Interview Acceptance Email Response Tips and Examples

– Interview Acceptance Email –

What are your options when you receive an interview acceptance email? Even if you’ve spoken with the hiring manager or human resources representative over the phone, it’s a good practice to accept and confirm the interview with an email.

interview acceptance email

That way, you can be certain that you have all the details correct, you know where you’re going when you should be there, and who you will be meeting with (and you will have a record of your appointment).

Tips for Confirming a Job Interview

You can also use the confirmation email to ask any logistical questions you might have (e.g., where is the office located, who exactly will you be speaking with during the interview, do you need to bring anything specific).

A confirmation email acts as a reminder to both you and the hiring manager, and it’s a great way to express your enthusiasm for the employment.

More information about sending an interview acceptance email may be found below, as well as examples of emails in which the writers accept and confirm a job interview.

The first letter is a straightforward confirmation, while the second example letter requests additional information on the interview. The second example also emphasizes the job candidate’s enthusiasm for the position.

When to Send the Email

Ideally, you’ll send this email shortly after receiving notification of the interview (usually via phone or email).

There is one exception to sending an email accepting an interview: When you are notified of an interview, the hiring manager may state that you will receive a confirmation email.

Wait for the email to arrive if this is the case. If you don’t hear back from the hiring manager within a day or two, follow up with them to confirm.

If the recruiting manager intends to send an email, you do not need to send one.

When you get an email from an employer confirming an interview, you can simply respond by saying that you are looking forward to meeting with them and appreciate the opportunity.

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Interview Acceptance Email Template

Here are some guidelines to keep in mind for what to include as you are writing your interview confirmation email:

1. What to Include in the Subject Line

Include the job title and your name in the email subject line:

Subject: Interview Confirmation Job Title – Your Name

Remember, the hiring manager is probably setting up several interviews, and including your name makes it easier for them to keep emails sorted. It’s also helpful in case your email is forwarded to other interviewers.

2. What to Include in the Message

Why You’re Writing: Leadoff the email with the reason you’re writing. You can start by saying, “Thank you for the opportunity…” or “I’m writing to confirm the interview details…”

Thank You: Be sure to thank the email’s recipient for the opportunity to interview.

Inquire as to what you should bring to your interview. Always bring numerous copies of your CV. Other documents, such as a social security card or a portfolio of work, maybe required by some employers during the interview.

Others may request that you send a sample of your work before the meeting. You might inquire if there is anything you should bring to the interview or if you have any information you can provide before the interview in your email.

Include Your Contact Information: Even though the hiring manager has your contact information, make it easy for them to follow-up, up if they need to, by including the details in your email signature.

Proofread the Message. Even though this is a simple confirmation of an interview, carefully proofread the message before you click send.

All your job search correspondence reflects your professional communication skills, and typos or grammatical errors will be noticed.

Send a Copy to Yourself: It’s always a good idea to copy yourself on the message. That way, you’ll have a copy in your inbox, and you won’t have to search for the message to review the details prior to the interview.

How to Respond to an Interview Request

To respond to an interview request, follow the steps below:

‣ Start your email by thanking the hiring manager for their consideration.

‣ If you’re interested in the position, provide your availability along with your phone number.

‣ If you are not interested, respond politely with a short explanatory message.

‣ Keep your tone professional and upbeat.

‣ Avoid emojis, emoticons, and slang.

‣ Proofread your messages for typos before you hit send.

How to Respond When an Employer Requests an Interview

In this situation, your response should be sent the same day. This demonstrates enthusiasm for the position as well as consideration for the employer’s time.

Start your interview confirmation email with a thank-you note. Accept the employer’s specified day and time if at all possible.

However, if you are currently employed and your schedule is rigid, most employers would make accommodations for you. If an employer calls you and requests an interview, consider the following sample email:

Dear Ms. Wade,

Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 pm, and I look forward to meeting with you to discuss this position in more detail.

Please let me know if I can provide any additional information prior to our meeting on Wednesday afternoon at your offices.

