East Asian female professional smiling as she works on the laptop.

Landing an interview for a role you’re excited about is a significant milestone in your job search, signalling a perfect match between your resume and the employer’s needs.

Before you dive into the nuts and bolts of interview prep and decide on your outfit, there’s a pivotal first step to consider: sending a confirmation email. This action remains crucial, even if the hiring manager or recruiter initially communicated the interview details over the phone.

Confirming your interview via email serves multiple vital functions. It allows you to document and reconfirm essential logistical information, such as the interview’s time and location, ensuring no miscommunication.

This step also provides an opportunity to clear up any questions or details that may not have been fully explored during the phone call, such as the interview’s format or who you will be meeting.

Moreover, this initial email exchange is a prime opportunity to display your professionalism and convey your enthusiasm for the position and the company, setting a positive tone for your forthcoming interaction.

4 templates to help you reply to job interview invitationsIndian male white-collar professional typing on his laptop.

If crafting the perfect email reply seems challenging, you're in the right place. Below, we've compiled several sample responses to interview invitations. These templates are crafted to be flexible, allowing you to customise them to showcase your distinct personality and highlight your fit for the desired role.

1) General interview confirmation template to accept or confirm the job interview

This is an email template that would be suitable for situations where you are simply accepting or confirming your upcoming interview.

Dear [Interviewer’s Name],

Thank you again for your earlier [call/email] inviting me to interview for the [job position] role at [company].

I am emailing to confirm that the interview will take place at [time], at [place]. Are there any other details I should know before arrival, or is there anything you would like me to prepare?

I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, my previous work in [most relevant area of work for the position] would make me an ideal candidate.

If there’s anything else you need from me before the interview, please let me know.

Kind regards,

[Your Name]

Related: 13 questions to ask hiring managers during a job interview

2) Email template to reschedule a job interview

Here’s an example of how to reply to a job interview invitation if you’re unable to accommodate the suggested date and time that are communicated to you:

Dear [Interviewer’s Name],

Thank you again for your earlier [call/email] inviting me to interview for the [job position] role at [company].

Due to a prior work commitment, I’m unavailable at [time] on [date]. Would it be possible to reschedule to another time that works for you? I’ll do my best to accommodate your schedule if you could provide a few options.

I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, my previous work in [most relevant area of work for the position] would make me an ideal candidate.

I look forward to hearing from you.

Kind regards,

[Your Name]

3) Email template requesting accessibility accommodationsFemale professional with Down syndrome speaking into a mic in the office.

Dear [Interviewer’s Name],

Thank you for inviting me to interview for the [job position] role at [company name]. I am excited about the opportunity to discuss how my skills and experiences align with the needs of your team and contribute to [company name].

I would like to confirm the interview scheduled for [date] at [time], to be held at [location]/via [video conferencing platform].

Additionally, I would like to discuss arranging for [specific accommodation]. This accommodation would ensure that I can fully participate in the interview process. I greatly appreciate your understanding and support in facilitating this request.

Please let me know if you need any forms or additional information from me to arrange these accommodations. I look forward to our meeting and discussing my application in more detail.

Thank you again for this opportunity and for considering my request.

Kind regards,

[Your Name]

Related: Top 5 soft skills to demonstrate at an interview

4) Replying to a job interview invitation: To decline the job interview

Here’s an example of how to decline an interview invitation by email:

Dear [Interviewer’s Name],

Thank you for your earlier [call/email] inviting me to interview for the [job position] role at [company].

I truly appreciate your interest in meeting with me to discuss my suitability for the role. However, I unfortunately will have to decline as I have decided to take on an opportunity at another organisation, and this role is not the right fit for me at this time.

I wish you all the best in finding the right candidate for this role.

Kind regards,

[Your Name]

Tips for replying to a job interview invitation

  • Email your reply on the same or the next business day at the latest.
  • If multiple people were included in the interview offer email, hit ‘reply all’ to make sure they’re included in your reply.
  • Thank the email recipient for their offer to interview for the job.
  • Confirm the date, time and place of the interview.
  • Include a short sentence or two reiterating your applicability to the role.
  • Keep the tone enthusiastic but professional.
  • Review the email before sending it, ensuring no spelling or grammatical errors.

FAQs: Nailing your job interview confirmation emailsFemale professional wearing a white shirt, smiling and looking positive

What are job interview confirmation emails?

Think of a job interview confirmation email as your first step on the stage. It’s your chance to let the hiring manager know you are on the same page about when and where your interview is happening, and it is your opening act in showcasing your professionalism.

In short, it's not just about making sure you show up at the right time – it’s about making a solid first impression.

How should I respond to an interview invite?

Responding to an interview invite is your opportunity to echo professionalism with a touch of your flair. Start with a gracious thank you, confirm the nuts and bolts (date, time, place), and let your excitement about the role shine through.

This is also a prime time to toss in a line or two about why you are the puzzle piece they’ve been searching for, using your experience and skills as proof.

Can I really use a sample email as my template?

Absolutely, a sample email is like having a map when you are exploring new territories. It gives you the outline, but you get to fill it in with your own landmarks.

Swap out the generic bits with specifics – name, job title, company, the works – to make it unmistakably yours.

Related: 10 resume builders and template tools to make your resume stand out

When is the best time to send my confirmation?

Timing is everything, and in this case, sooner is better. Hit send on your confirmation email the same day you get the invite or the next business day. It shows you are keen and on the ball – qualities every employer appreciates.

What goes in the email subject line?

Your subject line is like the title of your favourite book – it should grab attention. Keep it clear and informative: “Interview Confirmation for [Job Title] at [Company Name]” or “Looking Forward to Our Interview on [Date]”. It’s the first impression of your email, make it confident and strong.

What if their time doesn't work for me?

Life happens, and sometimes schedules clash. If you need to request a different time, do so with grace. Explain your conflict and offer alternative slots, showing flexibility. It’s about finding a win-win time slot while maintaining respect for everyone’s calendar.

How do I politely decline an interview?

Sometimes a role isn’t the right fit, or another opportunity comes up. To decline, thank them warmly for the offer, briefly explain your decision, and wish them well in their search. It’s about closing the door gently and leaving a positive impression.

Related: How to know when it's time to resign - and how to leave well

What should I triple-check before sending my email?

Before your confirmation email takes flight, give it a thorough pre-send check. Look for typos, confirm you’ve got the right names and details, and ensure your email radiates professionalism and enthusiasm. A well-polished email speaks volumes about your attention to detail.

How do I show I'm really into this opportunity?

Your email should glow with your enthusiasm and professionalism. A respectful tone, a dash of gratitude for the invite, and a succinct showcase of your relevant talents can make your email stand out. And before you press send, a final proofread can be your best friend.

What if I have more questions?

Do you have queries about the interview process or need clarity on logistics? It’s completely okay to ask in your confirmation email. It shows you’re thorough and eager to be fully prepared. Just keep your questions concise and relevant.

Remember, your confirmation email is more than just a logistical checkpoint; it’s your first step in building a relationship with your potential employer. Make it count!

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