Working remotely doesn't have to derail your recruitment strategy. In fact, job seekers have more flexibility to respond to emails, take calls and schedule video interviews when working outside of the office. Aside from no longer conducting in-person interviews, your hiring process should look relatively normal.
In this article, we’ll break down the must-have elements of a successful interview invitation email for every stage of the recruitment lifecycle, and explain how you can leverage our samples to improve the candidate experience.
When using a template, copy and paste the text into a blank email, replace placeholder text with the correct details and proofread carefully.
FREE PLAYBOOK: RECRUITING IN TURBULENT TIMES. DOWNLOAD HERE.
Table of Contents
- What to Include in Your Interview Invitation Email
- Formal Phone/Video Interview Invitation Email
- Casual Phone/Video Interview Invitation Email
- Cold Candidate Interview Invitation Email
- Phone Screen Interview Invitation Email
- Video Conferencing Interview Invitation Email
- Referred Candidate Interview Invitation Email
- Past Candidate Interview Invitation Email
- Second Phone/Video Interview Invitation Email
- Group Video Interview Invitation Email
What to Include in Your Interview Invitation Email
Typically, recruiters opt for the ultra-formal interview invitation email — one that simply states that they reviewed the candidate’s materials and would like to set up an interview. While it’s important to be clear and concise in interview invitations, it’s also a great opportunity to create a stand-out candidate experience.
Use an interview invitation email to convey your excitement about the candidate, emphasize your company culture and highlight your employee value proposition. An upcoming interview — whether over the phone or video — can be a source of stress for job seekers, so go above and beyond to make them feel comfortable and confident.
Also, be sure to include all the information they might need to prepare. Doing so will make them feel valued, and they’ll see you as an employer that truly cares. At the bare minimum, mention the following details in your interview invitation emails:
Direct subject line
Call out that this is an interview invitation within the subject line to grab the candidate’s attention when they’re looking through their inbox. Doing so will ensure your email isn’t accidentally overlooked and gets a prompt response. You should also research the latest list of SPAM email trigger words, to ensure your email doesn’t get thrown into the candidate’s junk folder.
Job Details
Restate the title of the position early on, even within your subject line. Job seekers may apply to multiple open roles at a company, so inform them which role they’re receiving an interview for. Additionally, state the name of your company again. It’s a job seekers market, and top candidates have their choice of multiple elite employers; remind them who you are.
Interview format
Explain which format the interview will be conducted in, whether that’s over the phone, via video conference or as part of a group video interview.
Interview access information
For phone or video conference interviews, include the phone number or meeting room link and access code, if necessary.
Approximate interview duration
This is especially important for interviews with job seekers who are currently employed elsewhere and need to plan the interview around their work schedule. Give the candidate an estimate of how long the interview should take, and confirm a start and end time when the official time is scheduled.
Multiple date and time options
Again, several of your candidates are probably currently employed, which means they need multiple options and at least a few days notice to schedule an interview, even if they're working remotely. Proposing several date and time options helps mitigate back and forth and conveys flexibility.
While this is less feasible when scheduling group interviews, it’s still important to offer candidates some latitude regarding when their interview will take place. Include time zones when discussing possible times, even if you believe the candidate lives close to your office. This will help prevent scheduling errors.
Interviewer details
Say who the interview will be with and what their job title is — you can even link to their LinkedIn profile to help candidates better prepare. Additionally, state the interviewer’s relationship to the role, whether that’s hiring manager or team member.
Your email signature
An interview invitation email is an important step in selling the role while you assess candidate fit. Because of that, include your professional email signature with your job title and company logo in every recruiting email to highlight your credentials.
The following nine templates will help you send polished, engaging interview invitation emails to candidates at every stage in the recruitment process. Copy and paste the text into a blank email, replace placeholder text with the correct details and proofread carefully.
1. Formal Phone/Video Interview Invitation Email
Every recruiting email you send should adhere to your employer brand voice and tone. If casual conversations aren’t your style or you’re corresponding with more experienced executive candidates, use the following template to formally invite a candidate to interview.
Subject Line: [COMPANY NAME]: Invitation to Interview
Dear [FIRST NAME],
Thank you for your application to the [JOB TITLE] role at [COMPANY NAME].
We would like to invite you to interview for the role with [INTERVIEWER], [INTERVIEWER JOB TITLE]. The interview will last [LENGTH OF INTERVIEW] in total.
Please reply to this email directly with your availability during the following date and time options:
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
We look forward to speaking with you.