Sincerely,

Jaime Jones

Phone: (555) 555-1234

The response is short, clear and positive. It reinforces the date and location of the interview. There’s no need to include additional details you’ll discuss the specifics during the interview.

interview acceptance email

How to Respond if an Employer Asks You to Call to Schedule an Interview

Another type of email you might receive from an employer is a request to call the employer’s offices to schedule an interview. Even though the employer wants you to call, you could also consider sending a brief confirmation email. Here’s an example:

Dear Ms. Wade,

Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will call you tomorrow afternoon to arrange for an interview.

I look forward to speaking with you. Please let me know if I can provide any additional information.

Sincerely,

Jaime Jones

Phone: (555) 555-1234

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How to Respond if an Employer Asks you Follow-up Questions

Finally, an employer might email you with follow-up questions. These questions are essentially a preliminary interview, so respond with professionalism and detail:

When Asked Company-related Questions

Provide specific, detailed responses. Research company information (including corporate blogs and social media channels), and adapt the language you find there into your own words.

When Asked About Your Pay or Salary Requirements

Employers ask this question to see if your expectations match up with what they have to give. When it comes to addressing this question, you have a few possibilities.

One option is to put off discussing salary until you learn more about the job. “I’m looking for a competitive offer that includes benefits and other types of remuneration,” for example.

“First, I’d like to learn more about the specifics of this employment.”

Another alternative is to supply a range of numbers rather than a single number. Be honest if you’re only interested in this job if it pays a certain amount.

This can help you and the company figures out if you’re a good fit right away. For more example responses to this question, visit How to Talk About Salary in a Job Interview.

When Asked Questions About Your Own Career Path

Align information from your resume with the job description to make natural connections. Be sure that your enthusiasm for the position and the industry is apparent.

interview acceptance email

When Asked About Skills You Don’t Have

Be truthful. Instead, discuss transferable skills, proof of adaptability, ability to acquire new skills quickly, and a willingness to learn.

In today’s job market, it’s rare that candidates have all the listed qualifications, so don’t be intimidated or discouraged. Instead, provide examples that show you can learn and grow as an employee.

The following template provides sample opening and closing statements you can use when replying to an employer who asks follow-up questions in an email. This strategy can help move the process to the interview scheduling stage:

Dear Ms. Wade,

Thank you so much for considering me for the Social Media Manager role at XYZ Company. I’ve outlined responses to your questions below.

[INSERT YOUR SPECIFIC ANSWERS]

I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.

Sincerely,

Jaime Jones

Phone: (512) 555-1234

How to Respond if an Employer Asks You to Email to Schedule an Interview

Employers sometimes request that you email another individual to schedule an interview. This will likely be someone you have not contacted in the job application process.

In this case, you must write two emails: a reply to the employer’s email and another to the person arranging the interview.

Again, it’s important to respond promptly to the employer and remain brief in your reply. In the second email, you’ll need to provide context for the reason you’re writing. Here are two templates to help you navigate both situations:

To the employer

Dear Ms. Wade,

Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will email Kate Duran to arrange for an interview. I look forward to speaking with you and additional members of your team.

Please let me know if I can provide any further information in the meantime.

Sincerely,

Jaime Jones

Phone: (555) 555-1234

(To the person arranging the interview)

Dear Ms. Duran,

I received an email today from Elaine Wade requesting that I contact you to schedule an interview for the Social Media Manager role at XYZ Company. At your convenience, please let me know when you have openings in your schedule.

I am excited to learn more about the opportunities at XYZ Company and look forward to discussing the role in greater detail.

Sincerely,

Jaime Jones

Phone: (555) 555-1234

If your schedule isn’t flexible, let this second email recipient know. You can add a few more sentences in the first paragraph that explain your circumstances. For example:

At your convenience, please let me know if you have openings in your schedule. Though I currently work standard business hours, I am available for interviews during lunch hours, before 9 a.m., and after 5 p.m.

Is it possible to schedule an interview during these times? If not, please let me know so that I can arrange time off for the interview.

