Email template · Interview scheduling
Interview confirmation email
In short
An interview confirmation email locks in an agreed interview time and gives the candidate every detail in one place: date, time with time zone, format, location or video link, who they'll meet, what to bring and how to reschedule. Below are four templates for video, onsite, phone and panel interviews, plus subject lines and an SMS.
When to send it: Send it as soon as the time is agreed, ideally within an hour, together with a calendar invite. It replaces the back-and-forth thread as the single source of truth for the interview.
Interview confirmation email: 4 versions
Video interview
SubjectConfirmed: [Job Title] interview on [Interview Date] at [Interview Time] [Time Zone]
Hi [First Name], You're all set. Here are the details for your interview: Role: [Job Title] Date: [Interview Date] Time: [Interview Time] [Time Zone] Length: [Duration] minutes Format: video call on [Video Platform] Join link: [Video Link] You'll meet: [Interviewer Name], [Interviewer Title] A calendar invite is on its way with the same link. Join a couple of minutes early to check your camera and sound. If you need to reschedule, use [Reschedule Link] or reply to this email at least 24 hours ahead. If you need any accommodation, let me know. See you then, [Your Name] [Title], [Company] [Phone Number]
Onsite
SubjectYour interview at [Company]: [Interview Date], [Interview Time]
Hi [First Name], Thanks for confirming. We're looking forward to meeting you. When: [Interview Date], [Interview Time] [Time Zone], about [Duration] Where: [Street Address], [Building / Floor / Suite] Getting here: [Parking or Transit Instructions] When you arrive: check in at [Entrance or Reception] and ask for [Contact Name] You'll meet: [Interviewer Names and Titles] Please bring: [Photo ID / Copy of Resume / Portfolio] If you're running late or something comes up, call or text me at [Phone Number]. If you need an accommodation, such as an accessible entrance or an interpreter, reply and we'll arrange it. Best, [Your Name] [Title], [Company]
Phone interview
SubjectConfirmed: phone interview on [Interview Date]
Hi [First Name], Confirming your [Duration]-minute phone interview for [Job Title]: [Interview Date] at [Interview Time] [Time Zone] [Interviewer Name] will call you at [Candidate Phone] from [Caller Number]. If that number is wrong, or you need to move the time, reply here or use [Reschedule Link]. Talk soon, [Your Name] [Company]
Panel or multi-round
SubjectYour interview schedule for [Job Title] on [Interview Date]
Hi [First Name], Here's your schedule for [Interview Date]. All times are [Time Zone]. [Time 1]: [Interviewer 1 Name], [Interviewer 1 Title]. Focus: [Topic 1] [Time 2]: [Interviewer 2 Name], [Interviewer 2 Title]. Focus: [Topic 2] [Time 3]: [Interviewer 3 Name], [Interviewer 3 Title]. Focus: [Topic 3] [Time 4]: wrap-up with me Format: [Video Link / Address] Total time: about [Total Duration], with a short break between sessions. [Any Prep, e.g. Please bring the work sample you prepared to the second session.] If anything changes on our side, I'll let you know right away. Reply with any questions or accommodation needs. Best, [Your Name] [Title], [Company]
Subject line ideas
- Confirmed: [Job Title] interview on [Interview Date]
- Your interview details for [Job Title]
- See you [Interview Day] at [Interview Time]
- Interview confirmed with [Company]
- [First Name], your interview schedule for [Interview Date]
- Interview details and directions for [Interview Date]
SMS and WhatsApp version
Hi [First Name], you're confirmed for your [Job Title] interview with [Company] on [Interview Date] at [Interview Time] [Time Zone]. Details: [Details Link]. Need to reschedule? Reply here. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Interview Date], [Interview Day], [Interview Time], [Time Zone], [Duration], [Video Platform], [Video Link], [Interviewer Name], [Interviewer Title], [Reschedule Link], [Street Address], [Contact Name], [Candidate Phone], [Caller Number], [Your Name], [Phone Number]
Why a separate confirmation matters
By the time an interview is booked, the details are usually scattered across an interview invitation email, a couple of replies and maybe a phone call. The confirmation pulls them into one message the candidate can search for on the morning of the interview. If they have to dig through a six-message thread to find the Zoom link, some will join late or not at all.
It also catches errors. Wrong time zones, a candidate who thought "Tuesday" meant next week, or a phone number with a typo all surface when the candidate reads a clean summary. Ask them to reply if anything looks wrong.
In volume hiring, the confirmation is the first of three touches that keep show rates up: confirmation at booking, an interview reminder email 24 hours before, and a short text two hours before.
What to include
Format the details as short labeled lines, not a paragraph. Candidates scan this email on a phone.
- Date, time and time zone. Write the day of the week too ("Tuesday, March 10") to prevent date mix-ups.
- Format and length.
- Video link and platform, or full address with parking, entrance and who to ask for.
- Who they'll meet, with titles. For panels, the order and focus of each session.
- What to bring or prepare, if anything.
- How to reschedule and how much notice you'd like.
- A same-day contact for running late or technical trouble.
- An accommodation line.
Attach a calendar invite with the same details in the description. Many candidates open the calendar entry, not the email, at interview time.
Automating confirmations without losing the human tone
If candidates book through self-scheduling, the confirmation should fire automatically the moment they pick a slot, with the calendar invite and interviewer details already merged in. Manual confirmations are where most errors creep in: a recruiter copies last week's email and leaves the old date in the subject line.
Keep the automated version warm by signing it from the actual recruiter, not "noreply." Store separate versions for video, phone, onsite and panel interviews in shared email templates, since a single template that tries to cover all four ends up full of irrelevant fields.
A useful check for high-volume teams: compare no-show rates for candidates who got a confirmation within an hour of booking against those who got it the next day. The difference is usually large enough to justify fixing the workflow.
Rescheduling and cancellation
Make rescheduling easy. A candidate who can't make it and has no simple way to tell you will often just not show up. Include a reschedule link or a direct reply path, and ask for 24 hours' notice without making it sound like a penalty.
If you need to move the interview, send a fresh confirmation with the new details and update the calendar invite rather than sending a separate note. Two conflicting confirmations in a candidate's inbox is a common cause of people showing up at the wrong time.
Mistakes to avoid
- Missing time zone, especially for remote roles.
- Generic subject lines like "Interview." Put the date and time in the subject so it can be found later.
- Calendar invite with no link. If the candidate only opens the invite, they need everything there too.
- No name at the front desk. Onsite candidates wait in the lobby while security tries to find out who they're meeting.
- Asking for documents too early. Don't request I-9 documents, Social Security numbers or other onboarding paperwork at the interview stage; collect those after an offer.
Frequently asked questions
How do you write an interview confirmation email to a candidate?
Thank them for confirming, then list the date, time with time zone, format, location or video link, length, interviewers, anything to bring and how to reschedule. Send a calendar invite with the same details.
Should the employer or the candidate send the interview confirmation email?
The employer or recruiter should send it, since they hold the logistics. Candidates often reply to confirm the time, and that reply is a good courtesy, but the employer's email should be the one with full details.
How soon should I send an interview confirmation?
Within an hour of the time being agreed. If the candidate booked through a scheduling link, it should be automatic and immediate.
What is an interview details email?
It is the same thing as a confirmation: a single message with the date, time, place or link and logistics for an upcoming interview. Some teams send it a few days before the interview instead of at booking.
Do I still need a reminder if I sent a confirmation?
Yes, for most roles. A reminder the day before, and a text a couple of hours before for hourly roles, catches people who forgot or had plans change.