Sincerely,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
2. Casual Phone/Video Interview Invitation Email
If you’re a young company that boasts a desirable startup culture, show it off by opting for a more informal interview invitation. Every stage of the interview process is an opportunity to showcase your culture and core values, so don’t be shy. Again, your voice and tone should be consistent across every piece of collateral — from your career page to recruiting email templates.
For casual, conversational interview invitation emails, use the following template.
Subject Line: [COMPANY NAME]: Interview Availability
Hi [FIRST NAME],
Thank you for applying to the [JOB TITLE] position at [COMPANY NAME]. We’ve reviewed your application materials carefully, and we’re excited to invite you to interview for the role!
Your interview will be conducted [FORMAT] and last roughly [LENGTH OF INTERVIEW]. You’ll be speaking with [INTERVIEWER], our [INTERVIEWER JOB TITLE] here at [COMPANY NAME].
Please let us know when you are available during the following times:
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Thanks again for your interest in joining the [COMPANY NAME] team! We’re looking forward to speaking with you.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
3. Cold Candidate Interview Invitation Email
If you come across a truly excellent potential employee when sourcing candidates, you may want to talk to them immediately — especially if they’re in a high-demand role, like a software engineer or developer. Use the following template when reaching out to a candidate for the first time to invite them to an interview.
Subject Line: [JOB TITLE] Opportunity at [COMPANY NAME]
Hello [FIRST NAME],
I came across your profile on [WEBSITE/SOURCE] and was interested in your recent work in [FIELD]. I’m a recruiter at [COMPANY NAME], and we’re looking for a [JOB TITLE] that I think you would be a good fit for.
I would love to hear more about you and tell you about the role. Are you free this week for a quick 15-minute call? I’m available at the following times:
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Please let me know if any of these times work for you.
Looking forward to hearing from you.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
4. Phone Screen Interview Invitation Email
After an applicant has applied to an open role, the next step is typically a phone screen interview to assess their qualifications. When you have a loose relationship with the candidate but are reaching out for the first time to invite them to a phone interview, use the following template.
Subject Line: [COMPANY NAME]: Phone Interview Availability
Hi [FIRST NAME],
Thank you for applying to the [JOB TITLE] position at [COMPANY NAME].
After reviewing your application, we are excited to move forward with the interview process.
We would like to schedule a [LENGTH OF INTERVIEW] phone call with [INTERVIEWER], [INTERVIEWER JOB TITLE] at [COMPANY NAME].
Below are some date and time options:
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Please reply directly to this email and let me know if you are available at any of the above times. From there, I’ll coordinate with [INTERVIEWER] and send you an email with a calendar invitation to confirm the date and time.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
5. Video Conferencing Interview Invitation Email
Coordinating a video interview is a bigger to-do for job seekers, especially if they are currently employed elsewhere. Send the interview invitation far enough in advance so they are able to plan accordingly without unnecessary stress.
Use the following template to send a video interview invitation. Once you’ve confirmed the date and time, be sure to include the meeting room link and any access information they will need to join the interview.
Subject Line: [COMPANY NAME]: Video Interview Availability
Hi [FIRST NAME],
Thank you for applying to the [JOB TITLE] position at [COMPANY NAME].
After reviewing your application, we would like to invite you to interview with [INTERVIEWER], our [INTERVIEWER JOB TITLE].
So we can get to know you better, the interview will be conducted over video using [VIDEO CONFERENCING PLATFORM] and last about [LENGTH OF INTERVIEW] in total.
We want you to be able to plan accordingly, so we’ve provided a list of date and time options over the next week. Please take a look and let us know which date is best for you.
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
We’re looking forward to continuing the conversation.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
6. Referred Candidate Interview Invitation Email
Referred candidates are a tech recruiter’s dream — vetted, qualified and most likely aware of your company. How you invite a referred candidate to interview should follow a similar structure to any of the previous templates, but with more personalization.
Use the following email template when leveraging your employee referral program to send an interview invitation.
Subject Line: [COMPANY NAME]: [JOB TITLE] Interview Opportunity
Hi [FIRST NAME],
I am [YOUR JOB TITLE] at [COMPANY NAME], and we’re currently looking for a [OPEN JOB TITLE] to join our team. [CONTACT NAME] spoke very highly of your [SKILLS] and recommended you for the role.
I took a look at some of your work online, and given your experience, I think you’d be an excellent fit for the role. This is a great opportunity to learn more about [YOUR INDUSTRY] alongside an ambitious team.
I’d love to hear more about you and talk to you about the role. Are you available for a 15-minute phone call sometime tomorrow?
