Interview Call Letter Format (With Tips And Templates)

By Indeed Editorial Team

Published 1 November 2021

An interview call letter is a formal invitation sent to shortlisted candidates for a face-to-face interview with the recruiter. A well-drafted interview call letter helps communicate the message clearly and may increase the chances of a candidate's positive response. Learning about the interview call letter format can help you make the call letter professional and apt for the candidate. In this article, we discuss what an interview call letter is, learn how to write one and explore the things to include, along with a few helpful tips to write a proper interview call letter.

Related: How To Write A Formal Letter

What is that interview call letter format?

An interview call letter format is a formal business letter and follows a similar format as a formal letter. The exact format may vary between organisations. The structure here can help employers draft a meaningful call letter to invite candidates for the interview. Key components of an interview call letter are:

  • date of sending

  • name of the applicant

  • address of the applicant

  • salutation

  • body of the letter

  • conclusion

  • closure

What is an interview call letter?

During the hiring process, the hiring manager screens the applications and shortlists candidates matching the job requirement. After, they often invite the shortlisted candidates for an in-person interview. The interview call letter acts as a formal invitation to this interview. It contains critical information about the interview, such as date, time, location and instructions on bringing any relevant document.

Related: Interviewing Skills: Definition And Examples

Essential details for an interview call letter

An interview call letter includes the interview date, time, contact person's name and location for the interview. The hiring representative may also have specific details about the interview procedure, such as how many rounds are there and what documents to carry for the interview. These details add clarity to the interview.

How to write an interview call letter

You can follow the steps below to write a good interview call letter:

1. Write your name and contact details

Write your and your company's name on the top left corner of the letter. Include your company address below the name. Ensure that the address you mention is accurate, as the candidate may contact you at this address if needed.

2. Mention the date

Next, include the date of drafting the call letter. Separate the date line from your address and the recipient's address. This date is crucial, as it works as an official record.

3. Write the recipient's details

Write the recipient's name and contact information below the date. Ensure you include the recipient's correct title with their name. When emailing an interview call letter, you may skip the information in steps one to three.

4. Add salutation

This is where you greet the shortlisted candidate. Make sure that your salutation is formal. By greeting your recipient with a proper salutation, you are setting a professional tone that may carry throughout your letter.

5. Write the body of the interview letter

The body of an interview call letter is three or four paragraphs long. The first paragraph includes a reference to the job role and the candidate's application. Follow it by an interview invite and related key details in the second paragraph. The third paragraph can contain other essential interview details, such as any additional requirements. In the last section, you can ask for availability confirmation or share contact details.

6. Include a sign-off

In the sign-off section, you can include a closing like Yours faithfully, Yours Sincerely, or Best, followed by your signature and name. You can also include your title and contact details after your name. If you have another document with this letter or email, put Enclosure below this, followed by a colon and the document's name.

7. Proofread your letter

Make a habit of proofreading your emails or letters before sending them. Reading them aloud to yourself can help check for typos, misspellings and grammatical mistakes. Ensure the interview call letter reads well and contains all the critical information which the candidate may require.

Interview call letter template

Here is an example of an interview call letter you can use as a template:

From
[Name of signatory]
[Designation of the signatory]
[Company name]

Date: [Date of writing]

To,
[Candidate's name]
[Candidate's address]

Sub: Invitation for interview

Dear [Candidate name],

This is a response to your job application for the profile of [Job role] wherein you expressed interest in employment with [Company Name]. After going through your application, we have found you suitable for this job and therefore, we have arranged for a face-to-face interview.

We would like you to invite for an interview with us which is scheduled on [Interview date] at [Time] at the [Venue]. You are requested to reach the venue 30 minutes prior for some paperwork. We have also enclosed a list of original documents that you are supposed to be carrying along for the interview.

If the date and time of the interview suit you then you are requested to please send us a confirmation email at [Email id] at the earliest confirming your presence for the interview.

In case of any queries or assistance, please feel free to get in touch with us at [Contact no.] or email us at [Email Id].

Regards,
[Name of signatory]
[Designation of the signatory]
[Company Name]
[Contact details of the signatory]

Related: Top 16 Interview Questions And Answers

Interview invitation email template

Here is an example of an interview invitation email format you can use as a template.

Subject: Invitation for Interview

Dear [Candidate's name]

By looking over to your job application for the position of [Job role]. We would like to invite you to be there for an interview on [Date] at [Time] at [Interview venue].

You will have an interview scheduled with the department manager [Name]. The discussion will last about 30 minutes. Please bring the references as well as a copy of your resume and cover letter along with you.

If you prefer any other date & time for the interview, please contact me by phone [Contact number] or email [Email id] to schedule another appointment.

We look ahead to seeing you.

Best regards,
[Name of signatory]
[Designation of the signatory]
[Contact details of the signatory]

Related: Essential Email Etiquette Rules For Workplace

Tips for drafting an outstanding interview call letter

Follow the below tips to draft an outstanding interview call letter:

Prepare and format

Before you start writing, consider having a good idea of where you want your document to go. Prepare to keep your message to one page. Write a concise, friendly introduction, followed by an announcement of your invitation, interview details, and finally, a resource where the candidate can get additional information.

Start with a greeting

Start your interview call letter by thanking the applicant for taking the time to read about the job and the company. You recognise that your reader may have various job search options, and you value the time and effort they have put into applying for the job. You can elaborate on this message or keep it to a single line of text, but ensure the tone implies this one key point.

Keep the tone friendly

An invitation is always a gesture of generosity. Whether the candidate accepts, ensure the invitation is humble. Associate the interview invite with the mutual benefit of a potential relationship.

Mention clear instructions

It is always better to provide at least two interview times so that the candidate can fit the interview into their schedule. Offer two or more time slots for your interviewee to choose from, or a suggested time which you can reschedule if asked. Also, mention clear directions and transportation options to the venue.

Ask for confirmation

In a friendly tone, ask the candidate to contact you by email or phone to confirm that they plan to attend the interview. Provide the contact addresses and hours in which a person may be available to respond to requests. Do mention you look forward to hearing from them.

Sign off politely and prepare to follow up

Finish your letter with a respectful signature and sign-off, including your job title or position within the company. As suggested, provide contact information at the end. Follow up if you do not hear from your recipient within a few days. Sometimes candidates may be engaged or sifting through multiple offers, and these candidates may require prompts and follow up.

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