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Effective Interview Confirmation Email (Examples)

Part 1How to Write an Effective Interview Confirmation Email

An interview confirmation email helps establish your professionalism and ensures that everyone is on the same page. To write an excellent interview confirmation email, follow these steps:

  1. Use a clear subject line: Mention the interview date and your name for easy reference.
  2. Begin with a professional greeting, like “Dear [Recipient’s Name].”
  3. Express appreciation.
  4. Confirm the interview’s date, time, and location (or the platform and link if it’s a video interview).
  5. If needed, ask for any additional information.
  6. Provide your contact information, including phone number and email address.
  7. Close with a professional sign-off, like “Best regards” or “Sincerely.”

Part 2Interview Confirmation Email Templates and Examples

Note: Below are examples of interview confirmation emails from candidates. Examples of interview confirmation emails from employers will be provided in one of the next chapters.

Example 1

Subject: Interview Confirmation – [Your Name]

Dear [Interviewer’s Name],

Thank you for inviting me to the interview for the [Job Position] at [Company Name] on [Date] at [Time]. I am excited about this opportunity and confirm my attendance.

Please let me know if there is any information/documents needed or any preparatory steps I should take. I look forward to discussing my qualifications for this position.

Best regards, [Your Name]

Example 2

Confirmation with a Request for Details

Subject: Interview Confirmation – [Your Name]

Hi [Interviewer’s Name],

I appreciate the invitation to interview for the [Job Position] at [Company Name]. I would like to confirm my attendance on [Date] at [Time].

To ensure a smooth interview process, could you please provide me with the names of the people I will be meeting, the interview’s format, and any specific materials/documents you would like me to bring?

Thank you, and I’m looking forward to our conversation.

Best regards, [Your Name]

Example 3

Confirmation and Rescheduling Request

Subject: Interview Confirmation – [Your Name]

Hello [Interviewer’s Name],

Thank you for offering me the chance to interview for the [Job Position] at [Company Name]. Unfortunately, I have a prior engagement at the scheduled time of [Original Date and Time].

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I would like to kindly request to reschedule the interview for another day or time that works for both parties. I am available on [Alternative Dates and Times]. If none of these options work for you, please suggest an alternative, and I will be happy to accommodate.

I am eager to discuss the position further and appreciate your understanding.

Warm regards, [Your Name]

Part 3Example Confirmation of an In-Person Interview from a Candidate

Subject: Interview Confirmation – [Your Name] – [Interview Date]

Dear [Recipient’s Name],

Thank you for inviting me to interview for the [Job Title] position. I am excited about this opportunity and confirm my availability for the interview on [Date] at [Time] at your office located at [Address].

Could you please provide more information on who will be conducting the interview? If there are any documents or materials I should bring, please let me know.

I look forward to meeting you and learning more about [Company Name]. Please feel free to contact me at [Phone Number] or [Email Address] if needed.

Best regards,
[Your Name]

Part 4Example Confirmation of a Video Interview from a Candidate

Subject: Video Interview Confirmation – [Your Name] – [Interview Date]

Dear [Recipient’s Name],

Thank you for the opportunity to interview for the [Job Title] position via video conference. I confirm my availability on [Date] at [Time] and will be prepared to join the call using the [Platform] link you have provided.

Please let me know if there is any additional information required or any specific preparation materials that I should review prior to the interview.

I look forward to our conversation and learning more about [Company Name]. If you need to contact me, please reach out at [Phone Number] or [Email Address].

Sincerely,
[Your Name]

Part 5Examples of Interview Confirmation Emails from Employers

Example 1

Confirmation of an in-person interview from an employer

Subject: Interview Confirmation – [Candidate’s Name] – [Job Title] – [Interview Date]

Dear [Candidate’s Name],

Thank you for your interest in joining [Company Name]. We are excited to have you come in for an interview for the [Job Title] position on [Date] at [Time]. Our office is located at [Address]. Please arrive a few minutes early and check in with the receptionist.

