This email template is designed for HR professionals to efficiently schedule a video interview with a candidate. Video interviews have become an essential part of the hiring process, allowing companies to engage with candidates from different locations without the need for travel. This template ensures you communicate clearly and effectively, making the scheduling process smooth for both you and the candidate.
Template Email
Email subject line: Invitation to Video Interview with [Company Name]
Dear [CANDIDATE NAME],
Thank you for your interest in joining [COMPANY NAME] as a [JOB TITLE]. We are excited to inform you that you have been shortlisted for the next step in our hiring process—a video interview with [NAME AND POSITION OF PERSON INTERVIEWING]. This interview will provide us with a chance to learn more about your background and skills, and for you to gain deeper insights into the role and our company culture.
The video interview is expected to last approximately [1 hour]. To facilitate scheduling, here are some date and time options available for you [INSERT TIME ZONE INFORMATION HERE]:
- [Monday, date, time]
- [Tuesday, date, time]
- [Wednesday, date, time]
- [Thursday, date, time]
- [Friday, date, time]
If these options do not fit your schedule, please let us know, and we will do our best to accommodate your availability.
Kindly confirm your preferred time by replying to this email, along with your contact details for the video call, by [PREFERRED DEADLINE].
We look forward to speaking with you soon!
Best regards,
[SENDER NAME]
[YOUR POSITION]
[COMPANY NAME]
[YOUR CONTACT INFORMATION]
Why does it matter?
Scheduling video interviews is crucial for streamlining your hiring process. It allows hiring managers to quickly assess candidates from various locations, reducing time to hire and travel costs. This method is especially beneficial during times when in-person meetings are impractical. By utilizing video interviews, you can enhance your candidate experience and ensure you don’t miss out on top talent, regardless of their location.
When to send?
Send this email promptly after deciding to invite a candidate for an interview. It is particularly relevant if your organization employs a video interview-first strategy, allowing candidates to engage with your team virtually before any potential in-person meetings. Early communication helps set expectations and keeps candidates engaged in the process.
What to include?
- The position the candidate applied for
- The name and job title of the interviewer
- A few options for dates and times (with time zone considerations)
- A clear indication of the expected length of the interview
- A deadline for the candidate to respond
- Contact information for the video call setup
Best Practices
- Be clear and concise in your communication to avoid confusion.
- Ensure the time options you provide accommodate different time zones.
- Follow up promptly if you haven’t received a response by the deadline.
- Consider sending a calendar invite once the candidate confirms their time slot.
Common Mistakes to Avoid
- Not including time zone information, which can lead to scheduling conflicts.
- Providing too few time options, limiting the candidate’s ability to respond.
- Failing to include a clear deadline for confirmation, causing delays.
- Overlooking the need to personalize the email for a more engaging approach.
