20 Essential Interview Invitation Email Samples

April 8, 2024

Successful candidate experience is a result of transparent and consistent communication. According to a Career Builder survey, 81 percent of candidates reported that continuous updates from employers would improve their experiences significantly.

candidate receive an interview invitation email

Today, most recruiters use email templates to keep in touch with their candidates – especially those that the recruiters are interested in during the recruitment process. In this blog, Rakuna is going to share with you the top 20 most time-saving interview invitation email samples, along with email templates for other scheduling processes that every recruiter should have. Let’s get started!

5 Essential Crafting Tips for Interview Invitation Emails to Attract Top Talent

Want to start your email on the right foot? Creating an engaging and informative interview invitation email is crucial in grabbing the interest of your talent. Here are five essential tips to ensure your emails stand out and make a positive impression:

1. Use the Right Language, Tone, and Voice

Maintain Consistency: Choose a consistent tone and language style that reflects your company’s culture. A conversational, welcoming tone helps candidates feel at ease and engaged.
Assign Consistent Contacts: To avoid confusion, have specific team members handle different candidate groups throughout the process.

2. Craft Clear and Informative Emails

Provide Key Details:
- What: Outline the main discussion topics and craft a subject line that clearly invites the candidate to interview with your company, (and don’t forget to include your company name.)
- Where: Share the interview location, including maps, directions, and public transport options for easy access.
- Who: Mention the names and roles of the interviewers so candidates know who they’ll be meeting.
- How: Clarify the interview format (e.g., video call, in-person) and any necessary links or location details.
- What to Bring: List any required materials, like work samples or ID, so candidates come prepared.
- Duration: Provide an estimated time for the interview to help candidates plan accordingly.

Add Context: Briefly explain the purpose of reaching out and what the candidate can expect in the interview.

3. Respond Promptly

Timely Follow-Ups: Prompt responses keep candidates engaged and prevent delays in the hiring process.
Automated Updates: Use automated emails to inform candidates of their status and keep them connected with your team.

4. Proofread Carefully

Proofread your email to avoid errors. Accurate grammar and spelling reflect well on your company and help maintain a professional image.

5. Include the Job Description

Attach a link to the job description. This helps candidates recall the role and prepare thoroughly for the interview.

6. Personalize the Greeting and Content

While crafting the email, writers should reference their candidates’ specific applications or resumes, showing that they’re mindful of the talent’s unique backgrounds and skills.

7. Set Clear Next Steps

Outline the Follow-Up Process: Let candidates know what happens after the interview (e.g., when they can expect to hear back and who will follow up with them).
Prepare for Q&A: Encourage candidates to come with any questions they may have, reinforcing a sense of openness and communication.

8. Use a Mobile-Friendly Format

Simplify Layouts and Links: Ensure your email format is compatible with mobile devices for candidates checking on the go. You can use URL-shortening apps to shorten links or embed them under a keyword.
Use Short Paragraphs: Keep sentences and paragraphs short for easy reading on small screens.

Sourcing & Interview Invitation Email Template

When reaching out to prospects for the first time, keep your message clear and engaging. Strong candidates are likely sorting through multiple recruitment emails, so aim to stand out by being direct.

Using an effective outreach template is key to building a strong applicant pool. After thoroughly researching each prospect—including their professional profiles, social media, and personal websites—reach out to those you’d like to consider as candidates.

Doing extensive research will help you avoid wasting your time and candidates’. Once you’ve identified your prospect, you should send a short and direct message or interview invitation email to instigate their interest and engage with them because you don’t have a relationship with the candidate yet.

Subject: Exciting Opportunity with [Your Company] for [Job Title]

Dear [Candidate's Name],

I trust this message finds you well. My name is [Your Name], and I am [Your Position] at [Your Company]. I recently came across your impressive professional profile and wanted to reach out to you regarding an exciting opportunity within our team.

About Us: [Brief description of your company and its values]

We are impressed by [mention specific aspects, e.g., your achievements, projects, or skills] and believe you could make a significant impact at [Your Company].

