You’ve Received an Emailed Job Interview Invitation… Now What?

job interview invitationAs an active job seeker, you look forward to getting that job interview invitation in your email inbox. And then, from either an employer or a recruiter… there it is!

So now what? How do you properly and professionally respond?

First, let’s assume the emailed invitation you received provides the following information:

  • Employer name, job title, and location of the job.
  • Location of the job interview (which may be different from the location of the job).
  • Type of interview: telephone, Skype, or in person.
  • Other details like who will be interviewing you, directions, and parking details may be provided (or may not).
  • A few date and time options, offering you the ability to choose the one which fits your schedule best.

If it doesn’t contain this information, request the information in the message you send in response.

Now, let’s get to that response!

Reply Promptly to Accept Their Invitation

If you are using a specific email address for your job search and/or have posted an email address on your LinkedIn Profile which is not the email address you use most often, be sure to check that account every day.

To respond:

  1. 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 about your response.
  2. Use the sender’s name in the salutation (see below).
  3. Thank them for the invitation to interview.
  4. Add that you are “very interested in learning more about this opportunity.”
  5. Choose the date and time you can attend. If two date/time combinations work for you, share both, but indicate which one is your first preference.
    • If possible choose mornings over afternoons, preferably mid-morning.
    • Avoid Mondays and Fridays if possible.
    • Sooner rather than later is usually best.
  6. Professional closing.
  7. Your signature with contact information and more information about you.

This is how the message could look:

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]

[Name of the addressee, like Mr. Jones]

Thank you for the invitation to interview for the [job title] position at [employer name]. I am very interested in learning more about this opportunity.

Can I assume I will be speaking with you? If not, please let me the names and roles of the people who will be interviewing me.

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]. Please let me know which date is best for you.

I look forward to speaking with you. Thank you again for this invitation and your consideration.

Best regards,

[your first name]

[your full name]
[current job title, if employed, or target job title, if not]
[best phone number for your job search]
[city and state]
[LinkedIn Profile URL]
[Other relevant URL’s like your blog]

Promptly Send a Confirming Message

After you’ve sent your initial response, the employer or recruiter will send a follow-up email with the date and time for the interview and answer the questions you may have asked.

If the answers and the time they chose are OK with you, send a simple and professional reply, 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: RE: [subject from the invitation message]

[Name of the addressee, like Mr. Jones]

A quick note to confirm my interview on [date] at [time] at [location]. I understand I’ll be speaking with [names] about the [job title] position.

I look forward to speaking with you.

Best regards,

[your first name]

[your full name]
[current job title, if employed, or target job title, if not]
[best phone number for your job search]
[city and state]
[LinkedIn Profile URL]
[Other relevant URL’s like your blog]

Then, Prepare for the Job Interview

Now that you have an interview scheduled, focus on being well-prepared for the interview. To help you get prepared, read How to Knock Their Socks Off in a Job Interview.

That’s it. A proper and professional response to an emailed job interview invitation. The best part? This type of response is sure to make a great impression on the interviewer… putting you at the front of the pack of other job seekers who received the same invitation!

 

For this post, YouTern thanks our friends at Work Coach Cafe!

 

WorkCoachCafe

 

Susan-P-Joyce-AuthorOnline job search expert Susan P. Joyce has been observing the online job search world and teaching online job search skills since 1995. Susan is a two-time layoff “graduate” who has worked in human resources at Harvard University and in a compensation consulting firm. Since 2011, Susan has been editor and publisher of WorkCoachCafe.  A veteran of the United States Marine Corps, Susan also edits and publishes Job-Hunt.org, is a Visiting Scholar at the MIT Sloan School of Management, and a columnist on HuffingtonPostAOL Jobs, and LinkedIn. Follow Susan on Twitter.

 

 

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