How to reply to an interview invitation email (with examples)

You’ve submitted a job application and have made it through to an interview – congratulations! There’s nothing quite like the feeling of receiving an interview request email. It’s exciting and a bit daunting, which can make replying a little tricky. You don’t want to sound too eager or too aloof and trying to get the right balance takes considered thought.

With your resumé doing the heavy lifting so far, now comes the time to set yourself up well for the interview. Every interaction with your potential employer is an opportunity to make a good impression, which is why it’s so important to carefully craft an interview confirmation email reply. If you need a hand replying to an interview invitation, then good news: here you’ll find some tips and examples to help you craft the perfect response.

Covering different types of interview invitations, how to respond to interview emails and how you can follow up, here’s our guide on confidently accepting your invitation for an interview.

Understanding the interview invitation

Crafting a well-written email accepting an interview starts with having a good understanding of the initial invitation email. Here are a few key things to consider. 

Different types of job interview emails

Hirers have a number of different options available for interviewing job seekers. In-person interviews at the office or off-site are still a popular choice for many hiring managers. Alternatively, some choose to conduct interviews over the phone or via video conferencing as a more convenient option.

Regardless, it’s important to take note of the interview format so you can prepare for the interview appropriately.

Common elements of a job interview email

Job interview emails will often include several key details. If any of these elements are missing, it’s generally worth clarifying what they are in your response. 

Not all job interview emails will include all of these details, but here are some common elements to look out for:

• The position you’ve applied for
• The name and position of the sender
• Details on interview format (e.g. in-person, video call or over the phone)
• The proposed interview time and date or several slots for you to choose from
• An estimate of how long the interview will take
• A list of items to bring with you or email through in advance
• How to contact the sender if you have any questions.

How to respond to an interview email

When it comes to accepting an interview email, there are a few key details to include in your interview invitation reply. Here’s how to accept an interview for a position.

Reply quickly

When you receive an invitation email, don’t leave the sender waiting. Reply to their invitation as soon as possible or at least within 24 hours, to show you’re eager and value their time. A late reply leaves the door open for other job seekers to get ahead of you and make a better impression.

With this in mind, it can pay to keep a close eye on your inbox during the job application process. If you haven’t already, you might want to set up push notifications to get alerts for important  emails. And don’t forget to check your spam folder every day in case an important email ends up in your junk!

Address your response to the sender

Just like you would for a job application, be sure to keep your response personal and address your interview invitation reply to the sender. It’s small elements like this that help demonstrate your attention to detail. 

While you’re at it, if the sender has included other staff in the invitation email, make sure you hit ‘Reply All’ so that everyone receives your response. 

Confirm the interview details

In your response, it helps to confirm the interview details included in the initial email to avoid misunderstandings. It also gives you an opportunity to clarify any information you’re not entirely sure about. Generally, an interview invitation email will include a time, date and location for the interview, so you’ll be able to confirm if this works for you in your response.

In the event that the proposed interview doesn’t fit in with your schedule, it’s worth suggesting alternative options for the hiring manager to choose from. While it’s usually best to take a flexible approach and attempt to fit the interview into your schedule, sometimes clashes are unavoidable, particularly if you’re currently in a job and need to fit interviewing into your work day.

Express your enthusiasm for the position

No one wants to hire a job seeker who doesn’t seem keen, so be sure to show your enthusiasm for the interview. Take the time to thank the prospective employer for the opportunity to interview for the position. It’s also important that you don’t take an overly casual tone, use emojis or too many exclamation points. Instead, keep your reply friendly but professional. And don’t forget to proofread your reply before you hit ‘Send’! 

Don’t be afraid to ask questions

While a job interview will require you to answer questions, an interview invitation reply email is a great opportunity to ask your own. Asking questions can demonstrate your initiative. The interview itself is a significant investment of time and energy for both you and your prospective employer, so it can be worth asking a few relevant questions before the interview itself. 

In some instances, you might need to clarify some of the details for the interview or check whether or not you need to bring anything with you, like a portfolio or photo ID for security.

Attach any necessary documents

Also on the topic of providing information before an interview: if the sender has already asked you to provide some documents, don’t forget to attach them before you send your reply. Covering all your bases in a single email can demonstrate your organisational skills. That said, if you forget to attach something, don’t panic! Simply hit ‘Reply’ again, add in a polite and apologetic message, and attach the document. 

Now that we’ve covered what to include in your reply, here are a few example emails.

Example reply for an interview invitation

Now that you understand what to include in your accepting an interview email, here are a few sample responses to point you in the right direction. 

Example response to an invitation for an in-person interview

Face-to-face interviews continue to be a very common interviewing technique. Nothing beats sitting down with a potential employer to get a feel for who they are and whether the role and company could be a good fit for you. If the interview is held in the office, this is a great opportunity to see the facilities and test important aspects like on-site parking, distance to public transport or how long it takes to get there from your home. 

If you find yourself invited to an in-person interview, here’s how to reply to an interview email confirming the suggested time and date:

Dear [interviewer's name],

So nice to hear from you, thank you for the invitation for an in-person interview. I'm looking forward to meeting with you at [company name] to discuss the [job position] role.

I’d be more than happy to meet with you at your office on [date and time].

If you need anything more from me before the interview, please let me know.

Kind regards,

[Your name]

[Your contact information]

Example response to a request for a phone interview

In some instances, a phone interview is a good alternative to an in-person job interview. Phone interviews are often quick and convenient for you and the hiring company; they negate the need to travel, ruling out any potential transport hitches, which helps reduce stress. Phone interviews are also a common technique used to screen potential job seekers before being invited for an in-person interview. 

