Responding to an Interview Request: All the The Do’s and Don’ts (With Examples)

An interview room

An interview room

So you’re looking for a job, huh? Well, you better keep an eye on your inbox because most of the time recruiters and hiring managers don’t call anymore. But what do you do when you finally get an email asking you to come in for an interview? It can be a little confusing trying to figure out what to say and how to say it.

But don’t worry, with a bit of guidance from this article you’ll be nailing interview requests in no time. This article covers what an email asking for an interview looks like, how you should reply, and a bunch of examples to follow along with.

Let’s jump in.

How to Respond to an Interview Request Via Email

If you want to really nail that interview request email, let’s just get to the point with a bunch of easy-to-follow tips that will help you get exactly what you want.

#1. Reply fast

When you get the email asking for an interview, make sure to reply right away or the next business day. This means you gotta stay on top of your emails. Check them often, turn on notifications, and check your spam folder too. Replying quickly shows that you’re eager and really interested. But if you wait a week, you might miss your chance.

#2. Give your schedule

Usually, recruiters or hiring managers will give you a couple of time options to choose from. Sometimes they might ask you to suggest times.

Either way, make sure to let them know what days and times work best for you. If none of the times they offered work for you, it’s okay to suggest other times. But if you really want the job, try to work around the times they gave you.

#3. Ask away

Don’t be shy to ask questions in your email. If you haven’t seen the job description yet, now’s a good time to ask for it. And if you have any questions about the location of the interview or anything else that can’t be found out easily on your own, make sure to ask now.

#4. Show your appreciation

As soon as you open your email, make sure to say thank you and show how excited you are to have the chance to interview. You don’t need to go crazy, just a simple thank you and a word like “stoked” will do the trick.

#5. Send what they want

Most of the time, interview invitations come with some things you need to do before the actual interview. You might have to email your resume, cover letter, and references or even answer some questions.

Make sure you read the invitation carefully so you don’t forget to send them something they asked for. Remember to answer every single question they ask!

#6. Keep the same subject line

If you get an email asking for an interview, just hit “Reply” and keep the same subject line. This will make it easier for the person hiring to keep track of your response.

#7. Keep it professional

Make sure your emails sound positive and polite and avoid using emojis or words that might be too casual. Before sending, double-check your email for errors.

#8. End with appreciation and excitement

Quickly wrap up the email by saying thanks again and express how much you’re looking forward to the interview.

#9. Say it nicely

If the job isn’t for you, let the person hiring know right after you thank them for reaching out. A short and polite explanation is all you need.

Examples of Replies to Interview Requests

Here’s a few examples of real-life scenarios for interview requests to get you started in case you need it.

#1. If the interviewer wants you to provide available times for interviews

“Hi John,

Thank you for reaching out. I am excited to schedule an interview with you. This week, I am available Monday from 10am to 1pm, or Wednesday from 2pm to 5pm. If those times don’t work, I am also available Friday from 9am to 12pm next week. My contact number is 555-555-5555.

Please let me know if there’s anything else you need. Thanks again for the opportunity, and I’m looking forward to speaking with you!

 

Best,

Michael Smith”

#2. If the interview times won’t work for you

“Dear Ms. Smith,

Thank you for the invitation to interview. I am excited to have the opportunity to meet with you. Unfortunately, the times you suggested do not work for me. Would it be possible to schedule an interview for next Wednesday afternoon or Friday morning instead?

Let me know if there’s anything else you need from me before our meeting. I am looking forward to our meeting and learning more about the position. Thanks!

 

All the best,

Michael Johnson”

#3. If you’re told to email another person at the company to schedule the interview

“Dear Mr. Kim,

I was directed by Sarah Johnson to reach out to you regarding scheduling an interview for the position of Product Manager at XYZ Inc. Please let me know your availability as soon as possible, and we will schedule a suitable time for the interview.

Thank you for considering me for the role and I am looking forward to learning more about the position.

 

Best regards,

Jane Doe”

#4. Declining an interview

“Dear Mr. Smith,

Thank you for considering me for the position of Marketing Manager at XYZ Inc. I appreciate the opportunity, but I have decided to decline the interview at this time. I am currently focusing on other opportunities that align better with my career goals.

I would like to express my gratitude for your consideration and inform you I am still interested in future opportunities within your company if any arise.

Thank you for your time, and I wish you the best of luck in finding the right candidate for the position!

 

Sincerely,

John Doe”

Responding to Interview Requests FAQ

In case you’re still in the dark about how to respond to interview requests, here’s a bunch of common questions people have about the tricky subject.

When is the best time to respond to an interview request?

It’s best to respond to an interview request as soon as possible, ideally within 24 hours. This shows you are eager, professional, and interested in the opportunity. Waiting too long to respond can make it appear that you are not as invested in the position, and may cause the employer to move on to other candidates.

Is it necessary to respond to all interview requests?

Yes, it’s important to respond to all interview requests, even if you’re no longer interested in the position. This demonstrates your professional conduct and consideration for the employer’s time and effort. It’s also important to maintain a positive reputation with recruiters who may be able to assist you in the future. After all, you never know when you might come in contact with a person in business again in the future.

How can I express my interest in a job without coming across as desperate?

When expressing your interest in a job, it’s important to strike a balance between enthusiasm and professionalism. Avoid using overly casual language or excessive exclamation points, which can make you appear desperate. Instead, be polite and express your gratitude for the opportunity while highlighting your qualifications and qualifications. This will help to make a strong impression while maintaining a level of professionalism.

Takeaway

And there you have it! Answering requests for interviews isn’t too hard in the end, just make sure you’re professional, answer all of their questions, and show a little bit of appreciation. After all, for most people, it takes dozens of job applications just to get a single interview request! So, don’t waste it.

Good luck!

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