This email template is designed for HR professionals to invite candidates for an in-person interview. It is typically used after the company has completed initial assessments and determined that the candidate is a strong fit for the position. This communication is key to moving forward in the hiring process and sets the tone for the final evaluation of the candidate.
Template Email
Email subject line: Invitation to Interview for [POSITION] at [Company Name]
Dear [CANDIDATE NAME],
Thank you for your application for the [POSITION] role at [Company Name]. We enjoyed our recent conversation and are excited to invite you for an in-person interview.
We would like to schedule your interview on [PREFERRED DATE AND TIME OPTIONS]. Please let us know if any of these times work for you. Our office is located at [YOUR LOCATION], and you will be meeting with [INTERVIEWER’S NAME], [INTERVIEWER’S POSITION].
To ensure a smooth experience, we kindly ask that you arrive 15 minutes early and check in with the front desk, asking for [INTERVIEWER’S NAME]. This will give us time to settle in and start the interview promptly.
Please confirm your availability by replying to this email. If the proposed times do not suit your schedule, feel free to suggest alternative dates and times that work better for you.
We look forward to meeting you soon!
Best regards,
[SENDER NAME]
[SENDER’S POSITION]
[Company Name]
[Contact Information]
Why does it matter?
In-person interviews are a crucial stage in the hiring process. They allow the company to assess the candidate’s fit for the role and the company culture in a more personal and interactive environment. Moreover, this communication reflects your organization’s professionalism and respect for the candidate’s time, which can significantly impact their perception of your company.
When to send?
Send this email as soon as a decision has been made to move forward with a candidate following previous assessments, such as phone interviews or skills evaluations. Timeliness is essential; a prompt invitation helps maintain candidate interest and engagement.
What to include?
- The position the candidate is applying for.
- The name and position of the interviewer.
- A few date and time options for the interview, considering the candidate’s time zone.
- The location of the interview.
- Instructions for checking in and any other relevant details to prepare the candidate.
Best Practices
- Be clear and concise in your communication to avoid any confusion regarding the interview details.
- Personalize the email to make the candidate feel valued and acknowledged.
- Provide multiple time options to accommodate the candidate’s schedule, showing flexibility.
- Follow up if you do not receive a response within a few days to ensure the candidate is informed and engaged.
Common Mistakes to Avoid
- Sending the invitation too late, which can lead to decreased interest from the candidate.
- Failing to confirm the interview details in advance, which may result in confusion on the day of the interview.
- Not providing clear instructions on where to go or who to ask for, which can create unnecessary stress for the candidate.
- Using a generic template without personalizing it, which can make the communication feel impersonal and less engaging.