We are currently looking for individuals who [mention specific qualities or skills related to the role], and your profile stood out to us as an excellent fit.

I would love to connect with you to discuss this opportunity further and learn more about your career aspirations. Are you available for a brief call or meeting at your convenience?

Please let me know a time that works for you, or feel free to share your preferred method of communication. I am eager to discuss how your skills and experiences can contribute to the success of our team at [Your Company].

Thank you for considering this opportunity, and I look forward to the possibility of working together.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: In-Person Interview

An in-person interview invite email provides candidates with essential details to ensure a smooth on-site interview experience. Key elements to include are the interview location, date, time, and any specific instructions, such as dress code or items to bring. This email should also offer contact information for assistance on the day of the interview, helping candidates feel prepared and welcomed.

ubject: Interview Invitation – Marketing Coordinator Position at [Your Company Name]

Dear [Candidate's First Name],

Thank you for applying for the [Recruiting Position] role at [Your Company Name] through [Job description link]. Your background in [Candidate's specialty] stands out, and we would be delighted to invite you for an in-person interview at our office.

This interview will give you the chance to learn more about the Marketing Coordinator position and meet some of our team members. The interview should take approximately one hour.

Interview Details:
Location: [Insert Address]
Please bring a list of three references and three copies of your resume.

Interviewers:
[Interviewer Name, Job Title]
[Interviewer Name, Job Title]

To ensure a convenient time, please choose from one of the following options:

[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[or insert your interview scheduling link]

Please reply with your availability by Wednesday, 2nd May. If you have any questions, feel free to reach out at [Phone Number or Email].

We look forward to meeting you!

Sincerely,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Video Call Interview

A video call interview invite email prepares candidates for their virtual interview by providing the necessary meeting link, date, and time. It’s helpful to include platform-specific details, such as download links or login instructions, along with any preparatory guidance, like recommended attire or topics of discussion.

Subject: Interview Invitation for [Position Name]

Hi [Candidate's First Name],

Thank you for applying for the [Position] at [Your Company Name]. After reviewing your application, we would be delighted to invite you to a Zoom interview at your earliest convenience.

This interview is a great opportunity for you to learn more about the role and our company, and it should last about one hour. You’ll be meeting with [Example: me, the Hiring Manager, as well as C, our Information Technology Lead], who will also join the call.

Please use this link to select a convenient interview slot: [insert interview scheduling link]. Slots tend to fill quickly, so we encourage you to schedule soon to secure your preferred time.

If you have any trouble scheduling, please feel free to email us at [Support phone number or email], and we’ll be happy to assist.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Digital Interview

A digital interview invite email is used to inform candidates about an upcoming interview format that typically involves responding to pre-recorded questions.

Subject: Invitation to Interview - A Company for Brand Identity Manager position

Hi [Candidate's First Name],

I came across your profile in LinkedIn, and your background shows that you are a perfect fit for our available position here at [Your company name].

The link to the job description is here: [Job description link].

If this is something that sounds interesting to you, I have a few quick questions regarding your background, and what you are looking for in your career. You can answer these at your own pace and on your own time using our digital interviewing tool.

Use your smartphone, tablet, or computer with a webcam at your convenience, and I can match your responses with a career that will be rewarding and beneficial to you.

When you are ready, you can start your digital interview here: [Insert meeting link]. I’m excited to connect with you.

If you have any issues before the interview, feel free to email us at [Support email or phone number].

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Phone Interview

A phone interview invite email is sent to confirm the date and time for a phone interview, ensuring the candidate knows who will call and what to expect. Key details to include are the interview duration, topics that will be covered, and the phone number to expect the call from.

Subject: [Company Name]: Phone Interview Availability

Hi [Interviewee First Name],
Thank you for applying to the [Job Title] position at [Company Name]!

After reviewing your application, we’re excited to take the next step in the interview process with you.
We’d like to schedule a [Length of Interview] phone call with [Interviewer] , [Interviewer’s Job Title] here at [Company Name]. Below are a few date and time options for your convenience:

[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[or insert your interview scheduling link]

Please let me know if any of these times work for you. I’ll coordinate with [Interviewer] and send a calendar invite to confirm once we have a time set. Once the schedule is set, please expect a call from [Interviewer's phone number].