Here’s how to respond to an invitation for a phone interview:

Dear [interviewer's name],

Thank you for your email – I would love to discuss the [job position] role at [company name].

Your suggested time of [date and time] works perfectly for me. Please let me know if there is anything you would like me to prepare before the interview.

Looking forward to chatting with you soon.

Best regards,

[Your name]

[Your contact information]

Example response to a rescheduling request

There may be instances when the proposed interview time doesn’t work with your schedule. If you find yourself in this situation, there’s no need to worry. Instead, you can craft an interview invitation reply email that includes a rescheduling request.

Here’s how to go about proposing a change to the interview time or date:

Dear [interviewer's name],

Thank you for the invitation to interview for the [role] position at [company name]. 

Unfortunately, due to [reason for rescheduling], I’m unavailable at the proposed time. Would it be possible to schedule the interview for [provide day and time options]? 

My apologies for any inconvenience. Please feel free to contact me at [your phone number] if you would like to suggest other times. 

I look forward to the opportunity to discuss the role with you soon.

Kindest,

[Your name]

[Your contact information]

Follow-up emails after a job interview

You’ve had your interview, a few days have passed and you’re yet to hear back from the hiring company. If a full week has gone by, it could be worth sending a friendly follow-up email.

Follow-up emails can be a great way to stand out. They demonstrate your ability to show initiative and your enthusiasm for the position. In some cases, the hiring company will let you know when you can expect to hear back from them, which can help guide you on when would be appropriate to reach out to follow up. If, however, you don’t hear anything for three business days, you could send the hiring manager a polite follow-up email. 

When it comes to writing a follow-up email, it’s good to keep the tone professional, courteous and to the point. Thank the hiring manager for their time and the opportunity to interview for the position and simply ask for a progress update. It lets them know you’re keen. 

Here’s an example of a follow-up email after a job interview:

Dear [interviewer's name],

Thank you so much for the opportunity to interview on [interview date]. It was a pleasure to meet you to discuss the [job position] role and [company name]'s mission.

Just wondering if you have any updates about the position? If you need any additional information from me, please don’t hesitate to ask.

Thank you for your time, and I look forward to the possibility of contributing to [company name].

Warm regards,

[Your name]

Best practices for crafting your interview invitation reply

Crafting a strong response to an interview invitation email takes time and attention to detail. Here are some key things to keep in mind.

Professional email etiquette

Sending an email to a hiring company is quite different to shooting a quick email to a friend. Although it might not seem important, following professional email etiquette goes a long way to positioning yourself as a strong candidate in the hiring process.

Here are a few tips to help you keep it professional:

• Reply promptly
• Remember to reply-all to include all the recipients on the initial invitation email
• Reply directly to the initial invitation
• Don’t change the subject line when replying
• Greet the sender by name, and remember to check the spelling
• Express your gratitude for the opportunity to interview for the position
• Use a friendly but professional tone
• Confirm important details, like when, where and your availability

Common mistakes to avoid in an interview email

It’s essential to follow good email etiquette and worth being aware of common email mistakes so you can avoid them yourself. Steer clear of:

• Replying late
• Not addressing the sender
• A lack of enthusiasm and gratitude
• Using the wrong tone
• Emails that are too long, with unnecessary information
• Sending a reply that hasn’t been personalised to the sender, job and company
• Using emojis or abbreviations
• Spelling and grammatical errors

Proofreading and editing

It can be easy to get caught up in the excitement when you receive an interview invitation, but don’t let it get in the way of proofreading your reply. You want to avoid sending off an email to a potential employer and then spotting a few small errors after you hit the send button. It can help to allow yourself a couple of hours to thoughtfully craft and proofread your response as this will help show your attention to detail and considered approach, which is likely to be important in performing the role well. You might consider writing your reply as a draft and come back to it later with a fresh mind to help you catch any mistakes that you missed on your first review.

Responding to job interview emails is a great opportunity to make a good impression on the hiring company. To properly convey your enthusiasm for the position and make sure you get the tone right, it’s well worth dedicating a little time and effort to crafting a well-written reply. There are a number of things to remember when writing the best reply for an interview invitation, but by following our tips, you’re sure to get it right. 

FAQs

How long should I wait before responding to a job interview email?

When it comes to crafting an email accepting an interview, it’s important to reply promptly. It’s usually best practice to respond within 24 hours of receiving the invitation. This demonstrates your enthusiasm for the role, as well as your professionalism. 

Every interaction with a potential employer is an opportunity to make a good impression. If you leave it too long, you could be allowing other job seekers to gain preference over you. 

What should I include in my response email?

The key to writing a well-considered response email is to confirm the important details while keeping it short and sweet. Here are a few key points to include in your interview invitation reply:

• Greet the sender by name
• Express your gratitude and enthusiasm for the opportunity
• Confirm that the proposed interview time works for you
• If not, propose an alternative meeting time

How do I decline a job interview invitation politely?

If you’ve landed a job elsewhere or you feel that you’re not the right fit for the position, it’s still important to respond, politely declining the interview invitation. Thank them for considering you for the position and briefly explain why you’re unable to interview. You can keep your response shor and to the point – there’s no need to provide a lot of detail at this stage.

Should I call instead of emailing my response?

Unless the sender has specifically requested a call to confirm the invitation, it’s acceptable to respond via email. Plus, it’s easier to have everything in writing so everyone can refer back to the email thread for specific details.

Is it okay to ask for more time to respond to a job interview email?

If you’re just penning a response to an invitation for an interview, it’s generally not advised to ask for more time to consider whether or not to accept the interview. Either accept the invitation or politely decline it.