Talent drives organizations and sets them apart from the milieu. However, hiring the right talent can be challenging and time consuming. As per a report by LinkedIn, the average time to hire for relevant IT and engineering roles was between 41 to 49 days. You need to act swiftly in order to tap the limited talent pool available. Templatized interview invitation emails are one such way of saving time and effort, while also ensuring clear and effective communication with potential candidates. Here are templates for 11 most common interview situations and types. You can simply copy the format and paste it into a blank email and update the text marked as placeholders with the pertinent information.

 

1. Formal Interview invitation email template

Subject: Interview Invitation for the position of <Position Name> at <Company Name>

 

Hello <First Name>,

Thank you for applying for the position of <Position Name> with us. We are glad to inform you that your interview has been scheduled for <Time> on <Date>.
 

Kindly note the interview details:
 

<Venue Address (in case of face-to-face interview)>

<Communication Link (in case of remote/virtual interview)>

<Interviewing Person (name and designation)>

 

Please reply to this email if you have any questions or need to reschedule. We look forward to speaking with you.

 

Sincerely,

<Name>

<Designation and contact details

2. Casual Interview invitation email template

 

Subject: Interview with <Company Name> for <Position Name> position

 

Dear <First Name>,

Thanks for your application for the position of <Position Name> with us. We have evaluated your resume and found your background and qualifications impressive. Hence, we would like to invite you for a further discussion regarding the job role and your fitment for it.

 

If you could appear for an interview at <Venue Address (in case of face-to-face interview)> or via 

<Communication Link (in case of remote/virtual interview)> we will get a chance to get to know you better while being able to tell you a bit more about the position.

 

Here are our suggested time slots for the interview. Please let me know which works the best for you, and I will send a confirmation email with other details:

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

 

Looking forward to speaking with you.

 

Cheers,

<Name>

<Designation and contact details>

3. Fresh/Cold candidate interview invitation email

 

Subject: Employment opportunity for <Position Name> role with <Company Name> 

 

Hello <First Name>,

We chanced upon your profile on <Job Portal or Source Site> and found it impressive. At <Company Name> we are always looking for high-performing talent like you. Presently, we are hiring for the role of <Position Name> that we feel you would be a good fit for.

If this is something that excites you too, then we would love to know a little more about you and also tell you about our company and the role. Please let us know if you’re available for a quick chat at any of the time slots mentioned below. 

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

 

Looking forward to hearing from you.

 

Best Regards,

<Name>

<Designation and contact details>

4. Telephonic screening interview invitation email

 

Subject: Availability for Telephonic Interview for <Position Name> with <Company Name> 

 

Hello <First Name>,

 

Thank you for your application for the position of <Position Name> with our company. After going through your resume, we would like to proceed with the interview process through the means of a phone call.

The main agenda of this call would be to tell you more about our company and the role while getting to know you better.

If you could let us know your availability in any one of the time slots mentioned below, we will be happy to organize the interview and share the invite along with other details.

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

 

Feel free to reply to this email with any queries you may have.

 

Best Regards,

<Name>

<Designation and contact details>

5. Video conferencing interview invitation email

 

Subject: Availability for Video Interview for <Position Name> with <Company Name> 

 

Hello <First Name>,

Thank you for your application for the position of <Position Name> with our company. After going through your resume, we would like to proceed with the interview process through video conferencing <add App or Platform name>.

Here are our suggested slots for the same.

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

Please reply to this email to let us know your preferred option so that we can set up the interview accordingly. Upon your confirmation, we will also share the video conferencing link for you to join. 

We look forward to interacting further with you, on this.

 

Sincerely,

<Name>

<Designation and contact details>

6. Face-to-Face interview invitation email 

 

Subject: Interview Invitation for <Position Name> with <Company Name> 

 

Hello <First Name>,

 

We are glad to inform you that you have been selected for an in-person interview for the role of <Position Name> with our company. Having gone through the preliminary discussion, we would like to invite you to meet us at our office. 

Based on your availability, please confirm a time slot for us to schedule the interview.

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

 

Here are some relevant details to make the process quick and smooth for you.

 

Do carry a copy of your resume and qualifications, along with a government identity proof for ease of access to our premises. 

Please confirm your availability by responding to this email. For any queries, feel free to call directly on the number provided below.

 

Warm Regards,

<Name>

<Designation and contact details>

7. Referral interview invitation email template

 

Subject: Opportunity for <Position Name> with <Company Name> 

 

Hello <First Name>,

 

At <Company Name> we are always on the lookout for promising talent. For the position of <Position Name>, your profile was recommended by <Name of the Referring Person>.

After having gone through your resume, we find your credentials and experience quite relevant to the open position we are looking to hire for. It will be great if we can have a quick discussion wherein we can share more information on the role while getting to know you a bit better.

 

Let us know what a good time this week would be and we can connect then.