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Group Interview

A group interview invite email notifies candidates of the group setting and prepares them for a collaborative evaluation process. Include details on interviewers, other participants, and the skills to be assessed, such as teamwork or communication.

Subject: [Company Name]: Group Interview Invitation

Hi [Interviewee First Name],

Thank you for your interest in the [Job Title] role at [Company Name]! We’re pleased to invite you to the next step in our interview process.

This will be a group interview, where you’ll be meeting with [Number] other candidates. The interview will last approximately [Length of Interview].

To help us coordinate, please select your availability from this link: [Insert Link]. I’ll work with the hiring team and other candidates to finalize a time, and you’ll receive a calendar invite once the details are confirmed.

Here are some details to help you prepare:

Interviewers: [Interviewer], [Job Title] and [Interviewer 2], [Job Title 2]
Location: [Address], conveniently close to [Public Transportation Options/Parking Details]
Interview Agenda: You’ll be asked to complete group exercises with other candidates. [Additional Information]
Dress Code: [Dress Code], though you’re welcome to dress comfortably.

We’re excited to meet you in person! Please feel free to reach out with any questions.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Panel Interview

A panel interview invite email informs candidates that they’ll be meeting with multiple interviewers simultaneously. Include the names, titles, and roles of each panel member, along with any key topics or skills the panel will focus on.

Subject: Group Interview Invitation for [Position] at [Company Name]

Hi [Candidate's First Name],

We’re excited to invite you to a group interview for the [Job Title] role. This [Length of Time]  interview will be a chance for you to meet some of the team members you’d work closely with and get a glimpse of our company culture.

The interview will include myself, [Your Name and Job Title], along with [Interviewer Names and Job Titles]. Feel free to check out our LinkedIn profiles here: [Add links to LinkedIn profiles].

This format allows us to see your teamwork and communication skills in action while giving you insight into how our team collaborates and tackles challenges together. Here are a few date and time options—let us know which works best for you:

[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]

We look forward to learning more about you and seeing how you interact with the team!

Best regards,
[Your Name and Job Title]
[Interviewer 2’s Name and Job Title]
[Interviewer 3’s Name and Job Title]

Interview Invitation Email Sample: Past Talent Outreach

A past talent outreach interview invite email re-engages strong candidates from previous recruitment cycles who could be a great fit for new openings. This email highlights the new role and why the candidate’s past experience aligns well, inviting them to revisit the opportunity and re-enter the interview process.

Subject: New [Job Title] Opportunity at [Company Name]

Hi [Candidate's Name],

I hope you’re doing well! I’m reaching out to share an exciting opportunity here at [Company Name] that I believe aligns well with your background.

We recently opened a [Job Title] role on our [Department] team, and based on your experience with [Previous Job Title] from your application back in [Month/Year], we thought of you right away.

Would you be open to a brief [Length of Interview] conversation with [Interviewer], the hiring manager, to discuss this role further? I’ve listed a few times below—please let me know if any work for you.

[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[or insert your interview scheduling link]

You can also check out the role description here: [Link to Job Description]. And if you have any questions, feel free to reach out directly at [Phone Number].

Looking forward to hearing from you!

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Second Round

A second-round interview invite email acknowledges candidates’ progress in the selection process and sets expectations for the upcoming interview. It typically includes details on interviewers, agenda, and any new topics or tasks to prepare for this next stage.

Subject: [Company Name]: Invitation for Second Interview

Hi [Interviewee First Name],

Thank you for taking the time to speak with [Interviewer] about the [Job Title] role at [Company Name].

We were very impressed and are excited to continue the process with you! We’d like to schedule a second interview, and here are a few options for your convenience:

[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[or insert your interview scheduling link]

This interview will be with [Interviewer], [Interviewer Job Title], and it should last about [Length of Interview].

Please let me know which time works best for you, and I’ll send over a calendar invitation to confirm.
Looking forward to speaking again!

