How to Respond to a Job Interview Email

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May 27, 2020
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min read

With so much of the job search being handled online, you will need to perfect your professional email skills. In this article, we will discuss how to respond to emails about an upcoming job interview. We'll look at different scenarios and how to best approach your digital response.

How do you respond to a job opportunity email?

You might open your email inbox and see a new message from a recruiter saying they have a great opportunity for you and would like to know if you are interested in the job. Before shooting back a reply, take some time to think about your response. Even if you are currently in a job you like, wouldn't it be worth having a conversation?

If you are really not interested in the job, decline politely. Simply say, At this time I am not interested in a new job. However, please let me know if additional opportunities arise in the future. 

You never want to send a rude reply. Most likely you will need a new job at some point in your career and you will want to keep all of your options open, even if you have a good job now.

On the other hand, if you're ready to accept the email invitation to interview, here is a sample email you can rework to show you are excited and interested in the opportunity. Don't just copy the below though, personalize it to match the industry and position you are interviewing for.

Thank you so much for reaching out. Your timing is perfect since I was about to start my job search. I look forward to learning more about the opportunity and would love to set up a phone call. Below is my phone number and additional contact information. Please let me know a time that works for you.

Be on the lookout for an interview invitation or an initial phone call to discuss the job opportunity. Even if you aren't fully interested, you should respond and hear the recruiter out. The worst that can happen is you wasted a few minutes on the phone.

How do I confirm an interview appointment by email?

Some candidates struggle when it comes to responding to an email during the interview process. How should you respond to the meeting invite or do you need to at all? It's always best to respond, even if it's a short email back. Here is one example of an email response:

Thanks for sending over the interview invitation. I look forward to meeting the hiring manager and other members of the team. Thanks again for coordinating everything. Please let me know if you need anything additional from me.

You should send this note either with your confirmation of the meeting or directly after you accept the calendar invite. It shows you are organized and value other people's time.

How do you respond to an interview confirmation?

Sometimes you might get an email from the recruiter or someone in human resources that your interview has been scheduled. You should always respond to this email.

In your response, confirm the time, date, location, and name of the person or people you will be meeting with. Below is a sample email to help you draft your response.

Thank you for taking the time to schedule an interview with the hiring manager for me. I look forward to meeting them during my job interview. Please send along any additional details I may need prior to my interview next week. I really appreciate you scheduling this for me. I will let you know if I have any additional questions leading up to and after the interview.

The recruiter or human resource representative will be your main point of contact before and after your interview. Use this email to ask any questions you have about the company that could help you prepare for your meeting.

If you want to know any details about the job, ask before the day of your interview. Here are a few common questions you might want an answer to before your interview.

  • Can you provide any details around the job title?
  • Will there be additional people to meet with after this round?
  • Could you send me the job title and email address of the employer I will be meeting with?

Tips for emails regarding a job interview or opportunity

  • Make sure you have an appropriate email address before starting your job search. If you had a silly name on there during college, consider changing it to something more formal.
  • Always provide a few times that you are available when scheduling an interview. Try to be flexible and work with the scheduler as much as you can.
  • You can also ask it to meet with more than person when are you going in for an interview. Be honest with the recruiter if it's hard for you to keep taking time off from your current job. They can usually handle a request and include more than one interview during a visit.
  • Always send a follow-up email to everyone you meet with during your job search. Don't just forward the same thank you to each person. Take the time to create a unique email for each person you have an interview with.
  • If you are looking for a job, you should have a signature on your personal email that includes your phone number and additional contact information. This way if someone needs to get in touch with you, it's easy.
  • Use professional and polite words in your emails. Dear, regards, and sincerely work well.

If you follow these tips and tricks when it comes to corresponding via email during your job search, you'll receive a job offer before you know it.

Frequently Asked Questions

What should I include in my response to a job interview invitation email?

In your response to a job interview invitation email, you should include a thank you note for the opportunity, confirmation of the date and time of the interview, any questions you have regarding the interview format or what to bring, and your contact information. Keep it professional, concise, and free of errors to make a good impression.

How quickly should I reply to a job interview email?

It's best to respond to a job interview email within 24 hours. This shows your enthusiasm for the position and respect for the employer's time. If you need more time to consider the offer or to check your schedule, send a brief email acknowledging the invitation and stating when you will confirm your attendance.

Is it appropriate to negotiate the interview date or time proposed in the email?

Yes, it's acceptable to negotiate the interview date or time if the proposed schedule conflicts with your prior commitments. In your response, express your interest in the position, provide alternative dates or times, and apologize for any inconvenience. Always be flexible and understanding of the employer's time constraints as well.

Dave Fano

Founder and CEO of Teal, Dave is a serial entrepreneur with 20+ years of experience building products & services to help people leverage technology and achieve more with less.

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