Congratulation on getting an email invitation for a job interview!
When you’ve received an invitation for interview, it is a good idea to send an email confirming your availability for your job interview.
Often, your prospective employer is assessing you as a potential candidate during the pre-interview process.
Thus, knowing how to respond to an interview invitation is just as important as the interview itself.
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What is an interview Confirmation?
An interview confirmation is usually sent via email to respond to an interview invitation and let the interviewer know about your availability.
Confirmation on an job interview will ensure your interview date and time is set and will not be taken by another candidate.
Furthermore, it gives you the chance to check important details before the interview and make a good impression on your potential employer by appearing professional with your email response.
Here we will guide you on how to reply to an interview invitation email request professionally, with examples you can use.
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How to confirm an interview appointment by email
Sending an email reply for interview confirmation is important,even if you have spoken to the hiring manager or human resource representative on the phone.
Replying to an interview invite shows that you are enthusiastic for the position and interested in joining the company.
Writing a formal interview confirmation email should be free of typos and grammatical errors.
1. Write a clear interview confirmation email subject line
The subject line for an email reply to the interview invite should clearly state the purpose of the email. The reader should understand what the email is about before opening the email to see its content.
Your subject line should include information such as;
- The job title you are applying for.
- Your first name and last name.
- A short description of what the email is about.
If the interview invitation is sent to you by email, you can simply choose to click “reply all” and respond to the interview invitation.
Interview confirmation email reply subject line templates
- RE: [Original interview invitation subject line]
- Confirmation for interview: [Job Title], [Your First and Last Name]
- Confirm acceptance of the interview: [Job Title], [Your First and Last Name]
Interview confirmation email reply subject line examples
- RE: Interview invitation to John Smith for the position of Marketing Manager
- Confirmation for interview: Software Engineer, Cara Smith
- Confirm acceptance of the interview: Sales Representative, Robert Cordova
2. Start your email with a formal greeting
Start your email with a proper salutation and greet your recipient professionally.
If you’ve received the interview invitation by email, you will be able to know the name of the person contacting you.
When replying to an email, addressing the person by their name is often associated with a sign of respect.
Professional formal greetings
Generally, “Dear Mr./Ms.” followed by the recipient’s last name is the most appropriate way to greet someone professionally.
- Dear Mr./Ms. [Last Name],
- Hi Mr./Ms. [Last Name],
- Hello Mr./Ms. [Last Name],
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3. Begin with your reason for sending the email
Begin your email by clearly stating why you are writing the email, and what is your purpose. Be clear with your message, and make it as short as possible.
Most recruiters, HR professionals, and employees of companies received hundreds of emails a day, often they will receive emails that are irrelevant.
Start your first paragraph with your reason for sending your email will let your reader know if they should spend time to read the rest of your email.
The first paragraph should be short and concise with less than 30 words.
Reason for sending the email template
- “Thank you for the opportunity. I am writing to confirm the interview held on [date and time] at [location where the interview will be held].”
- “Thank you for inviting me for the [Online or video interview]. I am writing to confirm the online interview held on [date and time] with [Software used for the online or video interview].”
- “Thank you for the opportunity, I will like to confirm the details of my upcoming phone interview for the [job title] position at [company].”
- “Thank you for your invitation to interview for the role of [job title]. I am writing to confirm the interview we have set for [Date], at [Time].”
Reason for sending the email example
- “Thank you for the opportunity. I am writing to confirm the interview held on Friday, February 28, at 09:30 a.m., at ABC Company.”
- “Thank you for inviting me for the online interview. I am writing to confirm the interview held on Thursday, June 8, at 10:30 a.m., with Zoom.”
- “Thank you for the opportunity, I will like to confirm the details of my upcoming phone interview for the Senior Analyst position at ABC Company.”
- “Thank you for your invitation to the interview for the role of Manufacturing Lead. I am writing to confirm the interview we have set for Monday, March 2, at 2:30 p.m.”