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Tips for Formatting Your Message

Read these guidelines for sending professional email messages if you need help formatting your message before you send it.

Sample Interview Confirmation Letters

Below, review a sample email message accepting an interview and confirming the time of the appointment, as well as an example that asks for confirmation of the interview location.

Both examples offer to provide any additional information the employer might need.

Letter Accepting an Interview Invitation Example

Subject: Sandra Millstone – Interview Confirmation

Dear Mr. Henderson,

Thank you very much for the invitation to interview for the Account Manager position. I appreciate the opportunity, and I look forward to meeting with Edie Wilson on June 30th at 9 AM in your Northampton office.

If I can provide you with any further information prior to the interview, please let me know.

Best Regards,

Sandra Millstone

[email protected]

555-123-1234

email

Letter Accepting an Interview Invitation and Asking Questions Example

Subject: Interview Confirmation – Bob Steenberg

Dear Ms. Morrison,

It was great speaking with you on the phone earlier today. Thank you very much for the invitation to interview for the Editorial Coordinator position at ABC Company. I’m very much looking forward to our conversation, scheduled for May 6, at 3 PM.

When you have a moment, can you confirm that this interview will take place at the downtown location of ABC Company?

I believe that my editorial experience in the technical publishing field makes me an ideal candidate for the position. I look forward to sharing my passion for and skills in editorial work with you.

If I can provide you with any further information prior to the interview, please let me know.

Sincerely,

Bob Steenberg

[email protected]

555-123-1234

What to Do Before the Job Interview

Learn more about the interviewers. Once an interview is set in stone, you should start researching. Googling the names of the people conducting the interview can help lead to LinkedIn profiles and other social media accounts.

This is a good way for applicants to find common ground between themselves and those who will be deciding who to hire.

Connect, don’t stalk. Set the stage for genuine connection with your potential colleagues by showing genuine interest in them as a person without giving the impression that you’ve been stalking their social media.

During your research, you may learn that you have things in common. Use that information wisely. For example, having learned that they’re a fan of your favorite sports team, you might comment on some team paraphernalia in their office.

You can also show interest in the interviewer by asking general, ice-breaking questions such as, “How long have you worked here?” or “What’s your favorite part of this job?” Interview acceptance email.

Practice answering interview questions. You don’t need to memorize responses, but do take a look at the most common interview questions employers ask and think about how you’d respond. That way, you’ll be prepared to ace the interview.

Choose an interview outfit. Don’t leave it until the last minute. Select an outfit that’s professional, comfortable, and appropriate for the company culture.

Try it on beforehand to make sure that everything still fits and that you have all the accessories you need. Leave plenty of time to shop for replacements or to get something cleaned or mended prior to the interview.

Plan for a smooth commute. Find out how long it will take you to get to an interview, even accounting for bad traffic, and make sure you leave yourself enough time to get there.

If possible, do a practice run prior to the interview. If you’re forced to rely on time estimates from an app, build in extra time for contingencies.

Check your technology. If your interview is virtual, check to make sure all your technology is in working order ahead of time, and avoid these common Zoom interview mistakes.

Contents of a Typical Job Interview Invitation

The emailed invitation you receive should provide the details about the interview:

1. Employer name, job title, and location of the job.

2. Location of the job interview (which may be virtual via Zoom/Skype or different from the location of the job).

3. Type of interview, which may include any of these different options:

‣ Telephone.

‣ Video. Like: Zoom, Skype, FaceTime, WebEx, GoToMeeting, Google Meet, or other video platforms.

‣ In person.

4. Name (s) and job title (s) of the person (or people) who will be interviewing you.

5. Other information like video URL and password or driving directions and parking details may be provided.

6. A few date and time options, offering you the ability to choose the one which best fits your schedule.

If their message does not contain all the information you need, request the missing information in the message you send in response. Interview acceptance email.

How to Reply to an Interview Invitation

Show your interest in the job and your professionalism in your interview confirmation email. Here’s how to accept an interview invitation:

Choose the “Reply All” option if others in the employer’s organization were copied on the message. This will keep everyone on the employer’s side informed. Exception:

1. If the message tells you to send your response to a specific email address, be sure to comply. You will be demonstrating that you read messages carefully and can follow directions.

