This email serves as a reminder to candidates about their upcoming interviews, ensuring that they are aware of the date and time, and that they come prepared. A well-timed reminder can help reduce no-shows and foster a positive candidate experience.
Template Email
Email subject line: Reminder: Your Interview with [Company Name] on [Date]
Dear [CANDIDATE NAME],
I hope this message finds you well! This is a friendly reminder about your upcoming interview for the position of [POSITION TITLE] at [COMPANY NAME]. We are looking forward to meeting you on [AGREED DATE AND TIME].
The interview will take place at our office located at [ADDRESS OF INTERVIEW VENUE]. Please try to arrive at least 15 minutes early to allow time for check-in. When you arrive, please ask for [NAME AND POSITION OF INTERVIEWER].
If you have any questions or if you need to reschedule for any reason, please don’t hesitate to reach out as soon as possible.
Thank you, and we look forward to seeing you soon!
Best regards,
[SENDER NAME]
[YOUR POSITION]
[COMPANY NAME]
[CONTACT INFORMATION]
Why does it matter?
Sending reminder emails is essential in the recruitment process as it keeps candidates informed and engaged. It minimizes the chances of no-shows, ensuring that your time and resources are utilized effectively. A reminder also reflects positively on your organization, showcasing professionalism and attention to detail.
When to send?
It is recommended to send this reminder email within one week to a few days before the scheduled interview. This timeframe allows candidates to mentally prepare while also reducing the likelihood of them forgetting the appointment.
What to include?
- The position the candidate applied for.
- The agreed date and time of the interview.
- The location of the interview, including any specific instructions for accessing the venue.
- The name and position of the person the candidate will be interviewing with.
Best Practices
- Personalize the email: Use the candidate’s name and include specific details about the position to make the email feel tailored.
- Be concise: Keep the email straightforward and to the point, ensuring all necessary information is included without overwhelming the candidate.
- Encourage questions: Invite candidates to reach out if they have any queries or need clarification, fostering open communication.
- Follow up if necessary: If you do not receive a response, consider sending a follow-up email to confirm their attendance.
Common Mistakes to Avoid
- Sending reminders too late: Ensure the reminder is sent with enough lead time for candidates to adjust their schedules if necessary.
- Failing to include key details: Omitting the interview date, time, or location can lead to confusion and missed appointments.
- Using a generic tone: Avoid templates that sound impersonal; customize your message to create a connection with the candidate.
- Neglecting to proofread: Spelling or grammatical errors can undermine professionalism, so always review your email before sending.