4. Restating the interview time and place
If you’ve not restated the interview time and date in your first paragraph, you can mention this information in the body of your email.
Restating the interview time and place in your reply to the interview invites can help you confirm that there are no changes to the previously proposed time and place. This prompts the hiring manager to cross-check their calendar and confirm that the information that they’ve provided is correct.
Restating the interview time and place prevents any kind of mismatch and prevents confusion before the day of the interview.
Restating interview time and place template
- “I will like to confirm the details for the interview appointment to be on [Time and Date] at [Location].”
- “May I just confirm the details for the online video interview appointment to be on [Time and Date] at [Location].”
- “Can I check that the phone interview will be held on [Time and Date].”
Restating interview time and place example
- “I will like to confirm the details for the interview appointment to be on Thursday, June 8, at 10:30 a.m., at ABC Building.”
- “May I just confirm the details for the online video interview appointment to be on Monday, February 15, at 11:30 a.m., with Zoom.”
- “Can I check that the phone interview will be held on Wednesday, October 25, at 3:30 p.m.”
5. Ask questions and confirm on what are the items you’ll need to bring for the interview
A confirmation email to an interview invite is the best opportunity for you to ask any reasonable questions that can help you to better prepare for the interview.
Questions you can ask when replying to an interview invitation include:
- Confirm the location of the interview, such as floor and department.
- Parking protocol for the area if you are driving.
- The process required to enter the building.
- Contact the person on the day of your interview.
- Things you’ll need to bring for the interview.
Questions such as knowing what to bring for the interview are usually acceptable. Asking questions wisely shows that you are a potential candidate who is enthusiastic and well prepared for the interview.
How to ask what are the items to bring for the job interview?
- “As requested, I will be bringing several copies of my resume, as well as my list of 3 references for the interview. Please let me know if there is anything else I should bring.”
- “I will be bringing ten copies of my resume, my portfolio, a copy of my reference list, and a photo ID for the interview. Do let me know if I’ll need to bring anything else.”
- “I’ve prepared a few copies of my resume and my portfolio for the interview. Is there anything else that I should have on hand?”
What to bring to a job interview
- Resume. Bring at least five copies of your resume for your interview
- List of references. Keep a list of references that your potential employer may need if they’ve decided to further assess if you are the right candidate for the job.
- Stationary. You may not know when will you need to write down something, just bring a pen and paper so that you are prepared to jot down information when required.
- Portfolio. For some jobs, you may need to bring along your portfolio where you can present to your interviewers should what you’ve already accomplished.
- Directions to the interview. Get yourself prepared before the day of your interview. Know how to get to the venue so that you will not be late or miss your interview.
- Breath mints. If you are having a face-to-face interview, you may want to ensure that your breath is fresh, and breath mints can help.
- Water. Water can often help to calm you down before your interview. Just take small sips of water before entering the room, it can often help to calm your nerves.
- Bag or briefcase. Keep all your items in a professional-looking bag or briefcase so that you can easily find what you want during the interview.
6. Sign off professionally
Closing an email with a professional sign-off is the last opportunity for you to make a great impression on your reader.
Email closing for professional sign off
- Regards – Great closing for most emails, I use this as well
- Sincerely – Acceptable closing for most emails, especially for the older folks.
- Best wishes – Sounds like a greeting card, but it works sometimes
- Best regards – More formal than just saying ‘Bes’, pretty useful.
- Warm regards – Gives a great vibe if it is sent to someone whom you don’t know.
Email closing for semi-professional sign off
- Cheers – Debatable, if you are talking to someone whom you know well, it might be ok.
- Best – Less formal than best regards.
- Thanks – Good ways of ending a less formal email if you are requesting something.
- Many thanks – Gratitude for thanking someone for a favor they’ve performed for you.
- Talk soon – A good way to end an email if you are meeting soon.
Email closing sign off to avoid all cost
- Rdg or thx – Any form of a short form of a full word is considered bad in any formal emails.
