The hiring and recruitment process is long and hard. From drafting the perfect job description to posting it and finally going through hundreds of applications before narrowing down to the ideal candidate and calling them for an interview. Although scheduling interview appointments is not the most challenging part of the hiring process, having a strategy can help you improve the process and make it more efficient, less time consuming, and also enhance the candidate experience.
An interview request email is an email which is sent to candidates who look good on paper and those who excelled in the phone screen interview. Generally, the email should illustrate your interest in the candidate and confirm the candidates’ availability so that you can schedule a job interview. So, how do you write an interview request email? What information should you include
Read on for some tips on how to write these emails and what information to include.
Although an alternative to sending interview invitation emails is making phone calls, phone calls can bring confusion. People can quickly forget the information given if you call them at the wrong time. Therefore, sending an email is more useful as it allows you to provide adequate information about your hiring process. Ideally, interview request emails should include the following information:
The position being interviewed for
Although it’s evident that you, the recruiter, and the candidate are well aware of the post at hand, it’s good that you mention the job to ensure that the position aligns with what the candidates had applied for. Also just in case there is a mix-up, and candidates are lined up for the wrong interview, candidates can quickly get back to you and clear it up.
Include the date, time and location of the interview
Scheduling an appointment for an interview is vital in the hiring process. It’s crucial for the recruiter to indicate and communicate the date, time and location of the meeting so that candidates can know when and where to show up.
Granted interviews and job assessments are usually conducted at specific times. However, a particular candidate’s meeting can be flexible. Therefore, you can do this by letting candidates pick a time they are comfortable with, when they are free from other responsibilities, and hence can concentrate on the interview.
On the other hand, if you are interviewing remote candidates via video interviews, it’s important to consider factors such as the difference in time zones. In these cases, you can use online scheduling tools such as online calendars to convert the invitations to the correct time zone. However, if you opt to add time slots manually ensure that you counter check.
Specify the mode of the interview
Ensure you inform the candidate how you plan to conduct the interview, whether it is through Skype, hangout or in-person at a specific location. This ensures the candidate prepares adequately and if s/he requires an internet connection, this way they can ensure they have a good connection.
Specify the person conducting the interview
Will the interview be held by somebody from HR, a hiring manager, a team member or a combination of these people? Include this information in the email.
Details about what candidates should bring to the interview
What would you like candidates to bring to the meeting? A portfolio, identification documents, resumes, sample projects, references? Although this information is usually included in the job description and sent together with the candidate’s application, it is essential also to add it in the interview invitation email.
Contact information
Contact information, such as email or a phone number, is essential as it allows for fluid communication between the candidate and the recruiter. Therefore, in case of any unavoidable circumstances, the candidate or the recruiter can easily communicate with the other.
As you draft your interview invitation email, ensure that you keep it short, straightforward and concise, consider the fact that short emails get responses while long ones are archived. Generally, focus on providing information about what, when, where, who, how, and what to bring. Additionally, include a call to action, what you want the recipient to do once they’ve finished reading your email, and ensure that you send it to the right recipient.
While it’s advisable to craft a personalized letter when communicating with applicants or an employer, it doesn’t necessarily mean that you have to start from scratch. Consider modifying the customizable template below to schedule an interview and save on time.
Subject line: Invitation to an interview at [insert company name]
Dear [insert name of candidate],
Thank you for your interest in our company. Following your application for a [Insert title of the position, e.g., customer service associate] position at [insert company name], I would like to invite you to attend an interview at our main office.
You will meet with a group of people from our [insert the name of people or their job titles/ departments who’ll be conducting the interview, e.g., HR department, the hiring manager and a few of our team members]. The meeting is scheduled to last about [insert the duration of the interview, e.g., 45 minutes]. You’ll have an opportunity to discuss the expectations of the role with regards to duties and responsibilities as well as more information about [insert company name].
We want to meet up with you some time [next week or this week]. Kindly, inform us which of the following days and time slots are convenient for you by contacting us by phone [insert the appropriate phone number] or email [add the appropriate email address]. We will be sending out a calendar meeting invitation once we get a response.
If you are not comfortable with any of these slots, please let me know as soon as possible to rearrange the appointment.
Our main office is located at [insert the location of your company]. Find attached a link and a screenshot of the exact location. Please bring with you your identification documents, portfolios, several copies of your resume and references. Ask for [insert the name of the person who should be contacted once the candidates arrive] when you arrive.
Looking forward to your feedback.
Regards,
[name of sender]
[Title]
[Company name]
[Address]
[City, state zip]
[Phone number]
[Email address]
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