Identifying Information – e.g., “I’ll be wearing a blue shirt with our company logo”].
A bit about the chat: This will be casual but we’ll talk about your experience, what you’re looking for, and how you might fit with our team. No need to dress formally – our office style is casual, so come as you are!
Let me know if this works for you. If not, suggest a few times that would be better.
Can’t wait to meet you!
Cheers,
[Your Name]
[Your Position]
[Company Name]
[Contact Information including cell phone]
9. Urgent Position Interview Invitation
Subject: Urgent Interview Request – [Position] Role Needs Immediate Filling
Dear [Candidate Name],
Thank you for your application for the [Position] role at [Company Name]. We’re currently looking to fill this position urgently and your qualifications match what we need.
We’d like to fast-track your application and schedule an interview as soon as possible. Could you be available for any of these times:
– Tomorrow, [Date] at [Time] – [Date] at [Time] – [Date] at [Time]
The interview will take place at [Location/Address or Virtual Details] and will last approximately [Duration].
Due to the urgent nature of this position, we’re hoping to make a decision by [Decision Date]. If hired, the start date would be [Start Date].
Please reply to this email with your preferred time slot or call me directly at [Phone Number] to schedule. If none of these times work, please suggest alternatives within the next 2-3 days if possible.
We appreciate your quick response and flexibility.
Thank you,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
10. Multiple-Day Interview Process Invitation
Subject: Interview Schedule – [Position] at [Company Name]
Dear [Candidate Name],
Thank you for your interest in the [Position] role at [Company Name]. We’ve been impressed with your application and would like to invite you to our comprehensive interview process.
This will be a [Number]-day interview process scheduled for [Dates]. Below is the detailed agenda:
Day 1 – [Date]: 9:00 AM – 10:00 AM: Welcome and Company Introduction 10:15 AM – 11:30 AM: First Interview with [Name], [Position] 11:45 AM – 1:00 PM: Lunch with Team Members 1:15 PM – 3:00 PM: Skills Assessment/Technical Interview 3:15 PM – 4:30 PM: Department Tour
Day 2 – [Date]: 9:00 AM – 10:30 AM: Case Study/Project Presentation 10:45 AM – 12:00 PM: Interview with [Name], [Position] 12:15 PM – 1:30 PM: Lunch with Executive Team 1:45 PM – 3:00 PM: Final Interview with [Name], [Position] 3:15 PM – 4:00 PM: Wrap-up and Next Steps Discussion
Please let us know by [Reply By Date] if you can attend the full schedule. If you need accommodation for overnight stay, please inform us and we’ll arrange it for you.
If you have any dietary restrictions for the lunch sessions or need any special accommodations, please let us know.
We look forward to getting to know you better during these two days!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
11. Internship Interview Invitation
Subject: Internship Interview Invitation – [Position] at [Company Name]
Hello [Candidate Name],
Thank you for applying to the [Position] internship at [Company Name]. We liked your application and would like to invite you for an interview.
Your interview is scheduled for [Date] at [Time] at [Location/Address or Virtual Platform Details]. You’ll be meeting with [Interviewer Name(s)], who leads our internship program.
The interview will take about [Duration] minutes. We’ll discuss your coursework, skills, and why you’re interested in this internship. You’ll also learn more about what you’d be doing day-to-day.
Please bring: – A copy of your resume – Your student ID – Examples of relevant coursework or projects (if applicable)
Dress code is [Dress Code].
This internship runs from [Start Date] to [End Date], with a possibility of [Hours per Week] hours per week. The stipend is [Amount] per [Period], and you’ll also receive [Any Additional Benefits].
Please confirm if you can attend by replying to this email by [Reply By Date]. If you need to reschedule, let us know and we’ll try to find another time.
We look forward to meeting you!
Best wishes,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
12. Executive Position Interview Invitation
Subject: Executive Interview – [C-Suite/Executive Position] Opportunity
Dear [Candidate Name],
On behalf of [Company Name]’s Board of Directors and executive search committee, I’m pleased to invite you to interview for the [Executive Position] role.
Based on your accomplished career at [Previous Company/Companies] and your expertise in [Relevant Field/Industry], we believe you could be an excellent fit for our leadership team during this important time of [Company Growth/Transition/Challenge].