- [Name] – With just your name as a sign-off, it can be seen as pretty rude.
- Send from my iPhone – No one needs to know what device you send your message from.
- iPhone. iTypo. iApologise – Are you kidding me?
- XOXO – Probably the worst closing, XOXO should never be used for any formal email.
- LOVE – This is a formal email, not a message to your honey.
- TTYS – All abbreviations are bad in any formal email. TTYS is the abbreviation of “Talk to you soon”.
- Ciao – You are a professional sending a professional email, not to a friend.
- Peace – You are a professional sending a professional email, not to a friend.
- [Emoji] – Never send an email with an emoji, unless you are writing to a kid
7. Sign off with your name and contact information
When you are replying or emailing your confirmation for the interview, it is recommended to include your email address and phone number as part of your signature, so that the company can contact you when required.
In addition, you may also want to include any contact information which the company may used to contact you. Such as; Skype name, Zoom ID, LinkedIn profile link, etc.
You want to make it easy for the recruitment team to contact you.
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Interview Confirmation Email (Template)
Confirming an interview appointment is a simple way to differentiate yourself from the rest of the candidates. Knowing how to reply to the interview invitation via email can help you better prepare for the upcoming interview.
Here are the steps to confirm an interview appointment by email
- Write clear interview confirmation email subject line
- Start your email with a formal greeting
- Begin with your reason for sending the email
- Restating the interview time and place
- Ask questions and confirm on what are the items you’ll need to bring for the interview
- Sign off professionally
- Sign off with your name and contact information
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How to Reply to Interview Confirmation via Email (Template)
Subject: Interview Confirmation: [Job Title], [Your First Name] [Your Last Name]
Dear Mr./Ms. [Hiring Manager’s Name],
Thank you for the opportunity for the job interview. I will like to confirm an interview for the job position [Job Position] at [Company].
I will like to confirm the details for the interview appointment to be on [Time and Date] at [Location].
As requested, I will be bringing [Things requested to bring for the interview] for the interview. Please let me know if there is anything else I should bring.”
Sincerely,
[Your Name]
[Your Contact Info]
Job Interview Confirmation Email (Examples)
No matter how will your interview be conducted, it is important to know how to send an interview confirmation email.
- Onsite face to face interview
- Online virtual video interview
- Phone interview
Here we will show you a few examples of how to confirm an interview invitation via email.
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Onsite Interview Confirmation Email (Example)
Subject: Interview Confirmation: Sales Representative, Sally Sherri
Dear Mr. John Smith,
Thank you for the opportunity for the job interview. I will like to confirm an interview for the job position of Sales Representative at ABC Company.
I will like to confirm the details for the interview appointment to be on Thursday, March 7, at 9:30 a.m. at ABC Company.
As requested, I will be bringing a few copies of my resume for the interview.
Please let me know if there is anything else I should bring.
Sincerely,
Sally Sherri
HP: +1-234-567-891
Email: sallysherri@email.com
LinkedIn: linkedin.com/in/sallysherrifakeprofiledontuse/
Online Interview Confirmation Email (Example)
Subject: Interview Confirmation: Social Media Manager, Sally Sherri
Dear Mr. John Smith,
Thank you for inviting me for the online interview for the Social Media Manager position at ABC Company.
May I confirm the details for the online interview appointment to be on Monday, June 7, 9:30 a.m. with Skype.
As requested, I have prepared a softcopy of my resume, portfolio, and reference list for the interview.
Please let me know if there is anything else I’ll need to prepare for the interview.
Sincerely,
Sally Sherri
HP: +1-234-567-891
Skype ID: live:.cid.123456789qwertyu
Email: sallysherri@email.com
LinkedIn: linkedin.com/in/sallysherrifakeprofiledontuse/
Video Interview Confirmation Email (Example)
Subject: Interview Confirmation: Design Specialist, Sally Sherri
Dear Mr. John Smith,
Thank you for considering me for the Design Specialist position at ABC Company.