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Final Round

A final round interview invite email is sent to confirm a candidate’s progression to the final stage of the hiring process. It should convey excitement about their advancement and include details about the interview format, interviewers, and any preparation they should complete.

Subject: Final Round Interview for [Position] at [Company Name]

Hi [Candidate's First Name],

Congratulations on reaching the final stage of interviews for the [Job Title] position! We’d like to invite you to a final  interview with myself and [Interviewer Names and Job Titles].

This interview will give us a chance to dive deeper into your experience and qualifications, and you’ll also have the opportunity to meet more of the team. Feel free to check out their LinkedIn profiles here: [Insert links to LinkedIn Profiles].

Please let me know which of the following dates and times work best for you:

[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[or insert your interview scheduling link]

We want to ensure a fair process for all, so please let us know if there’s anything we can do to accommodate you during the final interview.

Looking forward to connecting soon!

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Referral Outreach

A successful referral program can help you save a lot of time while improving the quality of your hire – two critical recruitment metrics. You should encourage and incentivize employees for their recommendations and communicate with the candidates diligently and regularly.

Making the most out of your employee networks for recruitment can quickly expand your company’s talent pool. Plus, your employees likely know other people who can be your next best employees.

Subject: Exciting Opportunity: [Job Title] at [Your Company]

Dear [Candidate's Name],

I trust this message finds you well. I am reaching out to you on behalf of [Your Company] regarding an exciting opportunity that aligns perfectly with your skills and experiences.

We recently received a glowing referral about you through our employee referral program, and after reviewing your impressive background, we are eager to explore the possibility of you joining our team.

Position: [Job Title]

About Us: [Brief description of your company and its values]

We believe that your [specific skills or experiences] would contribute significantly to our [mention relevant team or project].

We value the connections made through our referral program, and we are excited about the prospect of you bringing your talents to [Your Company].

If you are open to new opportunities or interested in learning more about [Your Company], I would love to schedule a brief call to discuss how your skills align with our current needs. Please let me know a time that works for you, or feel free to reach out with any questions you may have.

We appreciate your consideration and look forward to the possibility of working together.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Pre-screening Rejection

Pre-screening interviews are a great way to weed out those who aren’t fit before recruitment. Send a polite and thoughtful email when rejecting a candidate, even if you haven’t interacted for a long time.

Treating your applicants with respect and courtesy will make them perceive the experience with your organization as positive and share feedback on other platforms. Send the rejection emails immediately after deciding that the candidate(s) won’t be moving forward with the process. You don’t have to give a broad explanation as to why you rejected them.


Subject: [Job Title] Position - Application Status Update

Dear [Candidate's Name],

I hope this message finds you well. We appreciate your interest in the [Job Title] position at [Your Company] and the time you invested in the application process.

After careful consideration, we regret to inform you that your application did not proceed to the next stage. The decision was challenging as we received many qualified applications.

Feedback: While your skills and experiences are commendable, we found that the competition was steep, and other candidates closely matched the specific criteria we were seeking for this role.

We encourage you to view this as an opportunity for growth. Your [mention specific skills or experiences] are valuable, and we believe you will find the right fit elsewhere.

We sincerely appreciate your interest in joining our team and encourage you to keep an eye on our future openings. Your skills may align perfectly with other opportunities within [Your Company].

Thank you again for considering [Your Company] as a potential employer. We wish you the very best in your job search and future endeavors.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Tips to Customize This Template

Express Appreciation: Begin the email by expressing gratitude for the candidate’s interest in the position. Acknowledge their effort and time invested in the application process.

Provide Constructive Feedback: Offer brief and constructive feedback on why the candidate was not selected for further consideration. Highlight areas where improvement could be made, focusing on skills or experiences relevant to the role.

Maintain a Positive Tone: Keep the tone of the email positive and encouraging. Emphasize that the decision was difficult and the candidate possesses valuable skills, but other factors influenced the selection process.

Encourage Future Applications: Invite the candidate to apply for future opportunities within the company. Mention that the recruitment landscape is dynamic, and their skills may align better with other roles in the future.

