Guide: How To Write An Interview Schedule Format Email

Professionals working in human resources (HR), especially recruiters, handle all aspects of hiring employees, from job posting to onboarding. An important step in this process is writing emails to candidates who pass the initial assessment to invite them to interviews. Knowing how to write an interview scheduling email with the proper tone and format is important if you work in an HR role. In this article, we list steps on how to write an interview scheduling email and provide an interview schedule format template and a few examples.

Related: Guide To Email Writing Format In English (With Tips)

What Is An Interview Schedule Format Email?

An interview schedule format email, as the term suggests, is an email that an HR professional writes to a prospective employee to schedule an interview with them before deciding whether to hire them. This email usually includes all the interview-related information the candidate requires. As interviews can be stressful for candidates, it is important to use a tone that makes them feel comfortable and confident. This engages candidates and generates interest in the open role. With the right email-writing tactics, you can improve your communication and reduce the time you spend corresponding with candidates.

Related: How To Ask About Your Job Application Status After An Interview

How To Write An Interview Scheduling Email

Take the following steps to write an email inviting a candidate for an interview:

1. Start with a greeting

Begin the email normally with Hello, Hi or Dear and the candidate's name. Then, thank them for applying for the role. Keep the opening simple and short. Make it clear that it is an interview invitation on the subject line so that the receiver does not overlook the email.

Example:
Hello Virat,
Thank you for your application to JK Law Firm.

Related: What Is The Correct Format Of An Email Address? (With Examples)

2. Iterate the candidate-specific details

Next, state your reason for writing the email. Mention the position the candidate applied for and explain why the company wants to interview them. You can use generic expressions such as Your resume impresses us or Your profile matches our criteria. You can also personalise the reason. Invite them for the interview and specify whether the interview is offline or online.

Example: We reviewed your application for the junior attorney position and your resume impresses us. We would like to invite you for an in-person interview to further discuss your experience and qualifications.

Related: How To Write And Properly Format Business Email Messages

3. Mention interview details and expectations

It is a good idea to mention who is going to take the interview and who else may be present. You may also list some topics of discussion to give the interviewee the chance to prepare. Also mention how long the interview may last.

Example: Mr Dinesh Khetri, our attorney manager, and Miss Nirmala Deshmukh, our senior executive, are going to conduct the interview. Two members from the HR team are also to be present. You are going to encounter questions about criminal law and litigation. The interviewers would also like to discuss the details of the vacant position. The meeting may last for up to one hour, though we hope to end it sooner.

Related: Interview Call Letter Format (With Tips And Templates)

4. Include any requirements from the candidate

If you require the interviewee to bring any documents or expect any specific information from them, mention it here. Also, explain why you require the documents or information. This allows the interview process to run more smoothly.

Example: Please bring a copy of your resume and ID proof along with a list of three references with their contact information to the interview. We require these documents for verification purposes.

Related: How To Write A Follow-Up Email After An Interview With Tips

5. Add physical location or online access details

This section may change depending on the mode of the interview. If it is an online interview, ask for the candidate's availability or attach a link to the meeting along with the date and time. If it is offline, mention the location, address, time and any further instructions the candidate may require. Make the instructions clear and easy to follow.

Example: Please visit the JK Law Firm office building at Palam, New Delhi. We are going to hold the interview in room 65B on the third floor on 31st August at 5 pm. Ask the building's receptionist for assistance if you have trouble finding the room.

Related: How To Write A Second Interview Invitation Email In 7 Steps

6. End the email

When ending the email, ask if the details of the interview are fine with the candidate and whether they require any further assistance. Signal that the candidate can approach you if they require any help. Lastly, end the email positively by expressing your eagerness to meet them.

Example:

Let me know if you have any questions. We look forward to seeing you.

Regards,
Ekta Ajwaini
Junior recruiter

Related: How To End An Email (With Tips, Steps And Examples)

Interview Scheduling Email Format Template

The following is an interview scheduling email template you can refer to:

Hello [Name of candidate],

Thank you for applying to [Name of company].

We reviewed your application for [name of position], and we are happy to inform you that your profile matches our criteria. We would like to invite you for an [mode of interview] interview to further discuss your experience and qualifications.

In the interview, you are going to meet [Name], the [position], and [Names and positions of other interviewers]. They are mainly going to ask questions about [job-related topics] and discuss the details of the role. The meeting would last approximately 40 minutes. Please bring your [list of documents] to the interview, as we require them for [purpose].

We are going to hold the interview in [online or offline destination] on [date] at [time]. You can access the interview [instructions for reaching the physical location or joining the online meeting].

Let me know if this works for you. We can help you if you have any questions or require any further information. We look forward to meeting you.

Regards,
[Your name]
[Your position]

Related: How To Write A Professional Email: A Complete Guide

Examples Of Emails For Scheduling Interviews

The following are two example interview scheduling emails for offline and online interviews:

Sample 1: offline interview

Refer to this example if you are writing an email to schedule an offline interview:

Hello Tejas,

Thank you for applying to BT Marketing Solutions.

We reviewed your application for the marketing assistant role, and we are happy to inform you that your profile matches our criteria. We would like to invite you for an in-person interview to further discuss your experience and qualifications.

In the interview, you are going to meet Mr Prakash Rajen, the marketing head, and Alia Abdul, the hiring manager. They are going to ask questions about your marketing and branding experience and discuss the details of this role. The meeting would last approximately 60 minutes. Please bring your resume and identity proof to the interview, as we require these documents for record-keeping purposes.

We are going to hold the interview at the BT Marketing Solutions headquarters in Andheri East on 12th August at 11 am. Our address is 45/12/5 Asha Building, Haji Street, Andheri East, Mumbai—400096. Once you reach the building, ask the receptionist to guide you to the interview room.

Let me know if this works for you. We can help you if you have any questions or require any further information. We look forward to meeting you.

Regards,
Hina Khan
Recruiter-in-charge

Related: How To Write An Interview Confirmation Email (With Examples)

Sample 2: online interview

Refer to this example if you are writing an email to schedule an online interview:

Hello Prajakta,

Thank you for applying to Filmy Co.

We reviewed your application for the video creator role and we are happy to inform you that your profile matches our criteria. We would like to invite you for an online interview to further discuss your experience and qualifications.

In the interview, you are going to meet Xenia Imam, the lead content manager, and some members of the HR team. They are mainly going to ask questions about your software expertise, social media planning and video creation experience and discuss the details of this role. The meeting would last approximately 30 minutes.

Let me know what interview date and time works best for you through the following link: [link to candidate self-scheduling]. You can access the link via VMeet. If you face any issues, call 91-5369514568.

Let me know if this works for you. We can help you if you have any questions or require any further information. We look forward to meeting you.

Regards,
Anil Kapoor
Hiring manager

Please note that none of the companies, institutions or organisations mentioned in this article are associated with Indeed.