I will like to confirm the video interview appointment for the next Monday, October 7, at 9:30 a.m. using Zoom.
As requested, I have prepared a laptop with a webcam, a softcopy of my resume, and a reference list for the interview.
If I can provide you with any further information prior to the interview, please let me know.
Sincerely,
Sally Sherri
HP: +1-234-567-8912
Zoom Personal Meeting ID: 234-567-8912
Email: sallysherri@email.com
LinkedIn: linkedin.com/in/sallysherrifakeprofiledontuse/
Phone Interview Confirmation Email (Example)
Subject: Interview Confirmation: Telemarketing Representative, Sally Sherri
Dear Mr. John Smith,
Thank you for the phone interview invitation for the Telemarketing Representative position at ABC Company.
I am writing to confirm the details for the phone interview appointment to be on Thursday, April 7, at 9:30 a.m.
Please let me know if there is anything I’ll need to prepare for the interview.
Sincerely,
Sally Sherri
HP: +1-234-567-891
Email: sallysherri@email.com
LinkedIn: linkedin.com/in/sallysherrifakeprofiledontuse/
Confirming an Interview via Email After Call with Hiring Manager (Example)
Subject: Interview Confirmation: Math Teacher at ABC College, Sally Sherri
Dear Mr. John Smith,
It was great speaking with you on the phone earlier today.
Thank you for inviting me to the interview for the teaching position as a Math Teacher at ABC College.
I am looking forward to our conversationnext Monday, September 7 at 9:30 a.m.
Can you confirm that this interview will take place at Level 1, the Teacher’s office of ABC College?
As requested, I will be bringing along a few copies of my resume for the interview.
I believe my years of teaching experience make me an ideal candidate for this position.
If there is anything else I should bring, do let me know.
Sincerely,
Sally Sherri
HP: +1-234-567-8912
Email: sallysherri@email.com
LinkedIn: linkedin.com/in/sallysherrifakeprofiledontuse/
Confirm a Reschedule Interview Email (Example)
Subject: RE: Interview with ABC Company for the Sales Representative position
Dear Mr. John Smith,
Thank you for letting me know that the interview is rescheduled for next Friday, May 24 at 4:30 p.m.
I am writing to confirm my attendance, and I look forward to the interview.
I will like to hear more about the position.
As requested, I will be bringing a few copies of my resume for the interview. Please let me know if there is anything else I should bring.
Thanks again for rescheduling my interview and letting me know.
Sincerely,
Sally Sherri
HP: +1-234-567-891
Email: sallysherri@email.com
LinkedIn: linkedin.com/in/sallysherrifakeprofiledontuse/
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- How to Write a Professional Email At Work (with Examples)
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A.C is the Founder of HQHire. Sharing his experience as a management professional in a Fortune 500 Company, he talks about real-world career advice on job search, career advancement, and hiring the right people for the team. As the Founder and editor, he works with career experts to provide working professionals with realistic and actionable career advice that can help even the average joe in the corporate world to achieve success in their career.He is on a mission to provide actionable and reliable information that can create a positive change for each of his readers. Currently, A.C. is authoring a new book that will helps individuals to get out of procrastination and unlock their hidden talents.
FAQs
How do you respond to a confirmed interview email? ›
Thank you for the confirmation. I appreciate the opportunity to meet you and look forward to seeing you on {date and time} at {location}. You can also use this confirmation (or any confirmation reply) to ask for any further interview details or additional information you need to arrive prepared.
How do you write back an interview confirmation? ›Thank you very much for the invitation to interview for the Account Manager position. I appreciate the opportunity, and I look forward to meeting with Edie Wilson on June 30th at 9 AM in your Northampton office. If I can provide you with any further information prior to the interview, please let me know.
Should I respond to interview confirmation email? ›It's a good idea to accept and confirm the interview with an email, even if you have spoken with the hiring manager or human resources representative on the phone.
What should I reply for confirmation? ›- Thank you for confirming that information. ...
