How to Write an Interview Confirmation Email (Samples & Tips)

Getting a response from an employer concerning a job application is one of the highlights of job hunting. Similarly, getting an interview confirmation email from either the employer or applicant is essential in the hiring process. Generally, confirmation emails play an integral role during the hiring process.

For employers, after sending an interview request email, it is always important to send a confirmation email, confirming the date, time, and venue of the scheduled interviews. Otherwise, you may risk losing potential employee talent.

On the other hand, it’s always a good idea for candidates to respond to interview invitation emails, even if they’ve confirmed their attendance by speaking to the hiring manager or HR representatives on the phone. Ideally, the best time to send an interview confirmation email is after the candidate has received an interview invitation. However, in some cases, in the interview invitation email, the hiring manager may indicate their intention to send a confirmation email to you. Therefore, there will be no need for the candidate to send one.

What to include in an interview confirmation email

Generally, these emails aim to confirm the availability of either party during a certain time and date to schedule an interview. Alternatively, the emails can act as reminders for either the hiring manager or candidate if an interview has been scheduled a while back. The information below should be included:

Subject Line

In this section, include the job title and candidate’s name/Company name and the job title. For instance:

Confirmation for interview for the [job title] position- [Candidate’s name]
Confirmation for interview- [company name] for the [job title] position.

State your reasons for writing

Start the email by stating your reasons for writing. You can begin by demonstrating gratitude:

“Thank you for the opportunity…”
“I’m writing to confirm the interview details…”
“Thank you for your invitation to interview with [company name] …”

Thank You

Ensure you thank the recipient of the email for the chance to interview.

Requests

While it’s always essential for candidates to bring several copies of their resume and other supporting documents, such as reference letters, some companies may require additional documents such as portfolios, social security card or work samples. Depending on the person sending the email, whether the recruiter or candidate, ensure you address this section accordingly.

Template for interview confirmation emails from employer to the candidate

Maintaining fluid communication throughout the hiring and recruitment process is vital to improving the company’s hiring process, providing an enhanced candidate experience, and making the whole process more comfortable and productive. As such, sending a confirmation email to candidates to schedule interviews is part of the process. For employers, sending an interview confirmation email is vital since it ensures the clarification of details concerning the planned meeting. These details include:

When: date, time and approximate duration of the meeting
Where: directions, requirements to enter the building as a visitor, and parking information
Who: name(s) and position(s) of the interviewer(s) and matters that will be discussed during the interview

Utilize the templates below to help you craft an effective confirmation email to send to candidates:

Sample 1

Subject Line: Interview with [company name] for the [job title] position

Dear [candidate name],

I am writing to confirm your interview for the [job title] position. During the interview, we’ll have the chance to [mention topics you wish to discuss with the candidate, e.g., their qualifications, previous work, an assignment you may have given candidates, etc] and get to know you better.

The interview is scheduled for [date and time, e.g. Monday, January 6th, at 2 p.m.]-the estimated duration is [duration of the meeting, e.g., 45] minutes.

The interview will be conducted at [full address of the location where the meeting will take place from, e.g. 123 Business Street, 1st floor, New York, NY 54321. Additionally, you can include a link or screenshot of the specific location on the map and directions].

The interview will be conducted by [name and title of the interviewer, e.g. William Smith, one of our HR representative].

Kindly carry your [ mention things the candidate is required to carry, e.g. Identification card as it’ll be needed at the front desk]. Additionally, if you plan to drive, note that there is a parking lot opposite our offices that you may use.

Please don’t hesitate to contact me via email or at [include your phone number] in case of anything.

I look forward to meeting with you and discussing this job opportunity at [company name].

Kind regards,

[Your name]

[Signature]

Sample 2

Subject Line: Interview with [company name] for the [job title] position

Dear [candidate name],

I am writing regarding confirmation of the date and time of your job interview for [job title] position at [company name].

The objective of this interview is for [company name] to get to know you better, [and discuss the assignment, goals and career path, skills, experiences, and expectations] to determine if this position aligns with your goals or career path, and is the best fit for you.

Below are the interview details:

[Date and time]

[Location/directions/pinpoint map location]

[interviewers’ names and job title]

[Additional instructions/requests]

Please do not hesitate to contact me if you have any questions. We are looking forward to meeting with you and discussing the position further.

Kind regards,

[Your name]

[Signature]

Template for interview confirmation emails from candidate to employer

Ideally, getting a response from an employer for your job application is the icing on the cake when it comes to job searching. Therefore, when a recruiter responds to your job application with an interview request, you want to get back to them as soon as possible. When writing these emails, ensure you start by showing appreciation to the hiring manager for considering you for the position. Additionally, if you are interested in the job, provide details of your availability together with your contact information. However, if you aren’t interested in the job anymore, consider sending a polite and brief explanatory message.

In the interview request response, ensure you maintain a professional and upbeat tone, as well as proofread your email for any typos or grammatical errors before you send.

Below are sample templates you can use to create the best impression on your potential employer before the actual interview.

Sample 1

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

I highly appreciate your consideration and the invitation to interview for the [job title] position at [company name]. I am available this [ date and time, e.g. Tuesday at 11 a.m.], and I look forward to meeting with you and discussing the position further.

Please do not hesitate to contact me if you need any additional information before our meeting on [Tuesday] at your offices.

Sincerely,

[Candidate’s name]

[phone number]

Sample 2: If an employer requests you to call/email their offices to schedule an interview

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

Thank you for considering me for the [job title] position at [company name]. As per your request, I will call/ email [contact person’s name] tomorrow in the morning to arrange for an interview.

I look forward to speaking with you and other members of your team. Kindly let me know if you need any additional information.

Kind regards,

[Candidate’s name]

[phone number]

Sample 3: If the employer requires you to perform an assignment

In some cases, an employer may require you to complete an assignment, answer follow-up interview questions, so that you can discuss it during your interview. These questions mainly revolve around:

Salary expectations
Candidate’s career path or goals
Skills, qualifications, and experience
Company related information

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

I highly appreciate you for considering me for the [job title] position at [company name]. Below is an outline of my responses to your questions.

[Insert specific answers to the questions you had been asked]

I am thankful for this opportunity to provide additional information, and I look forward to speaking with you soon.

Sincerely,

[candidate’s name]

[Phone number]

Sample 4

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

I appreciate the time you took from your busy schedule to speak with me on the phone [include the time when you were called e.g. earlier today]. Thank you very much for considering me for the [job title] position at [company name]. I am very excited and looking forward to our meeting scheduled for [date and time].

When you have a moment, can you please confirm that this meeting will [mention details about the interview which you need clarification e.g., venue, duration of the interview, who’ll be interviewing you, etc.]

I am confident that my [mention your area of expertise and how your experience makes you the ideal candidate]. I look forward to discussing the position further and sharing my passion for and skills in [job title] with your establishment.

Kindly contact me if you need any further information before the interview.

Kind regards,

[Candidate’s name]

[email address]

[Phone number]