5 Tips for Replying to an Invitation to Interview with Ready-to-Use Templates

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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

Respond quickly and accurately to interview invitations!

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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

#1 - Standard response
Dear Andy,

Thank you for replying to my application for the position of a dog walker.  I’d be delighted to attend the interview you are offering on Monday 3rd July at 4 pm.

If you need to contact me for any reason, you can call or text me on (555) 514 7878.

I look forward to meeting you.

Sincerely, Steve
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#2 - Reply to employment agency
Dear Colin,

Thank you for emailing me to offer an interview with Andy Scott of Lucid Company.

I can confirm that I am available at 4 pm on Monday 3rd July and will be happy to attend.  If you need to contact me in the meantime. You can call or text me on (555) 514 7878.

Please thank Andy Scott for this opportunity.  I look forward to meeting with Andy.

Sincerely, Amelia
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#3 - Reply when you can't make the date
Dear Andy Scott,
Thank you for contacting me to offer me an interview for the position of a marketing manager.

Unfortunately, I am working on Monday 3rd July, so am not available for an interview on that date.   However, I am available from Wednesday 5th July to Friday 7th July at your convenience.  Alternatively, please suggest alternative days and dates and I will arrange to attend.

You can contact me by email or by phone at (555) 514 7878.

Sincerely, Amit
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#4 - Response to contact HR to schedule an appointment
Dear Amy,

Thank you for contacting me to offer me an interview for the position of a web designer.  As requested, I have sent an email to your HR department giving the times I am available for an interview.

I’m grateful for this opportunity and looking forward to meeting you.  Should you require any additional information, don’t hesitate to contact me on (555) 514 7878.

Sincerely, Jamie
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#5 - Response to contact HR to schedule an appointment
Dear {formtext: name=name},

Thank you for contacting me to offer me an interview for the position of a copywriter.  I will be delighted to attend the interview on {formdate: YYYY-MM-DD; name=interview_date}.

Regarding my salary expectations, these are flexible.  I’ll be happy to discuss this further at the interview, as well as providing further information on how my transferrable skills make me a suitable candidate for the role.

I look forward to meeting you on {formdate: YYYY-MM-DD; name=interview_date}.

Sincerely, Katie
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