Let me know!
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
7. Past Candidate Interview Invitation Email
When recruiting for an open role, tap into your talent community to re-engage qualified candidates who stood out to you during past interviews. Similar to employee referrals, you have a relationship with these candidates and must include enough personal details to get their attention.
Before reaching out to a past candidate, consult your candidate persona thoroughly to verify they would be a good fit. Attach the job description so they can review the role themselves. Getting a candidate excited about a new opportunity only to pass on their candidacy again is a bad experience and a poor reflection of your external employer brand.
Use the following template to invite a past candidate to interview over email.
Subject Line: [COMPANY NAME]: New [JOB TILE] Opportunity
Hi [FIRST NAME],
I hope this finds you well! I know you applied to the [PREVIOUS JOB TITLE] role at [COMPANY NAME] back in [MONTH/YEAR], and while we went in a different direction then, we kept your resume on file.
A new [OPEN JOB TITLE] role just opened up on the [DEPARTMENT] team that I think you’d be an excellent fit for.
We’re currently conducting interviews for the role, and I would love to set up a time for you to talk to [INTERVIEWER], the hiring manager. Are you available for a [LENGTH OF INTERVIEW] phone call sometime this week? I’ve highlighted a few date and time options below, let me know if any of them work for you.
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
Here is a link to the job description on our website. [INCLUDE LINK]. If you have any questions about the role, give me a call at [PHONE NUMBER].
Thanks, [FIRST NAME]! Looking forward to hearing from you soon.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
8. Second Phone/Video Interview Invitation Email
When you’re ready to invite a candidate to a second interview — regardless of its format — use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them engaged. Additionally, provide any helpful information upfront so they continue to feel supported and confident ahead of every conversation with your team.
Subject Line: [COMPANY NAME]: Invitation for Second Interview
Hi [FIRST NAME],
Thank you for taking the time to speak with [INTERVIEWER] about the [JOB TITLE] position at [COMPANY NAME].
We’re quite impressed by you and are eager to continue the conversation! We’d like to schedule a second interview with you during one of the following time options:
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
[DAY, DATE – TIME, TIME ZONE]
You will be speaking with [INTERVIEWER], [INTERVIEWER JOB TITLE], and the interview should last no more than [LENGTH OF INTERVIEW].
Please let me know which time works best for you. I will send a calendar invitation to confirm once we have selected a date and time.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
9. Group Video Interview Invitation Email
Coordinating a group interview can be somewhat of a scheduling nightmare, but it’s a great way to see how candidates interact with their peers and potential teammates. To simplify the process, use a scheduling tool such as Google Forms or Doodle to allow candidates to select the times that work best for them. You’ll be able to see a clear breakdown of the group’s availability, reducing the number of moving parts and possibility of scheduling errors.
Use the following template to send a group video interview invitation.
Subject Line: [COMPANY NAME]: Group Interview Invitation
Hi [FIRST NAME],
Thank you for applying to the [JOB TITLE] position at [COMPANY NAME]. After reviewing your application materials, we are pleased to move forward with the interview process.
We would like to invite you to participate in a video interview. You will interview as a part of a group with [NUMBER] other applicants. The interview will last no more than [LENGTH OF INTERVIEW].
To help us schedule the interview, please select your availability from this calendar link: [INSERT LINK].
From there, I will coordinate between the other candidates and the hiring team to confirm a time that works for all involved. You will receive an email with a calendar link to confirm the interview.
To help you prepare, here is some information about the interview and [COMPANY NAME].
You will be meeting with:
[INTERVIEWER], [JOB TITLE]
[INTERVIEWER 2], [JOB TITLE 2].
Length of interview:
[MINUTES/HOURS]
Interview agenda:
During the interview you will be asked to complete several exercises with the other candidates. [ADDITIONAL INFORMATION]
Conference line information:
Information on how to join the video interview will be providing in the calendar invitation once a date and time is confirmed.
We’re looking forward to continuing the conversation! If you have any questions, don’t hesitate to reach out.
Best,
[YOUR NAME]
[YOUR EMAIL SIGNATURE]
Remember to customize and proofread these email templates carefully. In most cases, an interview invitation email is the first official point of contact you have with candidates and it’s important to make a good impression; typos or placeholder text look unprofessional. Keep in mind that any candidates you don’t extend an offer to can be funneled into your talent community and help build your talent pipeline for future vacancies.
FREE PLAYBOOK: RECRUITING IN TURBULENT TIMES. DOWNLOAD HERE.