2. Use the sender’s name in the salutation (see below).

3. Thank them for the invitation to interview.

4. Include that you are “very interested in learning more about this opportunity.” Interview acceptance email.

5. Clarify or confirm the type of interview. especially if it will be a video interview using a platform like Zoom or Skype.

6. If they have invited you to interview at a specific date and time, confirm if that time works for you or offer more than one alternative date and/or time.

Generally, agreeing to their date and time is the best strategy, if what they have offered works for you. With video interviewing when working from home, we all usually have more flexibility in scheduling.

7. If they have offered you more than one date and time for the interview, choose the best date and time for you.When choosing the date and time, consider the following:

8. If possible choose mornings over afternoons, preferably mid-morning. When possible, avoid late afternoons.

9. Avoid Mondays and Fridays when possible because people are usually distracted.

10. Sooner (within a day or two of the date offered) rather than later is usually best. Interview acceptance email.

11. If they have not indicated a date and time, you can suggest one or two that you prefer, or you can ask for more information (next).

12. Ask for all of the details that may not have been included in the invitation (names and job titles of the interviewers, technology or location of the interview, etc.). Knowing these details is essential for your success.

13. If it will be a video interview, you will need the URL and the login information. Use your personal computer, if possible, rather than your smartphone. Interview acceptance email.

14. If you are employed, avoid using any of your employer’s equipment and technology, including WiFi.

15. If the interview is in person, ask if they would like you to bring anything else with you to the interview.Many employers seem to be impressed by job candidates who bring work samples to an interview.

16. Consider bringing those to this interview even if they don’t state that they want to see anything other than your resume at the interview.

17. Be VERY careful not to put your current employer’s confidential information at risk, particularly if you are interviewing with a competitor.

18. Professional closing and signature with your non-work contact information and your LinkedIn Profile URL (linkedin.com/in/your-name/).

Sample Email Response to Accept an Interview Request

If you do not know these important details, send this first message to request all the necessary information:

TO: [person who sent you the invitation, or the addressee specified in their message]

CC: [others who were copied on the invitation message]

Subject: RE: [subject from the invitation message] OR Subject: [Job title] Interview on [date and time]

Dear [Name of the addressee, like Mr. Jones]:

Thank you very much for the invitation to interview for the [job title] position. I am definitely interested in learning more about this opportunity, and I look forward to our virtual meeting on Tuesday, the 9th, at 10:30 AM.

I understand that we will be using Zoom, and that the URL and password will be provided to me on the day before the interview via email.

Will other people be participating in the interview? Please, if possible, share the names and job titles of the other people who will be interviewing me.

If I should expect to spend more than two hours, please give me your best estimate of the amount of time needed.

If you would like any additional information about me, please let me know.

If the original invitation does not include the date and time, add this paragraph —

The best times for me to attend this interview are: [first preference for date and time] or, if that is unavailable, [second preference for date and time]. Let me know which date is best for you.

Best regards,

[your full name]

[best phone number for your job search]

[your LinkedIn profile URL]

Respond promptly when they reply to your message. See the sample below as an example of an interview confirmation message, if they have provided answers to all of your questions and the schedule works for you.

Sample Email Confirming Date and Time of Interview

An invitation may provide complete information that would give the date and time for the interview and answer the questions you may have asked.

Or, you may have sent the message above and received a response with the information you requested.

When you agree with the chosen date and time, send a short and simple message, like this:

TO: [person who sent you the invitation or the addressee specified in their message]

CC: [others who were copied on the invitation message]

Subject: [job title and interview date] OR [RE: subject from the responding message]

Dear [Name of the addressee, like Mr. Jones]:

Confirming the interview on [date] at [time] to speak with [names] about [job title]. The meeting will be conducted via Zoom [or whatever technology this employer uses].