The interview will be with [Interviewer’s Name], who is the [Interviewer’s Position]. We expect the interview to last approximately [Length of Interview]. Please bring a copy of your resume and a photo ID to the interview.

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If you have any questions, please do not hesitate to contact us at [Contact Number] or [Email Address]. We look forward to meeting you.

Best regards,
[Your Name]
[Your Job Title]
[Company Name]

Example 2

Confirmation of an in-person interview from an employer

Subject: [Your Company] – Interview Confirmation – [Candidate Name]

Dear [Candidate Name],

We are excited to confirm your interview for the [Job Title] position at [Your Company]! Your interview is scheduled for [Date] at [Time]. Please join us at our office located at [Address].

To ensure a smooth experience, bring along your updated resume and any relevant documents or samples of your work. If you have any questions or need to change your appointment, do not hesitate to contact our HR department at [Phone Number] or respond to this email.

Looking forward to meeting you!

Best regards,
[Your Name]
[Your Title]
[Your Company]

Part 6Example Confirmation of a Video Interview from an Employer

Subject: [Your Company] – Video Call Interview Confirmation – [Candidate Name]

Hello [Candidate Name],

We’re delighted to confirm your video call interview for the [Job Title] position with [Your Company]. The interview will take place on [Date] at [Time] via [Video Call Platform].

Here is the link to our [Video Call Platform] virtual meeting room: [Link]

Please make sure you have the necessary software installed, a stable internet connection, and a quiet place to conduct the interview. If you have any problems or need assistance, please reach out to [Contact Person] at [Phone Number] or reply to this email.

Looking forward to our virtual meeting!

Warm regards,
[Your Name]
[Your Title]
[Your Company]

Part 7Final Review and Subject Line Importance

  • Before hitting the send button on your interview confirmation email, take a moment to review it. Ensure that you’ve included all the relevant details such as the date and time of the interview, address, interviewer’s name, and any other specifics required. Double-checking these details prevents any confusion that could result in delays or missed interviews.
  • The subject line of your email holds significant importance. It’s the first thing the recipient sees and plays a crucial role in determining whether your email will be opened or disregarded. Make sure your subject line is clear, professional, and indicates the purpose of the email. For instance, a suitable subject line could be “Interview Confirmation: [Your Name] – [Position]”. This way, the recipient knows what to expect before even opening the email.
  • Take note of your email’s formatting. A well-formatted email is more comfortable on the eyes and gives you a professional impression. Use appropriate spacing and bullet points as necessary to highlight crucial information. This will not only help the reader find relevant details efficiently but also ensures proper communication.
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Frequently Asked Questions

How do you respond to an interview invitation professionally?

Responding professionally to an interview invitation means:

  1. Using a clear and concise subject line
  2. Addressing the recipient by their name
  3. Thanking them for the invitation
  4. Confirming the interview details (date, time, location, or video platform)
  5. Asking for clarification or additional information if needed
  6. Providing your contact information
  7. Using a professional closing

What is the best way to confirm attendance for a video interview?

The best way to confirm attendance for a video interview is to send a confirmation email. Include your appreciation for the opportunity, confirm the interview date and time, and mention that you will be joining via the provided video link or platform. Don’t forget to ask for additional information or preparation materials if needed, and include your contact information.

 

How to politely accept an interview invitation via email?

To politely accept an interview invitation via email, follow these tips:

  1. Respond promptly, ideally within 24 hours.
  2. Use a professional greeting and address the recipient by their name.
  3. Express gratitude for the invitation, followed by your enthusiasm for the role.
  4. Clearly confirm the interview’s date, time, and location (or platform for a video interview).
  5. Ask for any additional information or preparation materials.
  6. Provide your contact information for further communication.
  7. Close with a courteous sign-off, such as “Best regards” or “Sincerely.”
Posted in: Job Interview