Scheduling interviews with candidates doesn't have to be tedious! Well-crafted interview invitation email templates can make all the difference in streamlining your hiring process and setting the tone for a positive candidate experience.
We have 12+ interview invitation email templates to help you invite candidates to all types of interviews with ease. These templates are designed to be simple, straightforward and customizable to fit your business's unique needs. You can easily add them to your email client or better yet, use them in your hiring software to automate your recruitment.
We'll also go over some best practices for crafting effective interview invitation emails that will help you stand out from the competition and attract top talent. Whether you're a startup founder, a recruiter, a first-time hiring manager or a people ops professional, our goal is to provide you with the tools you need to make your hiring process as smooth as possible.
📣 Once you've nailed your interview invitation, be sure to check out the best practices on how to conduct a job interview!
How to write an interview invitation email
- Create a subject line that lets the candidate know you're inviting them for an interview at your company. (Include your company name.)
- Begin with a friendly greeting that addresses the candidate by name.
- Be clear and concise about the details of the interview, including the type of interview, the role that it's for and the expected duration.
- Give a selection of dates and times for the candidate to choose from.
- Provide a brief overview of what will happen in the interview, such as who the candidate will be meeting with and what topics will be covered.
- Request information about any accommodations that can be made to ensure a comfortable and successful interview for the candidate.
- Make sure to proofread the email for any spelling or grammatical errors before hitting send.
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Interview invitation email templates and examples
1. Casual interview invitation
When sending an interview invitation email, some companies prefer to keep it casual. A friendly and approachable tone not only puts candidates at ease, but it can also give them a taste of your company culture and how your team communicates at work.
Subject line: Interview for [Position] at [Company Name]
Hi [Candidate's First Name],
Thanks for your application for the [Job Title] position at [Company Name]. We’re excited to invite you to the first stage of the interview process!
During this [Length of Time] [phone/video/in-person] interview, we'll get to know each other a little better and you'll have the opportunity to learn more about our company and the role.
We have a few dates and times available for the interview, so let us know which one works best for you:
• [Date and Time]
• [Date and Time]
• [Date and Time]
If none of these work for you, feel free to suggest some other times and we'll find a solution! We’re committed to creating a comfortable and inclusive environment for all candidates, so please let us know if you need any accommodations for the interview.
Looking forward to hearing back from you soon!
Cheers,
[Your Name and Job Title]
2. Formal interview invitation
When the company or the position itself requires a more professional tone, a more formal interview invitation will make sense for you. Remember, templates can always be tweaked to match your employer brand and voice.
Subject line: Interview for [Position] at [Company Name]
Dear [Candidate's Name],
I am writing to invite you for an interview for the position of [Job Title] at [Company Name]. We were impressed by your application and believe that you would be a great fit for our team.
The interview will be conducted [on the phone/online/in person] and will take approximately [Length of Time]. We will discuss your work experience, skills, and qualifications in-depth and provide you with more information about the position and our company.
Please let us know which of the following dates and times works best for you:
• [Date and Time]
• [Date and Time]
• [Date and Time]
We want to ensure that you have a comfortable experience during the interview, so if you need any accommodations or have any special requirements, please let us know and we will do our best to accommodate you.
Thank you for your interest in our company, and we look forward to hearing back from you soon.
Sincerely,
[Your Name and Job Title]
3. Introduction call (or phone screen) invitation email
If you've received an application and you like what you see, it's a great idea to set up an introduction call, a.k.a. a phone screen interview. It's a chance for you and the candidate to get to know each other, make sure you're on the same page and discuss practicalities like what the role entails, the candidate's experience and salary expectations. Use a phone interview invitation email template to help you quickly set up a call.
Subject line: Phone interview for [Position] at [Company Name]
Hi [Candidate's First Name],
Thank you for your patience while we've been reviewing applications for the [Job Title] position.
I’m excited to move forward and schedule a brief introductory phone call with you! This call will last about [Length of Time] and I'd love to learn more about your experience as well as answer any questions you have about the position and our company.
Please let me know which of the following dates and times work best for you for a phone call:
• [Date and Time]
• [Date and Time]
• [Date and Time]
If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you.
We’re committed to creating a comfortable and inclusive environment for all candidates. If you require any accommodations during this call, simply let me know in advance so we can make the necessary arrangements.
I look forward to chatting with you!
Kind regards,
[Your Name and Job Title]
4. First interview invitation email
Use this template to invite a candidate to the first stage of the interview process. Remember to provide any necessary details about the format of the interview, who they’ll be meeting with and what topics will be covered.
