How to Respond to an Interview Request

After you submit your resume and cover letter for an interesting job, it’s exciting to receive a response from the hiring manager. Responding to an interview invitation email is a chance for you to make a great first impression on a recruiter or hiring manager. Here is a step-by-step guide to responding to a job interview request.

1. 1. Reply quickly. It’s important to send a response to the hiring manager within the first twenty-four to forty-eight hours after you receive the interview request, even if it's a simple confirmation email communicating that you received their note. Assume that the recruiters are interviewing other candidates, so a quick response is key to getting the most convenient time slot for your schedule.
2. 2. Prepare your reply. Read through the job interview request thoroughly (even a few times) before replying. Look at the job description to remind yourself about the position. Include your full name, the job title, and “interview confirmation” in the subject line, which can make your thread more easily searchable. If you have any lingering questions, make sure the recruiter did not already provide the answers in the initial request email.
3. 3. Thank the sender. Begin your interview acceptance email by thanking the recruiter or hiring manager for considering your job application and taking the time to schedule an interview. Gratitude is a great way to show that you respect their time. (It also indicates that you will likely be pleasant to work with.) Next, state your excitement about the position to reinforce your interest in the job.
4. 4. Confirm the details. Certain interview request emails already include pertinent details, including interview location (either on-site at an office building, over a video conference link, or by phone), time, and date. If the hiring manager did not include any interview time slots, provide your own availability. If they provided an interview date and time, but you have a scheduling conflict, politely let them know that you are not available at that time and include a few other alternative times that work for you.
5. 5. Ask relevant follow-up questions. If it seems appropriate, inquire about other interview details such as the size of the hiring panel, what other steps the hiring process entails, or if the company needs any additional information (such as work samples or a phone number). If you have further questions about the company, include those in the email. If your interview is on-site, ask which materials, if any, you should bring with you—such as a hard copy of your resume or CV. Ensure you have an exact physical address to go to if it’s an in-person interview. Confirm the office location if the initial email does not provide that information.
6. 6. Sign off professionally. At the end of the email, thank the hiring manager again for their consideration. State that you look forward to your pending interview. Sign off with a professional “best regards,” “sincerely,” or “thank you again,” followed by your name and email signature.
7. 7. Proofread before sending. A sloppy email can show a lack of attention to detail, adversely affecting your first impression. Read through your reply line by line, correct any typos, and fix grammatical errors. Make sure your email is concise. Before hitting send, confirm that you are sending the note to the proper email address.

It’s also possible to receive an interview confirmation through a phone call. If this is the case, have a calendar open and ready nearby when you’re speaking to the hiring manager. This way, you can accurately gauge your availability. Be courteous but brief, and thank the caller for taking the time to reach out.

The way you format your email will depend on the information included in the recruiter’s interview request email. Here are a few different ways to respond to an interview request, whether you’re accepting, rescheduling, or declining an interview.

1. To accept:

Hi (recruiter or sender’s name),

Thank you for considering my application and reaching out to schedule an interview. I’m thrilled to speak with you more about the (job title) position. Next week, I am available during your listed time slots on Tuesday from 9:00AM to 10:30AM and Thursday, 10:00AM to 11:30AM.
Please let me know if there are any other documents or contact information you need or if you have any additional questions for me before then.

Thank you again for the interview request. I look forward to hearing from you soon.

Sincerely,
(Your full name)
(email signature)

2. To reschedule:

Hi (recruiter or sender’s name),

Thank you for reviewing my materials and reaching out to schedule an interview. Unfortunately, I am not available during any of the proposed times, but I remain very interested in the position. Are there any alternative times you are available to meet?

I am excited to potentially join the team at (company name), so please let me know if you can meet at any alternative times. Next week, I am available on Wednesday between 9:00AM and 11:00AM.

Thank you again for your time and consideration.

Best regards,
(Your full name)
(email signature)

3. To decline:

Hi (recruiter or sender’s name),

Thank you for your interest in my application and subsequent interview offer. Upon further review, I do not believe I would be a good fit for this role. I appreciate you taking the time to reach out and wish you and the company the best of luck on your search for the right candidate.

Thank you,
(Your full name)
(email signature)

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