I look forward to speaking with you [and other names, if appropriate] and am very interested to learn more about this opportunity. Please let me know if you would like any additional information about me.

Best regards,

[your full name]

[best phone number for your job search]

[your LinkedIn profile URL]

Then, Prepare for the Job Interview

Now that you have an interview scheduled, focus on being well-prepared for the interview.

If the interview will be conducted remotely using technology like Zoom, be sure the appropriate software is installed on your computer. Then, test it to be sure you can be seen and heard. Interview acceptance email.

View this interview as a demonstration of your knowledge and comfort with the technology being used now for remote work. Show you are a pro!

email

Frequently Asked Questions

Answers to some frequently asked question:

1. What is the proper way to accept an interview by email?

Thank you for the invitation to interview with [company name]. I want to confirm that I will be available to meet with you on Saturday, August 30 at 9:30 a.m.

I appreciate the opportunity to talk with you and am looking forward to learning more about the position. Notice how short the email is.


2. What is a great reply to a job offer letter via email?

Thank you for your offer of [Job title] at [Company name]. I am delighted to formally accept the offer, and I am very much looking forward to joining the team.

As discussed, my starting salary will be [Agreed to start salary], rising to [Increased salary] following a successful probationary period of 3 months. Interview acceptance email.


3. How do you confirm an email interview invitation?

Hi {first name}, Thanks so much for your invitation to interview for the {job title} position at {company name}. I’m looking forward to learning more about the position and how I can help you succeed.

I’m writing to confirm that I will be at {location} on {date} at {time} to meet with {interviewer name.}


4. Can I accept a job offer and still continue to interview?

In general, it is a terrible idea to accept an offer and continue to interview.

While most work agreements are employment-at-will so you can quit at any time, you don’t want to be someone who quits shortly after accepting an offer. You do want your word to mean something.


5. How do you respond to an interview invitation?

Email Response

“Thank you for your invitation to interview with [company name]. 

“Yes, I very much would like to interview with you at…”

Yes, I can be available for an interview several times during the week of…”

Thank you for the invitation to interview for the [job position].


6. How do I ask HR for the status of my offer letter through the mail?

Dear Sir /Madam, This is a kind request regarding the status of my offer letter. I have been interviewed on [XX/XX/XXXX] for the position of [job title].

After the interview, I got a call that I have been selected and that an offer letter will be sent within two days.


7. How do I write an email to get back a job offer after rejecting it?

“Dear [Hiring Manager Name], Thank you for getting back to me about your hiring decision.

While I’m disappointed to hear that I was not selected for the [Job Title] position, I greatly appreciate the opportunity to interview for the job and meet some of the members of your team. Interview acceptance email.


8. Should I send a follow-up email one week after my interview?

As a best practice, always send a follow-up email within 24 hours after your interview so that you can thank your interviewer for their time.

And if you’ve already done that, well then, great job. Now, it’s not typical to get a response to a thank you email even if you interviewed really well.


9. What is the proper way to accept an interview by email?

Thank you for the invitation to interview with [company name]. I want to confirm that I will be available to meet with you on Saturday, August 30 at 9:30 a.m.

I appreciate the opportunity to talk with you and am looking forward to learning more about the position. Notice how short the email is. Interview acceptance email.


10. The Bottom Line on How to Respond to an Interview Invitation

Usually, accepting an interview opportunity is the smartest thing to do, even if you are not officially in a job search.

However, if you decide that this isn’t the right time (or right employer), you can gracefully turn down a job interview invitation without burning any bridges — Why and How to Turn Down an Interview Invitation.


Responding to an interview request is the beginning of your communication. Set a great tone in that first response, and you may improve your chances of moving forward in the hiring process.

Once you secure a first-stage or phone interview, you should be prepared to answer common interview questions and discuss your salary expectations.

If you’re unsure about what salary is appropriate to ask for the position, visit Indeed’s Salary Calculator to get a free, personalized pay range based on your location, industry, and experience.

Don’t forget to leave a comment in the comment box below. Feel free to share this article with your friends and loved ones.

CSN Team.

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