Offer Best Wishes: Conclude the email by expressing your best wishes for the candidate’s continued success in their job search. Encourage them to persevere and emphasize that their skills and experiences are valuable.

Interview Invitation Email Sample: Confirmation

Sending an interview confirmation email helps candidates prepare for their interviews. In the email, you should include elements such as time and place, matters you’ll discuss, and anything a candidate needs to bring or prepare.

Subject: Interview Confirmation: [Job Title] Position - [Your Company]

Body:

Dear [Candidate's Name],

I hope this email finds you well. We are pleased to inform you that your application for the [Job Title] position at [Your Company] has been successful, and we would like to invite you for an interview.

Interview Details:

Date: [Interview Date]

Time: [Interview Time]

Location/Platform: [Interview Location/Zoom link]

Interviewers:

[Interviewer 1 Name, Position]

[Interviewer 2 Name, Position]

We are excited about the opportunity to learn more about your experiences and discuss how your skills align with the requirements of the role. To help you prepare, the interview will primarily focus on [mention any specific areas, e.g., technical skills, behavioral competencies].

Feel free to reach out if you have any questions or need further clarification. We look forward to meeting you and learning more about your candidacy.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Tips to Customize This Template

Clear Subject Line: Use a concise and clear subject line that includes the interview details. For example, “Interview Confirmation: [Job Title] Position – [Your Company].”
Express Enthusiasm: Begin the email by expressing genuine excitement about the upcoming interview. Convey enthusiasm about the candidate’s potential contribution to the company.
Provide Essential Details: Clearly outline the logistical details such as date, time, location (if in-person), or virtual meeting instructions. Include the names and positions of interviewers to help the candidate prepare.
Encourage Preparation: Offer information about what the candidate can expect during the interview, such as the format (e.g., behavioral, technical) and any specific documents or materials they should bring.
Offer Contact Information: Provide a point of contact for any questions or concerns. Include your contact details or the details of someone the candidate can contact for clarification.

Interview Invitation Email Sample: Reminder

You should send the interview invite reminder around 1 day before the actual interview. It should be short and friendly. Highlight essential information about the interview.

Subject: Reminder: Interview at [Your Company] for [Job Title]

Hi [Candidate’s Name],

Here are the details of the interview again for your convenience:

Date: [Interview Date]

Time: [Interview Time]

Duration: [Interview Duration]

Contact information: [Your Contact Information]

Please refer to your interview confirmation email for more details. If you have any queries, feel free to reach out.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Cancelation & Reschedule

When unforeseen circumstances require a rescheduling, sending a polite and clear interview reschedule email helps maintain a positive candidate experience. This email should include an apology for the change, offer alternative dates and times, and allow the candidate to suggest their availability if needed. The goal is to ensure smooth communication and flexibility for both parties involved.

Subject line: Update on Your Interview for [Position] at [Company Name]

Hi [Candidate's First Name],

I hope this message finds you well. Unfortunately, due to unforeseen circumstances, we need to reschedule your upcoming interview for the [Job Title] position. We apologize for any inconvenience this may cause and appreciate your flexibility.

We’d like to propose a few alternative dates and times for your interview:

[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[Day, Date – Time, Time Zone]
[or insert your interview scheduling link]

Please let us know if any of these options work for you, or feel free to suggest another time that’s convenient. We look forward to our conversation and thank you again for your understanding.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Interview Invitation Email Sample: Request for Work Samples

Before the interview, you may need to review the candidate’s work samples and even ask them for a unique assignment.

Subject: Request for Work Sample - [Job Title] Interview at [Your Company]

Dear [Candidate's Name],

I hope this email finds you well. We appreciate your interest in the [Job Title] position at [Your Company]. As part of our thorough evaluation process, we would like to request a work sample from you prior to your upcoming interview.

Purpose: This work sample will provide you with an opportunity to showcase your skills and offer us additional insights into your capabilities related to the [Job Title] role.