We’ve arranged a series of confidential meetings on [Date] beginning at [Time] at [Location – often a private venue]. The schedule includes one-on-one conversations with key stakeholders, including:
– [Time]: [Name], [Position] (often Board Chair or CEO) – [Time]: [Name], [Position] – [Time]: [Names], Executive Leadership Team – [Time]: Private lunch with [Name], [Position] – [Time]: Tour of headquarters/facilities (if applicable) – [Time]: Wrap-up discussion
The discussions will focus on your leadership philosophy, strategic vision for [Company Name], and how your experience aligns with our five-year growth objectives. We’ve attached a confidential brief with key challenges and opportunities facing our organization.
Our executive assistant, [Name], will contact you to confirm these arrangements and address any logistical questions. If needed, we can arrange transportation and accommodation.
Please confirm your participation by [Date]. We understand your time is valuable and appreciate your consideration of this opportunity.
Sincerely,
[Your Name]
[Your Position – typically Board Chair, CEO, or Head of Executive Search Committee]
[Company Name]
[Direct Contact Information]
13. Remote Position Interview Invitation
Subject: Remote Interview for [Position] at [Company Name]
Dear [Candidate Name],
Thank you for applying to the remote [Position] role at [Company Name]. We’re excited by your application and would like to schedule a video interview.
Interview Details: Date: [Date] Time: [Time] ([Time Zone]) Platform: [Video Platform] Link: [Meeting Link]
You’ll be speaking with [Interviewer Name(s)], our [Interviewer Position(s)].
Since this is a remote position, our interview will focus on: – Your experience with remote work and self-management – Communication skills and tools you use – Your home office setup and equipment – How you handle typical remote work challenges – Technical skills specific to the role
Please make sure your internet connection, camera, and microphone are working before the interview. We suggest signing in 5 minutes early to test everything.
As this is a global team, working across time zones is important. Your primary working hours would be [Working Hours] ([Time Zone]). Please confirm if this schedule works for you.
Before the interview, you might want to check out our company blog posts about remote work culture at [Blog Link if applicable].
Please reply to confirm you can attend. If you need to reschedule, let us know your availability for the next [Timeframe].
Looking forward to meeting you virtually!
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
14. Interview Invitation After Application Follow-up
Subject: Interview Invitation – [Position] at [Company Name]
Hello [Candidate Name],
Thank you for your follow-up regarding the [Position] role at [Company Name]. Your persistence shows your genuine interest in joining our team.
After reviewing your application again, we agree that your skills in [Specific Skills] and experience with [Relevant Experience] make you a promising candidate for this position.
We’d like to invite you for an interview on [Date] at [Time] at [Location/Virtual Platform Details]. You’ll be meeting with [Interviewer Name(s)], our [Interviewer Position(s)].
The interview will last approximately [Duration] and will focus on your experience with [Specific Areas Related to Role].
Please bring [Any Required Documents/Items] with you.
Your follow-up prompted us to take a closer look at your application, which shows the value of professional persistence. We appreciate candidates who display such interest in our company.
Please confirm your availability by replying to this email by [Reply Date].
Looking forward to meeting you!
Kind regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
15. Interview Invitation for Career Changer
Subject: Interview Invitation – [Position] at [Company Name]
Dear [Candidate Name],
Thank you for applying for the [Position] role at [Company Name]. We were interested in your application and the career transition you’re making from [Previous Field] to [New Field].
We’d like to invite you for an interview on [Date] at [Time] at [Location/Virtual Platform Details].
We understand that changing careers takes courage and brings fresh perspectives to our team. During this interview, we’ll discuss:
– How your skills from [Previous Field] transfer to this role – Your learning journey and preparation for this career change – Your motivation for joining [Industry/Field] – Specific examples of how your past experience relates to our needs
You’ll be meeting with [Interviewer Name(s)], who is familiar with your application and background.
Don’t worry about not having a traditional background in [Field]. We value diverse experiences and believe that career changers bring valuable new viewpoints to our team.
Please confirm if this time works for you by replying to this email. If you need to suggest an alternative time, please provide a few options that work for you.
We look forward to learning more about your journey and what you can bring to [Company Name].
Warm regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Wrap-up: Job Interview Emails
Creating effective interview invitation emails helps your company make a good first impression. Clear details, professional tone, and complete information show respect for candidates and start the hiring process smoothly.
The perfect interview email gives candidates all the information they need while making them feel welcome and valued. Use these samples as starting points and change them to match your company’s voice and the specific job opening.