Email template · Interview scheduling
Interview reminder email
In short
An interview reminder email goes to a candidate shortly before a scheduled interview, usually 24 hours ahead, to restate the time, format and link or address, and to make rescheduling easy. Paired with a text two hours before, it is the simplest way to cut no-shows. Below are four templates, subject lines and an SMS.
When to send it: Send the email about 24 hours before the interview, and a short text 1 to 2 hours before for hourly or high-volume roles. For Monday interviews, send the email on Friday afternoon as well as Sunday evening or early Monday.
Interview reminder email: 4 versions
Day before
SubjectReminder: your [Job Title] interview tomorrow at [Interview Time]
Hi [First Name], Just a reminder that your interview for [Job Title] is tomorrow. [Interview Day], [Interview Date] at [Interview Time] [Time Zone] [Video Link / Street Address] With: [Interviewer Name], [Interviewer Title] Length: about [Duration] minutes If something's come up, no problem. Pick a new time here: [Reschedule Link], or reply to this email. See you tomorrow, [Your Name] [Company]
Confirm or reschedule
SubjectStill good for [Interview Day] at [Interview Time]?
Hi [First Name], We have you down for your [Job Title] interview on [Interview Day], [Interview Date] at [Interview Time] [Time Zone]. Can you reply YES to confirm? If you need a different time, reply with what works or use [Reschedule Link]. Thanks, [Your Name] [Title], [Company] [Phone Number]
Morning of
SubjectToday at [Interview Time]: your interview with [Company]
Good morning [First Name], Looking forward to talking with you today at [Interview Time] [Time Zone]. Join here: [Video Link] (or) Address: [Street Address]. Ask for [Contact Name] at reception. Running late or having tech trouble? Call or text [Phone Number] and we'll sort it out. [Your Name] [Company]
High-volume / group session
SubjectTomorrow: [Job Title] hiring session at [Location]
Hi [First Name], You're booked for our [Job Title] hiring session tomorrow, [Interview Date], at [Interview Time]. Where: [Street Address] ([Parking or Entrance Details]) How long: about [Duration] Bring: a photo ID and your phone Many people get a decision the same day. Pay starts at [Pay Rate]. Can't make it? Grab another slot at [Reschedule Link] so we can save your place. [Company] Hiring Team
Subject line ideas
- Reminder: your interview tomorrow at [Interview Time]
- See you tomorrow, [First Name]
- Still good for [Interview Day] at [Interview Time]?
- Today at [Interview Time]: your [Company] interview
- Your [Job Title] interview details for tomorrow
- Quick reminder about your interview with [Interviewer Name]
SMS and WhatsApp version
Hi [First Name], reminder from [Company]: your [Job Title] interview is [Interview Day] at [Interview Time] [Time Zone]. Join/address: [Details Link]. Can't make it? Reschedule: [Reschedule Link]. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Interview Day], [Interview Date], [Interview Time], [Time Zone], [Video Link], [Street Address], [Interviewer Name], [Interviewer Title], [Duration], [Reschedule Link], [Contact Name], [Location], [Pay Rate], [Details Link], [Your Name], [Phone Number]
Timing: when reminders actually reduce no-shows
A reminder works by catching two groups: people who forgot, and people whose plans changed and who would rather skip than call you. The 24-hour email gives the second group time to reschedule instead of ghosting. The 1-to-2-hour text catches the first group at the moment it matters.
For hourly roles, text matters more than email. Many applicants for warehouse, retail, food service and contact-center jobs check email rarely but read texts within minutes. A typical sequence for a high-volume team:
- At booking: the interview confirmation email with a calendar invite.
- 24 hours before: the reminder email, plus a confirm-or-reschedule text.
- 1 to 2 hours before: a short text with the address or link.
For senior candidates, one email the day before is plenty. Three messages to a VP candidate reads as nagging.
What to include
A reminder is shorter than the confirmation. Restate only what the candidate needs to show up:
- Day of the week, date, time and time zone
- Video link or address
- Who they're meeting
- A reschedule link or reply option
- A same-day contact number
Leave out long prep advice, company background and anything that pushes the link below the fold on a phone screen. If something changed since the confirmation, such as a new interviewer or room, say so in the first line.
Interview reminder text messages
Keep texts under 160 characters where you can, so they arrive as a single message. Identify your company in the first words, since an unknown number with a link looks like spam. Include an opt-out.
Only text candidates who have agreed to receive texts, usually through a checkbox on the application. In the US, the Telephone Consumer Protection Act governs automated texts, and several states have their own rules on timing and consent, so check with counsel. Send texts during reasonable local hours, and never schedule a reminder for 6am because the interview is at 8. A two-way SMS setup lets candidates reply YES or ask a question, and those replies give you an early signal of who is likely to show.
Make rescheduling easier than not showing up
The biggest single lever in a reminder is the reschedule option. If the only way to change the time is to call a recruiter during business hours, a candidate juggling a current job will often just not come. A self-scheduling link in the reminder lets them pick a new slot in 20 seconds, and you keep the candidate instead of losing them.
Picture a distribution center running 40 interviews a day. If 30 percent no-show and none reschedule, that is 12 empty slots daily. If the reminder converts even a third of those into reschedules, the team recovers four interviews a day without any extra sourcing.
When someone still doesn't show, send a no-show follow-up email the same day with a link to rebook.
Mistakes to avoid
- Sending the reminder from a different address than the confirmation. Candidates miss it or think it's phishing.
- Forgetting the time zone on remote interviews, especially across daylight saving changes.
- No reschedule path. A reminder that only says "see you tomorrow" leaves no room for plans that changed.
- Reminders after cancellation. Make sure automated reminders stop when an interview is canceled or moved.
- Too many touches for senior roles. Match frequency to the candidate.
Frequently asked questions
When should I send an interview reminder email?
About 24 hours before the interview. For hourly and high-volume roles, add a short text 1 to 2 hours before. For Monday interviews, send the email on Friday so it isn't lost in weekend inboxes.
What should a reminder for an interview tomorrow say?
The day, date, time and time zone, the video link or address, who they're meeting, and how to reschedule if needed. Keep it short enough to read on a phone without scrolling.
Do interview reminder text messages reduce no-shows?
For hourly and frontline roles, texts are usually read much faster than email, so a text one to two hours before the interview typically reduces no-shows. Only text candidates who have consented.
Should I ask candidates to confirm in the reminder?
Yes, for high-volume roles. A reply-YES request gives you a list of likely no-shows the day before, so you can double-book or fill slots from a waitlist.
Is an interview reminder email unprofessional for senior candidates?
No, one reminder the day before is standard courtesy at any level. What senior candidates find irritating is multiple automated messages, so keep it to one personal email.