Invitation email, is typically used for recipients to show them your concern and then compelling them to take some action. Mainly, these emails can be for interviews, seminars, meetings. You can also take it as a subset of email marketing strategies.

You saw an ad for job, you applied. Then, your application was accepted. Now, the hiring company or hiring manager wanted to contact you. Here, comes the email marketing strategy. They often turn to email to plan an interview with you.

Receiving an interview email is really daunting for you. The question is “How to respond interview invitation email”.

There is no need to show hurry or craziness after receiving the email. Try to compose yourself. Maintain the balance between your desire and impression.

Eventually, there are a lot of job applications which ask for resume to attach. Your all creditability is shown there. But apart from that, you have to put some impression on your hiring company. Set yourself for your first impression.

Replying to interview invitation email is your first impression. Moreover, you have to craft your email in such a way that shows your professionalism. If you get help, then it will be good for you.

Receiving invitation interview is a major milestone in job process. It shows that respective company is interested in your profile. However, the way you reply to that specific email can set your tone to hiring manager.

Reply to an Interview Invitation Email:

Further, here is the guide to show how to reply an interview invitation email effectively and professionally.

Timely Response:

Time is very critical in these interviews. If you miss it, then you miss the job. Try to reply the invitation email in 24 hours. If you take less time, then it will be better. Furthermore, when you respond timely, it shows your interest and enthusiasm towards that job.

Subject Line:

Main concern is subject line. Don’t ever think of changing that line. When you receive such email, directly reply it. Don’t compose a new email having another subject line. By replying directly, you can maintain same subject line.

It will help your hiring company to track your replies more efficiently.

Availability Confirmation:

If you are interested in respective job, then clearly mention your availability. They definitely proposed some time for interview, if it works for you confirm it. If you are having some conflict on proposed time, then tell alternative time.

Also if you can’t reschedule then also let the hiring manager know.

Appreciation Note:

As soon as you are given the opportunity of interview, express your gratitude to the hiring company. Besides, tell you are thankful to them for considering you for the post. It shows that you are professional, dedicated and concerned toward job.

Clarify Interview Details:

When you receive interview invitation email, assure that you understand all the details. It protects you from any misunderstanding. It also clarifies information you are not sure about.

Interview invitation email usually contains interview format, time, location and participants. On the other hand, if email lacks this information, ask from them professionally and politely.

Professional Tone:

Meanwhile, keep your email professional. Indeed, it should be free from any errors. Give proof reading in order to avoid mistakes.

Don’t use emojis or short form of words, it looks so casual. Use proper email etiquette throughout your email.

Do not Afraid of Questions:

As you know, there will be a lot of questions answers during interview. Ultimately, invitation email is a great source for you to ask by your own.

In fact, sometimes there are certain issues which should be addressed before interview. You can ask them politely about these issues in invitation email. You can also ask whether to come with documents, resume or something else.

Get Ready for Interview:

When you have done the work before interview, get yourself ready for interview. Attach all the necessary documents with invitation email. If they do not mention, ask yourself. If they ask, attach all the files before sending reply. When you compensate all necessary things in one email, they will be impressed from your professionalism.

Further, you can also send them Thank You Email after Interview, when the interview is done.

Examples of Interview Invitation Email Replies:

Previously, we discussed how to respond to email for invitation for interview. Now, we acknowledge some examples to understand more about etiquettes of invitation email.

Example of Timely Response:

Below is the email template for you when you want to respond to invitation email on time.

Subject: Interview Invitation – (Name of Candidate)

Dear (Interviewer’s Name),

Thank you for your consideration and interview email for the (Post Name) at (Company’s Name). I am pleased to receive interview invitation and am looking forward to discuss my skills and experiences that fit well with your needs.

Best regards,

Your Name.

Example of Availability Confirmation:

When you want to confirm your availability for the mentioned post in invitation email, the email invitation template will be in form discussed below.

Dear (Interviewer’s Name),

Thank you for the interview email.

I am delighted to assure you that proposed (Date and time) works for me. I am looking forward to chat with you and discuss my role in your (Company Name).

Please confirm that if you want me to prepare something for interview. And also let me know if I can provide any additional document.

I am hoping to meet with you to discuss the (Post) role at (Company Name).

Best regards,

Your Name.

Example of Conflict over Time and Place:

Further, there comes a situation when the proposed schedule doesn’t fit well with your schedule. In such situation, there is no need to panic. You can request to reschedule the interview through interview invitation email reply.

Here is the sample email template.

Dear (Interviewer’s Name),

Thank you for your interview email. I am looking forward to discuss this (Post Name) with you.

Unfortunately, I am unavailable at (Proposed date and time) due to (Reason of Unavailability). I am available on (Reschedule date and time).would it possible to place the interview at (Reschedule date and time)?

I am very sorry for any difficulty. Please let me know if the proposed date and time work for you. I am waiting for reply.

Best regard,

Your Name.

Example of Clarifying Interview Details:

Meanwhile, you have to sometimes ask for interview details. Below, is the email template for clarifying interview details.

Dear (Interviewer’s Name),

Thank you for contacting me for this job.

I am looking forward to meet with you on (Proposed time). I want to ask would you please provide me interview details like interview format and participants. And how many people would interview me?

Best regards,

Your Name.

Example of Appreciation Note:

When you receive the invitation email for interview, express your gratitude towards the hiring manager. Below, is the email sample.

Dear (Hiring Manager),

Thank you for contacting me for the post of (Post Name).

It is honor for me to be considered for this post at (Company name). I am eager to tell you how well I am eligible for this post and to discuss how I would contribute to your company.

I am looking forward to meet you for interview.

Best regards,

Your Name.

Conclusion:

Invitation email is a milestone you achieve. You receive this email among the thousands of candidates.

It seems very easy and straight forward to reply these interview invitation emails. But, it is a crucial step. It requires immense careful considerations. Remember, this is the final chance for you to put some decent impression on hiring company.

So, take your time out to craft a decent, thoughtful and professional email reply.