Professional Interview Invitation Template

After posting a job opening and attracting a certain number of applicants, the next step is to compile a list of the most promising candidates and invite them for an interview. So, how do you reach out to these candidates? One of the simplest ways is to send an interview invitation letter.

1. What is an interview invitation?

An interview invitation letter is an email sent by the employer to potential candidates inviting them to participate in an interview after applying for a position.

Since most candidates require time to transition from their current job before accepting a new one, you should allocate them at least 5-7 days to prepare for a job interview.

2. Required Information in the Interview Invitation Letter

When drafting an interview invitation letter, you must pay attention to the following elements:

- Subject Line: The subject line should be accurately crafted, concise, not only for interview invitations but for any email. You can structure it as: 'Interview Invitation - Company Name' or 'Company Name - Invitation for the Position of .....'

- Greeting: Regardless of whether you adopt a formal or relatively friendly tone, remember to address the candidate by name in the opening. For formal emails, you may use the structure 'Dear ....'. Alternatively, to foster a comfortable atmosphere for the candidate, you could opt for 'Hello ....' or '.... Warm regards!'

Thank you for your interest and for submitting your application for the position of Editor at our company, ABC. We appreciate your enthusiasm and look forward to meeting you for an interview.

We have received your CV and recognize your potential to be a valuable addition to our team. We would like to invite you for an interview to discuss further how you can contribute to our company.

It is essential to provide clear details regarding the interview schedule, location, and format. Please find enclosed the specifics for your convenience. If you encounter any difficulty finding our location, directions are included in this email.

We are eager to conduct a brief phone interview to better understand your qualifications and share more about our company. Alternatively, we extend a warm invitation for an in-person interview at our office on [date] at [time].

3. Tips for Crafting Professional Interview Invitation Letters

- Make a Distinctive Impression: Avoid giving candidates the impression that you're using a template for everyone. Each email should make a unique impression by highlighting specific candidate information and the position they're applying for.

- Utilize Scheduling Tools: For remote interviews, you may need to resort to video calls. This might involve dealing with different time zones. It's crucial to carefully check interview times or use scheduling tools to arrange things most efficiently.

- Confirm via Phone Call: If it's been 1 or 2 weeks without a response from the candidate, consider giving them a call. They might be too busy with their current job to respond to emails.

- Check Spelling Errors Before Sending Emails: How you present your email reflects your company's image. Therefore, don't let minor errors like spelling mistakes affect the candidate's first impression.

4. Professional Interview Invitation Template

In summary, an interview invitation should contain all relevant information such as time, location, format, required documents, etc., while still ensuring the best impression on the candidate and instilling confidence in them.

In addition to professional interview invitation templates, you can also refer to How to Respond to Candidates upon Receiving Email Resumes here.