This phone interview email template will help you simplify the hiring process and make scheduling a breeze (while creating a smooth and positive candidate experience). It’ll also help you to easily communicate with candidates and set the right expectations to ensure everyone’s on the same page pre-interview.
Copy and paste the template right into your email client or hiring tool, then customize the email to match your personal voice — whether it be more casual or formal. Plus, you’ll also find some best practices at the end for conducting a successful phone interview, so you can make the most of your time and learn more about your potential new hire. ✨
💡 Pro Tip: Want to make scheduling phone interviews even easier? Jumpstart your phone interview invitations with event templates in Homerun. Use pre-filled invitation emails so all you need to do is set a time and date and add team members involved in the interview.
ℹ️ A phone screening interview is a quick call (15-30 minutes) that helps both you and the job candidate understand if the role is a good fit.
The most important question to ask a candidate at this stage is, "What do you expect from this job?" You should also explain the job and your company in more detail than the job posting, and check if the candidate's salary range matches yours. If their salary expectations are way out of budget, don't invite them for another interview. If you both seem interested and enthusiastic about the match, send an interview invitation email to invite them for another more extensive interview round.
Be sure to send your phone screening candidate an email beforehand letting them know what to expect during the call. That includes, who they’ll be speaking with, how long the call will take, what you’ll discuss throughout and anything else that may be relevant to them as the interviewee.
Benjamin FrankIin once said, “Failing to prepare is preparing to fail.” So set yourself up for success! Make a list of questions in advance (including interview questions for remote workers if relevant) to keep the conversation structured and on-topic. Remember: a structured interview contributes to a fair and equitable hiring process and helps mitigate hiring bias.
Find a quiet and comfortable place to conduct the phone interview. Avoid anywhere with excessive background noise and distractions so that you help make the candidate feel at ease. This will also help you to focus and give your candidate the attention they deserve.
Start the interview by introducing yourself and your team members if you're engaging in collaborative hiring. Share a bit of your background and what you do at your company to give your candidate context and also make them feel at ease.
Listen actively to the candidate's responses and ask follow-up questions to clarify any unclear or vague answers. Make brief notes of the most important points so that you remember them and can refer back to them after the phone interview. (You can even pop these notes into your hiring software to make documenting and sharing with your team easier.)
Keep in mind that it's highly likely that the candidate is taking time off work or rearranging their schedule to take the call with you, so it's essential to be respectful of their time and stick to the agreed-upon duration of the interview. If you have to send an email to cancel the interview, be sure to do so well in advance.
Thank the candidate for their time and let them know the next steps of the hiring process (i.e. setting up an in-person or virtual interview with you and/or other team members). To manage expectations, let them know when they can expect to hear back from you about that. Remember to stay positive throughout the call and make the candidate feel comfortable.
📣 How to conduct a job interview like a recruitment pro
📅 Scheduling a phone interview is an important step in the hiring process — and it’s often one of the first-ever interactions you have with your potential new teammate. While it can be tedious (and intimidating if you've never done it before), it doesn't have to be a big stressor!
A well-crafted email template can make interview scheduling a piece of cake while keeping the candidate's experience top of mind. And when it’s time for the phone interview, following best practices will help you as the interviewer to feel confident, calm and collected throughout the interview process. 💪