Expectations: Please find the details below regarding the work sample:

Format: [Specify the format, e.g., document, presentation, code sample]

Scope: [Provide details on what is expected]

Submission Deadline: [Specify the deadline]

Instructions: [Include any specific guidelines or instructions]

Confidentiality: We want to assure you that the work sample will be treated confidentially and used solely for the purpose of our hiring process.

We appreciate your cooperation in this matter and are confident that your work sample will provide valuable insights into your suitability for the role. We look forward to discussing it further during your upcoming interview.

If you have any questions or require clarification, please feel free to reach out.

Thank you for your enthusiasm, and we look forward to reviewing your work.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Tips to Customize This Template

Clear Introduction: Begin the email with a clear introduction, expressing appreciation for the candidate’s interest in the position. Briefly mention the upcoming interview and the purpose of the work sample.
Explain the Purpose: Clearly explain the reason for requesting a work sample. Highlight that it’s an opportunity for the candidate to showcase their skills and provide additional insights into their abilities relevant to the role.
Set Expectations: Clearly outline the expectations regarding the work sample’s format, scope, and submission deadline. Provide any specific instructions or guidelines to ensure the candidate understands what is required.
Emphasize Confidentiality: Reassure the candidate that the work sample will be treated confidentially and used solely for the hiring process. Address any concerns they may have about sharing their work.
Express Gratitude: Conclude the email by expressing gratitude for the candidate’s cooperation and enthusiasm. Reiterate your excitement about the upcoming interview and mention that you are looking forward to reviewing their work sample.

Positive Interview

There’s nothing as disheartening to a candidate as silence after an interview. After a good interview, sending a positive follow-up message is always an excellent idea to maintain momentum and keep them interested.

Subject: Thank You for Your Interview - [Job Title] Position

Dear [Candidate's Name],

I hope this message finds you well. I wanted to express my sincere gratitude for the opportunity to interview you for the [Job Title] position at [Your Company]. It was truly a pleasure to learn more about your experiences and skills.

Your [mention specific skills or experiences] particularly stood out during the interview, and it's clear that your expertise aligns seamlessly with what we are seeking for this role. We are excited about the possibility of you joining our team.

Next Steps: We are currently in the process of evaluating all candidates, and we aim to make a decision by [mention expected timeline]. We will keep you informed every step of the way.

If you have any questions or need further information in the meantime, please feel free to reach out. We value your interest in [Your Company] and appreciate the effort you've put into the interview process.

Once again, thank you for your time and enthusiasm. We look forward to the possibility of working together.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Tips to Customize This Template

Express Appreciation: Begin your follow-up message by expressing sincere gratitude for the candidate’s time and participation in the interview. Acknowledge their effort and reiterate your appreciation for their interest in the position.

Highlight Positive Aspects: Mention specific positive aspects of the interview. Highlight any particularly strong responses or moments that stood out. This not only shows your attentiveness but also reinforces the candidate’s confidence in their performance.

Reiterate Interest: Clearly communicate the continued interest in the candidate. Let them know that you are excited about the possibility of working together and that their skills and experiences align well with the requirements of the role.

Set Expectations for Next Steps: Provide information on the next steps in the hiring process. If there’s a specific timeline for decisions, mention it. This helps manage expectations and keeps the candidate informed about what to expect in the coming days or weeks.

Open the Door for Questions: Encourage the candidate to reach out if they have any questions or need further clarification. This open communication reinforces a positive candidate experience and demonstrates your commitment to transparency.

OK Interview

This email is sent to a candidate who doesn’t perform well during the interview, but you aren’t ready to let him/her go.

Subject: Feedback and Next Steps for [Job Title] Position Interview

Dear [Candidate's Name],

I trust this message finds you well. Thank you for taking the time to interview for the [Job Title] position at [Your Company]. We appreciate your interest in joining our team.

I wanted to provide you with some feedback on the interview. While there were areas where we believe your skills align well with the role, we also recognize that interviews can be challenging.

Positive Aspects: Your [mention specific positive aspects, e.g., enthusiasm, relevant experience] during the interview stood out to us. We see potential in your ability to contribute to [specific aspects of the role].