Subject line: Interview for [Position] at [Company Name]
Hi [Candidate's First Name],
Thanks again for taking the time to chat with me on the phone! I'm very happy to move you to the next stage of our hiring process — a [Length of Time] [video/in-person] interview.
This interview will include me and my colleague [Colleague's First Name], our [Job Title]. If you'd like to learn a little about [him/her], here is [his/her] LinkedIn profile: [Link to LinkedIn Profile]
In this interview, we'd like to learn more about your previous work experience, your strengths and weaknesses, what you’d still like to learn and how you’d like to develop your career in the next few years. And of course, there will be plenty of time for you to ask questions as well.
Please let me know which of the following dates and times work best for you for an interview:
• [Date and Time]
• [Date and Time]
• [Date and Time]
Also, we want to ensure that we create an inclusive and supportive environment for all candidates. If you require any accommodations during this interview, please let us know in advance so we can make the necessary arrangements.
Best regards,
[Your Name and Job Title]
5. Second interview invitation email
You can customize the following template to invite a candidate who has already gone through an initial interview or screening to a second interview. In this stage, they'll learn even more about the role and the company's culture and together you'll discover if your values align.
Subject line: Follow-up interview for [Position] at [Company Name]
Hi [Candidate's First Name],
Thanks for a great conversation! We really enjoyed learning more about your work experience and how you see your career progressing. We’re excited to invite you to the second interview in our process.
This will be a [Length of Time] [video/in-person] interview where we'll chat about values with our team. For this interview, you'll be talking to both me and [Your Colleague's First Name], our [Colleague's Job Title].
We'll talk about what drives you, what you find important, how you approach teamwork and what you value in work and in life. We'll also dive into our company values and give you a better idea of what it’s like to work at [Company Name] so you can see if we’re a fit for you too.
Please let me know which of the following dates and times work best for you for an interview:
• [Date and Time]
• [Date and Time]
• [Date and Time]
As always, we strive to create an inclusive and supportive environment for all candidates. If you require any accommodations during this interview, please let us know in advance so we can make the necessary arrangements.
We're looking forward to chatting with you!
Best,
[Your Name and Job Title]
6. Group interview invitation
When you'd like to interview several candidates at once or have multiple team members meet with a candidate simultaneously, you can use one of the templates below to invite them to a group interview. We've included one template for an interview with multiple candidates and another for when you're engaging in collaborative hiring and you want relevant team members to interview the candidate together.
💪 Hiring tip: Once you figure out everyone's availability, you can use Homerun to send a branded interview invitation (you choose the colors and logo) and also invite your teammates to join in!
For an interview with multiple candidates:
Subject line: Group interview invitation for [Position] at [Company Name]
Hi [Candidate's First Name],
Thank you for your interest in the [Job Title] position at [Company Name]. We have reviewed your application and are excited to move forward with the interview process.
We would like to invite you to an upcoming group interview where you will be meeting with [Number] other candidates. During this interview, we’ll discuss your skills, experience and qualifications for the position. The interview will last for approximately [Length of time] and will be held [online, in person].
Please let us know which of the following dates and times work best for you for the group interview:
• [Date and Time]
• [Date and Time]
• [Date and Time]
We will do our best to coordinate a date and time that works for all candidates involved and will follow up with a confirmation email. In the meantime, please let us know if you require any accommodations to ensure a successful interview process.
We look forward to meeting with you soon and discussing your qualifications further.
Kind regards,
[Your Name and Job Title]
For an interview with multiple team members:
Subject line: Group interview invitation for [Position] at [Company Name]
Hi [Candidate's First Name],
We’d like to invite you to a group interview for our open [Job Title] role. During this [Length of Time] [video/in-person] interview, you’ll have the opportunity to meet some of the team members you would be working directly with and learn more about our company culture.
This interview will include myself and [Interviewer Names and Job Titles]. You can check out our LinkedIn profiles here: [Add links to LinkedIn profiles]
We believe this group interview format will allow you to showcase your teamwork and communication skills, while also getting a chance to learn how our team approaches problem-solving and collaboration. Please let us know which of the following dates and times work best for you for the group interview:
• [Date and Time]
• [Date and Time]
• [Date and Time]
We look forward to hearing back from you and can't wait to learn more about you as a team!
Kind regards,
[Your Name and Job Title]
[Interviewer 2], [Job Title]
[Interviewer 3], [Job Title]
7. Video interview invitation email
Part of any good remote interview process is getting candidates set up for success. Be sure to prep them on any virtual recruiting tools you might be using during the interview and send short instructions or video tutorials for these in advance.
