If you’ve been making hundreds of job applications to secure an interview in today’s challenging employment marketplace, getting an interview offer can make your day.

It’s important to reply promptly, displaying the right level of professionalism, and reassure the potential employer that they’ve made the right decision. However, don’t just dash off a casual reply, as you might to a friend inviting you to dinner.

There’s a necessary formality about employment-related communication, and it’s all too easy to give the wrong impression if you don’t observe the niceties. Below are five critical tips for getting such email responses right, followed by five good practice examples covering different scenarios.

Five tips for replying to an interview email

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1. Be careful with names, titles, and pronouns

If the person contacting you uses their full name but no title, reply in kind (Dear Andi Scott). If they use Mr, Mrs or Ms, then you can follow suit (Dear Mr. Scott). However, avoid using titles that imply gender if you do not know the gender of your interlocutor.

It is okay to use just first names, provided that the person contacting you signs off in this way (Dear Andi). As a last resort, Dear Sir / Madam is old-fashioned but perfectly polite.

2. Adopt a professional tone

Avoid slang or casual phrasing and keep it formal and neutral in tone. Remember that these communications are not intended to be chatty. Do be polite, thanking the individual for the opportunity and adding that you are looking forward to meeting them.

3. Be clear and brief

Use the minimum number of words to convey the required information. Make sure you are clear in terms of the information you provide (“I’m available on 21st August between 2pm and 5 pm” NOT “I’m available on Thursday afternoon”).

4. Be helpful

Try to be free for the employer’s preferred date and time, but offer a range of alternative times if this isn’t possible. If you won’t be able to answer a call, clarify that they can leave a message and you’ll get back to them promptly.

5. Don’t provide more information than necessary.

If the employer asks questions that you would rather address at the interview, you can offer a holding response, e.g., “in terms of salary, I’m looking for a competitive rate, including benefits, but will be happy to discuss this in person.”

Generally, avoid providing more information than you absolutely must.

Five good practice examples of interview confirmation email replies

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