- Thanks for confirming. ...
- Thanks for providing confirmation. ...
- Thank you so much for confirming. ...
- Thank you for taking the time to confirm that information. ...
- Thank you for your confirmation of this information.
This is [name] with [business name]. I'm just giving you a call to confirm your appointment coming up on [date and time]. If you aren't able to come, please let us know within 48 hours before the appointment by calling or texting [phone number]. Thank you and have a great day!
How do you write a confirmation email? ›- Specify the recipients. Add the email addresses of the recipient or recipients in the email address bar. ...
- Write a subject line. ...
- Craft a greeting. ...
- State the purpose of the email. ...
- List the details. ...
- Request additional information. ...
- Ask questions. ...
- Express gratitude.
Thank you so much for the opportunity to interview for this position. I'm writing to confirm that my interview is on [date] at [time] at [location]. I would also like to confirm the individual(s) with whom I'll be meeting. Phone script (Remember to make this call somewhere quiet, where you won't be disturbed.
Should you confirm a job interview? ›Should I Send a Confirmation Email Before an Interview? Indeed advises emailing confirmation of a job interview right after making the appointment. This ensures that everyone is clear on the interview's time, date and place and can update their calendars while plans are still fresh.
How do you respond to a recruiter email? ›Hi [Recruiter Name], Thanks so much for reaching out. I'm available to speak at [insert dates and times you're free for a phone interview]. Please let me know if you need anything else in the meantime.
How do you respond to a job interview? ›Be polite but direct: Thank them for their time in the interview. Explain that you're following up on your interview - remember to be specific about the job, mentioning the job title and interview date. Restate your interest in the position and say you're keen to hear about next steps.
How do I respond to Next Step email? ›
I look forward to meeting with you again. I am available on [first preference for day, date and time] or, [second preference for day, date and time]. Please let me know which date works best for you.
How do you politely confirm? ›- Question Tags.
- S + Tense (positive or negative) + Objects + , + Opposite Auxiliary Verb + S.
- Can I rephrase what you said/have/said? ...
- Could you repeat that? ...
- Are we all on the same page? ...
- Phrases.
- Let me repeat that. ...
- Example Situations.
How to Pronounce Confirm? (CORRECTLY) - YouTube
How do you respond to availability of a meeting? ›"Thank you for your invitation to interview with [company name]. Yes, I am available on day, date, month, at time am / pm." "Yes, I very much would like to interview with you at..." Yes, I can be available for an interview at several times during the week of..."
How do you accept an interview via email? ›Thank you for the invitation to interview with [company name]. I want to confirm that I will be available to meet with you on Saturday, August 30 at 9:30 a.m. I appreciate the opportunity to talk with you and am looking forward to learning more about the position. Notice how short the email is.
How do I confirm an interview on indeed? ›Once the candidates receive the interview invitation, they are directed to a new landing page to confirm the interview and also to add any additional messages for the employer. Upon confirmation of the interview, you will receive an email with an .
How do you respond to a professional email? ›- Start with your salutation. Choosing an appropriate salutation that's respectful and cordial can make your recipient more likely to cooperate with you. ...
- Write the body of the email. ...
- Include your closing remarks and signature. ...
- Accepting an application. ...
- Declining an application.
- Respond as soon as possible. Reply to a thank you email within 24 hours of getting it if possible. ...
- Start with an acknowledgment. ...
- Describe how you benefited from the situation. ...
- Keep it short. ...
- Use a personable and professional tone.
“I feel my skills are particularly well-suited to this position because …” “I believe I have the type of knowledge to succeed in this role and at the company because …” “I'm excited about this job opportunity, as it would allow me to …”
What should you say in an email after an interview? ›Express thanks for the interviewer's time. Briefly reinforce why you're interested in the job and why you'd be a good match. Consider adding something that you and the interviewer discussed while getting to know each other that makes the thank-you email more personal. Offer to answer any questions they might have.