📣 Hiring remotely? Check out our interview questions for remote workers
Subject line: Video interview for [Position] at [Company Name]
Hi [Candidate's First Name],
Thank you for your application for the [Job Title] position with [Company Name]. We're excited to learn more about you and your qualifications!
We would like to invite you to a video interview with [Interviewer Name], our [Job Title]. This will be a chance for us to discuss your experience and qualifications in more detail, as well as for you to learn more about the position and our company culture.
Please let us know which of the following dates and times work best for you for a video call:
• [Date and Time]
• [Date and Time]
• [Date and Time]
If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you.
We want to make sure that everyone has an equal opportunity to succeed, so if you require any accommodations for the video interview, please let us know in advance and we'll do our best to make the necessary arrangements.
We'll be using [Video Interview Platform] for the interview. If you haven't used this platform before, we recommend that you test it out beforehand to ensure that you have a smooth interview experience. Here's a quick and helpful video tutorial: [Link to tutorial on how to use video interview platform].
Looking forward to hearing back from you soon!
Best,
[Your Name and Job Title]
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Start free trial8. In-person/face-to-face interview invitation
When inviting a candidate to meet in person, it's good practice to provide not only the meeting location, but also important details like codes to get into your building, your office floor number and/or any other instructions that could be helpful. You can also send a map and transit tips to get to you, and your phone number in case they get lost.
Subject line: In-person interview for [Position] at [Company Name]
Hi [Candidate's First Name],
Thank you for applying for the [Job Title] position at [Company Name]. We're excited to learn more about you and your qualifications!
We would like to invite you to an in-person interview with [Interviewer Name(s)] at our office located at [Office Address]. This will be an opportunity for us to discuss your experience and qualifications in more detail, as well as for you to learn more about the position and our company culture.
Please let us know which of the following dates and times work best for you for an in-person interview:
• [Date and Time]
• [Date and Time]
• [Date and Time]
If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you.
We want to make sure that everyone has an equal opportunity to succeed, so if you require any accommodations, please let us know in advance and we'll do our best to make the necessary arrangements.
On the day of the interview, you will check in at the reception desk and I will come down to get you. Please plan on arriving a few minutes early to leave room for any unforeseen circumstances. If you encounter any difficulties, you can reach me at this number: [Insert phone number]
Looking forward to hearing back from you soon!
Best,
[Your Name and Job Title]
9. Referral candidate interview invitation
This template can be used to invite a candidate who has been referred to your company by an existing employee or someone in your network. It's a good opportunity to express interest in learning more about the candidate's qualifications and also provide them with a chance to ask questions.
Subject line: [Referrer's First and Last Name] referred you for an interview at [Company Name]
Hi [Candidate's First Name],
[Referrer's First and Last Name] suggested that we reach out to you regarding our open [Job Title] position. We were thrilled to learn about you and would like to invite you to a [Length of Time] [phone/video/in-person] interview to discuss your skills and experience in detail and answer any questions you might have about the position and our company.
If this sounds good to you, please let us know which of the following dates and times would work best for you:
• [Date and Time]
• [Date and Time]
• [Date and Time]
If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you.
Also, we want to ensure that we create an inclusive and supportive environment for all candidates. If you require any accommodations during this interview, please let us know in advance so we can make the necessary arrangements.
Thanks and we look forward to your response!
Best regards,
[Your Name and Job Title]
10. Cold Candidate interview invitation
Sourcing involves inviting a candidate who hasn't applied to your open position but might be a good fit for the role and your company. The idea of this template is to introduce both and provide enough details to pique their interest. Hint: Make sure your career page is on point!
Subject line: Chat about our [Job Title] role at [Company Name]
Hi [Candidate's First Name],
My name is [Your First Name] and I’m the [Job Title] at [Company Name]. I came across your profile on [Name of Platform] and was very impressed with your background and experience.
Based on [Share something you learned from their profile or portfolio], I think you could be a great fit for this role! I’d love to invite you for a [phone/video/in-person] chat to learn more about you and share some details about our open [Job Title] position.
This chat will be a time for us to discuss your experience, qualifications and passions, as well as answer any questions you may have about the position and our company. If you’d like to learn a bit more about us, here’s our career page: [Add link to career page]
Please let me know which of the following dates and times work best for you and the amount of time you have available to speak:
• [Date and Time]
• [Date and Time]
• [Date and Time]
If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you.
If you need any accommodations during our discussion, please let me know so we can ensure you have a comfortable and positive experience.
Looking forward to your response!