 

Thanks and Regards,

<Name>

<Designation and contact details>

8. Group interview invitation email template

 

Subject: Group Interview invitation for <Position Name> with <Company Name> 

 

Hello <First Name>,

We thank you for your interest in the position <Position Name> at <Company Name>. Upon our perusal of your application, we are pleased to invite you to a group interview for the same.

The interview will be conducted at our office premises as part of a group with <X> number of participants. The primary agenda is to understand more about your skills and experience while explaining more about the role and its requirements. During the interview, you may be requested to engage in group activities with the other candidates as well.

 

In order to manage the process smoothly and for you to be able to plan better, here is some relevant information:

  • Venue Address <Venue Details, nearby landmarks, etc>

  • Contact Person <add name, designation, and phone number>

  • Interview Duration <in hrs>

Please confirm your preferred time slot for us to organize the interview accordingly.

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

We’re looking forward to meeting you. 

For any questions that you may have, feel free to contact us.

 

Best Regards,

<Name>

<Designation and contact details>

9. Past candidate interview invitation email

 

Subject: New Job Opportunity for <Position Name> with <Company Name> 

Hi <First Name>,

Trust you’re doing well. As per our database, you had applied for the position of <Previously applied position Name> at our company in <date/month>. While for that position we went ahead in a different direction, your resume had impressed us and was retained in our records.

 

A new position <Position Name> has opened up for which we are actively interviewing candidates, and we feel you will be a good fit for it. If this is something that excites you as well, then we can set up an interview to take this forward. Here are our proposed time slots. Please confirm which one works the best for you.

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

Also attached is the Job Description of the position under discussion.

Looking forward to hearing from you. Don’t hesitate to reach out to me if you have questions.

 

Warm Regards,

<Name>

<Designation and contact details>

10. Second Round Interview 

 

Subject: Next Round Interview Invitation for <Position Name> with <Company Name> 

 

Hi <First Name>,

Thank you for your time and interest in speaking to our team regarding the role of <Position Name>. Your candidature has been impressive and we would like to take it forward to the next step in the hiring process. We propose the following time slots as options, but please let us know your availability for scheduling the interview.

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

This round of interview will be with <Contact Name, Designation>. 

Once you confirm, I will send the calendar invite and other relevant details for the interview.

Looking forward to your response. For any questions that you may have, feel free to contact me.

 

Best Regards,

<Name>

<Designation and contact details>

11. Final Round Interview 

 

Subject: Final Round Interview Invitation for <Position Name> with <Company Name> 
 

Dear <First Name>,

It is with considerable pleasure that we inform you regarding your selection for a final interview at our office for the role of <Position Name>. Your conduct and candidature has been most impressive and we look forward to hosting you for the final round, at our office.

Please confirm your preferred slot from the options provided below.

<Day, Time 1>

<Day, Time 2>

<Day, Time 3>

Upon your confirmation, we will check internally and send you a formal calendar invite for the same. 

 

For you to be able to plan better, here is some relevant information regarding the interview:

  • Venue Address <Venue Details, nearby landmarks, etc>

  • Contact Person <add name, designation, and phone number>

  • Interview Duration <in hrs>

 

We look forward to having you over. For any questions, do not hesitate to contact me on mail or phone.

 

Warm Regards,

<Name>

<Designation and contact details>,

 

How to write an interview invitation email?

(Best Practices to keep in mind)

1. Show gratitude: Thank the applicant for considering the job with your company and taking the time to apply for it. This could be the beginning of something really special for you and your company. So just sincerely thank them and engage.

2. Let them know that they have been shortlisted: Invite them to the interview, including a few words on why the applicant was shortlisted if possible. It will definitely help them feel seen and valued in the process.

3. Offer all the necessary details: contact information, venue, time, any subjects they will need to brush up on or assignments they will need to complete. It’s also best to mention an appropriate time duration for the interview so they can plan their time accordingly.

4. Introduce the hiring panel: You can send them the LinkedIn profiles of their panel members of interviewers. This will give them an idea of who they will be talking to, giving them the comfort and confidence to be at their best on the day of the interview.

5. Insist on a reply or confirmation: There is a chance that your candidate might assume that they don’t need to confirm and that they just need to show up on the day of the interview. So ask them to confirm if the time, venue, and dates are okay with them. You can hence assess their interest levels and plan your interviews suitably, steering clear of ‘no shows’. Give them a deadline until which the offer stands so you're not left waiting until the day of the interview.

6. Point to a communication channel for quick questions: Leave a phone number or an email address where they can reach you for quick questions. Additionally, you can include thoughtful and useful information such as directions to the parking lot, details on where they can collect a temporary access card, and where to find a coffee machine (in case they need one as soon as they come in), etc.

About Freshteam:

Freshteam interview scheduling software removes the administrative burdens around scheduling interviews. It empowers recruiters to cut down on mundane tasks and focus on the things that matter. Here are some highlights of what Freshteam can help you achieve:

Besides this, Freshteam covers the entire recruiting process - starting from job requisitions, until new hire onboarding on one software. It streamlines recruiting and helps you stand out from your competitors. It automates everyday repetitive tasks and boosts your recruiting productivity immediately.