How can I update my interview status? ›
Dear [Hiring Manager's Name], I hope all is well. I just wanted to check in and see if there's an update on the timeline or status for the [job title] position I interviewed for on [date of interview]. I'm still very interested and look forward to hearing back from you.
How do you confirm a final interview invitation? ›Thank you for considering me for the position of the [Job You've Applied For] at [Name of the Company] and scheduling the interview. I'm delighted to hear from you. I am available for the interview on [...] at [...] as scheduled by you, and I look forward to meeting with you.
How do you respond to a final interview request? ›- Be polite. Thank the employer and express enthusiasm for the opportunity.
- Get to the point. ...
- Be professional. ...
- Lean towards formality. ...
- Proofread. ...
- Reply to everyone.
Thank you for the invitation to interview with [company name]. I want to confirm that I will be available to meet with you on Saturday, August 30 at 9:30 a.m. I appreciate the opportunity to talk with you and am looking forward to learning more about the position. Notice how short the email is.
How do you say thank you for the opportunity to an interview? ›- "Thank you for giving me the opportunity to interview."
- "I really appreciate the opportunity."
- "I am really grateful for this opportunity."
- "Thank you for making time to speak with me today."
- "Thank you for the learning experience."
- Specify the recipients. Add the email addresses of the recipient or recipients in the email address bar. ...
- Write a subject line. ...
- Craft a greeting. ...
- State the purpose of the email. ...
- List the details. ...
- Request additional information. ...
- Ask questions. ...
- Express gratitude.
- Reply quickly. ...
- Prepare your reply. ...
- Thank the sender. ...
- Confirm the details. ...
- Ask relevant follow-up questions. ...
- Sign off professionally. ...
- Proofread before sending.
- Start with your salutation. Choosing an appropriate salutation that's respectful and cordial can make your recipient more likely to cooperate with you. ...
- Write the body of the email. ...
- Include your closing remarks and signature. ...
- Accepting an application. ...
- Declining an application.
Should I Send a Confirmation Email Before an Interview? Indeed advises emailing confirmation of a job interview right after making the appointment. This ensures that everyone is clear on the interview's time, date and place and can update their calendars while plans are still fresh.
How do you reply to a confirmation time schedule email? ›- First, remember, you need to be brief and precise.
- Start with the salutation.
- Next is gratitude. ...
- Confirm the date and time for the interview. ...
- State that the time is fine by you.
- If the given time is not convenient for you, the reasons must be germane. ...
- Express gratitude again in your closing remarks.
How do you respond to thank you email professionally? ›
- Respond as soon as possible. Reply to a thank you email within 24 hours of getting it if possible. ...
- Start with an acknowledgment. ...
- Describe how you benefited from the situation. ...
- Keep it short. ...
- Use a personable and professional tone.
- Question Tags.
- S + Tense (positive or negative) + Objects + , + Opposite Auxiliary Verb + S.
- Can I rephrase what you said/have/said? ...
- Could you repeat that? ...
- Are we all on the same page? ...
- Phrases.
- Let me repeat that. ...
- Example Situations.
- Include a letter header. ...
- Start with your explanation. ...
- Add detailed information about the confirmation. ...
- Highlight anything you might have attached. ...
- End with a supportive statement.
- Make the acceptance obvious (i.e. use the words, "I am pleased to accept your offer…")
- Repeat the position title and relevant terms.
- Give your expected start date.
- Express your thanks.
- Clarify anything that needs to be clarified.
- Inquire about additional paperwork or information to provide.
Hi [Recruiter Name], Thanks for following up with me! I'm available [insert times you can speak that day]. Please let me know if any of those times work for you, and if not, I'd be happy to find a time that is convenient for both of us.
How soon should you respond to an interview request? ›After you receive an invitation to interview for a position, you should send a response as soon as possible. Ideally, you should submit your response within a day. However, keep in mind that it is best to avoid communication with the company on Mondays and Fridays, which is when employers are typically most distracted.