Best,
[Your Name and Job Title]
11. Past candidate interview invitation email
This template is for a candidate who has applied to a previous job opening or has already been interviewed but wasn't selected for the position. It's a way for you to express continued interest and provide an opportunity for the candidate to be considered for your new open role.
Subject line: Circling back: Interview for [Position] at [Company Name]
Hi [Candidate's First Name],
I hope this message finds you well. I really enjoyed learning about you during our previous hiring process through [our interview(s)/your application]. Based on [our last conversation/your previous application], I thought you might be interested in our open [Job Title] role.
That said, I'd like to invite you to a [Length of Time] [Phone/Video/In-person] where you can tell me what you've been up to and any new skills or experiences you’ve acquired since we last spoke. We’ll also discuss the role and answer any questions you may have.
If you're interested, let me know which of the following dates and times work best for you:
• [Date and Time]
• [Date and Time]
• [Date and Time]
And if you need any accommodations during the interview process, please let me know so we can ensure you have a comfortable and positive experience.
Looking forward to speaking with you!
Best,
[Your Name and Job Title]
12. Final round interview invitation
Customize this template to invite a candidate who has made it to the final stage of the interview process. Don't forget to express enthusiasm and provide any final details or instructions they may need.
Subject line: Final round interview for [Position] at [Company Name]
Hi [Candidate's First Name],
Congratulations on making it to the final round of interviews for the [Job Title] position! We would like to invite you to a final [video/in person] interview with me and [Interviewer Names and Job Titles].
This will be a chance for us to discuss your experience and qualifications in more detail, as well as for you to meet with other members of the team. You can check out their LinkedIn profiles here: [Insert links to LinkedIn Profiles]
Please let me know which of the following dates and times work best for you:
• [Date and Time]
• [Date and Time]
• [Date and Time]
As always, we want to make sure that everyone has an equal opportunity to succeed, so if you require any accommodations for the final interview, please let us know in advance.
Looking forward to speaking with you!
Best regards,
[Your Name and Job Title]
Interview invitation best practices
- Communicate the purpose of the interview: When sending out an interview invitation, make sure to clearly state the purpose of the interview, such as discussing the candidate's experience or skills or introducing them to your company and the culture.
- Provide all necessary details: Include important details in the invitation, such as the date, time, location and format of the interview (one-on-one, group, informal, behavioral, situational, virtual, etc.), as well as the name and job title of the interviewer(s).
- Offer suggested dates and times: Offer a few suggested dates and times for the interview, and ask the candidate to confirm which one works best for them. This will help streamline the scheduling process and ensure that both parties are on the same page. Be willing to accommodate the candidate's schedule if necessary, and offer alternative options if the suggested interview times don't work for them.
- Prep the interviewee as much as possible: Let the candidate know exactly what to expect during the interview, including how to get to you (if meeting in person), what topics will be covered and who they will be meeting with. You can even share your team members' LinkedIn profiles or the About Us section of your company's career page so they'll get to know you a bit in advance. All of this can help candidates prepare and feel more confident going into the interview.
- Ask about accommodations for candidates: Remember that different candidates may require different accommodations in order to participate in the interview process. For example, candidates with disabilities may need wheelchair accessibility, an interpreter or a quiet room for the interview. Neurodivergent candidates may require additional time to process questions or alternative methods of communication. It's important to be aware of these potential needs and to work with candidates to provide the necessary accommodations.
- Don't be afraid to get personal: Templates are great for saving time and making sure you include the right info, but you should always look for opportunities to infuse your own voice and personality into your messages. If you learned something cool about a candidate you're sourcing, then share that! And if you've already talked to someone and want to invite them for the next round of interviews, add a reference to something you talked about or something you appreciated in your previous interview. Even your preferred sign-off can add a nice personal touch to your email.
- Follow up promptly: After sending the interview invitation email, make sure to follow up if the candidate doesn't respond. This will help keep the process moving forward and show that you're serious about their candidacy. Also, remember to contact candidates in a timely manner to let them know if they've been selected (or not) to move forward in the hiring process. Good communication is key and ghosting is a big no-no. You should also be sure to send an interview confirmation email ahead of your interview.
The interview invitation email is the first impression a candidate has of your company and can set the tone for the rest of the hiring process. Sending a clear and concise email to set up an interview gives candidates all the necessary information they need to feel comfortable and prepared for all types of interviews. By being proactive and communicating with candidates ahead of time, you can help ensure that everyone has an equal opportunity to succeed.
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Start nowWell-crafted and personalized interview invitations can make a huge difference in attracting and securing top talent for your company. When you follow these best practices and use the tips and templates provided, you can simplify and speed up the hiring process while creating a positive experience for both you and your candidates.
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