Constructive Feedback: In terms of improvement, we believe focusing on [mention specific areas, e.g., communication, problem-solving] could enhance your performance. Consider [provide suggestions, e.g., offering specific examples, seeking mentorship] as you continue to develop these skills.

Next Steps: Despite the challenges, we are still interested in exploring how you could contribute to our team. If you are open to it, we would like to discuss [potential next steps, e.g., additional interview, skills assessment] to better understand your capabilities.

We value your interest in [Your Company], and we believe in your potential to grow within our organization. Please feel free to share your thoughts or ask any questions you may have.

Thank you once again for your time and effort during the interview process. We look forward to hearing from you soon.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Tips to Customize This Template

Highlight Positive Aspects: Begin the email by acknowledging the candidate’s positive qualities or aspects of their performance during the interview. Mention specific strengths or skills that stood out, even if the overall performance was not perfect.

Provide Constructive Feedback: Offer constructive feedback on areas where the candidate can improve. Be specific and focus on behaviors or skills that are crucial for the role. Frame the feedback in a way that is supportive and encourages growth.

Express Continued Interest: Clearly communicate that despite the challenges in the interview, you see potential in the candidate and are interested in exploring how they can contribute to the team. Reinforce your commitment to their development within the company.

Suggest Additional Steps: Propose additional steps or actions that the candidate can take to demonstrate their abilities or improve specific skills. This could include providing examples of relevant projects or offering resources for further learning.

Open a Dialogue: Encourage the candidate to share their thoughts and feelings about the interview. Create an open and honest dialogue, allowing them to express any concerns or ask questions. This fosters a collaborative and transparent communication channel.

Rejection

If a candidate has taken his/her time to sit down for an interview, it’s always good to send a rejection letter when you decide not to move forward with him/her. They might not be the best fit at the moment; however, you need to stay in their good graces.

Subject: Application Update - [Job Title] Position at [Your Company]

Dear [Candidate's Name],

On behalf of everyone at [Your Company],

I want to express my sincere appreciation for your interest in the [Job Title] position and for the time and effort you dedicated to the interview process.

The decision was a challenging one due to the high caliber of candidates we encountered during the process. While we were impressed with your [mention positive aspects, e.g., skills, experiences], we have chosen to move forward with a candidate whose skills more closely align with our current needs.

We recognize the value you could bring to a team and appreciate the insights you shared during the interview. Your candidacy is highly regarded, and we encourage you to keep an eye on our future job openings that may better match your skills and aspirations.

Thank you once again for considering [Your Company] as your potential employer. We wish you continued success in your job search and in all your future professional endeavors.

Best regards,
[Your Name]
[Your Position]
[Your Contact Information]

Job Offer

The job offer is the last piece of information a candidate receives before they decide on whether to accept or reject your offer. You need to infuse the email with positive energy.

Subject: Exciting Job Offer from [Your Company]

Dear [Candidate's Name],

On behalf of everyone at [Your Company], I am thrilled to extend a formal job offer for the [Job Title] position. We were incredibly impressed with your skills, experiences, and the enthusiasm you demonstrated during the interview process.

We believe that your unique talents will make a significant contribution to our team and our shared goals.

Key Details:

Position: [Job Title]

Starting Date: [Proposed Start Date]

Salary: [Offered Salary]

Benefits: [List of Benefits]

We understand that considering a job offer is an important decision, and we hope this package reflects our commitment to your success and well-being at [Your Company].

We are excited about the prospect of you joining our team and contributing to the vibrant energy here at [Your Company]. Please take the time you need to review the offer, and feel free to reach out with any questions or thoughts.

We sincerely hope you choose to become a part of our growing family. We look forward to the opportunity to work together and create success stories.

Warm regards,
[Your Name]
[Your Position]
[Your Contact Information]

Conclusion

These interview invitation email samples can save recruiters a lot of time and energy. Because recruiters have to communicate with many candidates regularly, they should always remember to personalize their interview invitation emails to keep their candidates feeling respected.