Interview confirmation email template

Whether you’re in HR or are hiring your first-ever team member (congrats, by the way! 🎉), you’ll need to send your fair share of interview confirmation emails. No need to fret or overthink what to say or how to write one — this interview confirmation email to candidates template will allow you to quickly and easily schedule job interviews with potential new hires during your hiring process. Once your template is ready, pop it into your email client or better yet your hiring software, and then customize your message to suit your employer brand.

Skip to:

  • <a href="#template">Interview confirmation email template</a>
  • <a href="#tips">Tips for writing a job interview confirmation email to candidates</a>

What is an interview confirmation email?

After you’ve invited candidates to interview at your company, it’s best practice to send them a confirmation email to confirm various interview details. That way both you and the candidate are on the same page and prepared for your discussion. An interview confirmation email should include:

  • Date, time and duration of the interview – If you’re interviewing someone in a different timezone, be sure to clarify the exact time!
  • Directions to the office or interview location – If relevant, you should also include any building entry instructions and how accessible the building is.
  • Interviewers – Include their names, job titles and potentially a link to their LinkedIn profile so the candidate can learn more about them.
  • Format and content of the interview – Whether it’s introductory, behavioral, assignment or skills-based, let candidates know what they can expect and how they can best prepare for your hiring process.

<div id="template">Interview confirmation email template</div>

💡 Pro Tip: Copy and paste this interview confirmation email template straight to Homerun’s applicant tracking software to automate candidate communication and make your recruitment emails a breeze.

Subject line: Interview Confirmation for [Position Title] at [Company Name]

Hi [Candidate's First Name],

I’m emailing to confirm the details of your upcoming interview for the [Position Title] role at [Company Name]. In this interview we’ll have the opportunity to share more about the role, get to know you better and of course, there will be time for you to ask any questions you may have.

Here are the interview details for your reference:

Date and time: [Interview Date and Time]

Location: [Interview Location or Remote (Video Call) Link or Phone Number]

Duration: [Interview Duration]

Interviewers: [Name(s) of team member(s) interviewing]

The interview process will consist of [briefly mention the interview stages or type of interview it is]. We look forward to discussing your relevant experience and skills and how they align with the requirements of the position.

If you have any specific requests or need any accommodations during the interview, please let us know in advance and we’ll be happy to make the necessary arrangements. Feel free to email me or give me a call at [Your Phone Number] if you have any questions.

Looking forward to meeting with you and discussing this role!

Kind regards,

[Your Name]

[Your Email Signature]

Copy text

📣 Need to cancel your interview with a candidate? Use this email template to help you cancel your job interview as an employer

<div id="tips">Tips for writing an interview confirmation email to candidates</div>

  • Keep it brief: It’s only a confirmation email after all – you’ve already sent the initial interview invitation email so this communication is just about confirming to make sure all systems are go.
  • Write a clear subject line: Make sure it’s immediately clear from the subject line what the email is about or it may not capture your recipients’ attention in their inbox.
  • Match your personal voice and company style: The writing style in your email should align with your company culture and your own personal voice. If you and your company take on a more formal tone in communications, you may opt to mimic that style in this interview confirmation email.
  • Send the confirmation email at the right time: This is especially important if the interview was set up a while ago. Send your interview confirmation email a couple of days before the interview to remind the candidate and also to ensure they’re still available.
  • Make use of candidate communication software: Stay on top of your interview confirmation and general recruiting emails by templating them with hiring software like Homerun. That way, all your communication is in one place and consistent with your brand voice.
  • Set to-dos and reminders: With Homerun you can set to-dos and reminders for yourself to send out an interview confirmation email at the right time.

About the author
Alessia Musso
Alessia is Homerun's resident Canuck and Content Writer based in London. She's been writing B2B content for small and medium-sized businesses for eight years and is passionate about helping people feel more confident (and happy!) in their jobs. When she’s not researching the ways growing teams can improve their hiring, she’s probably thinking about pasta, books, craft beer, and the importance of the Oxford comma.
Read more

New to hiring?

Find out how Homerun can help you organize your hiring workflow.

Related articles

Employer branding

12 amazing career page examples to inspire your own

Hiring process

12 types of hiring bias and how to avoid them

Attracting talent

5 things Buffer does to attract talent