Interview Invitation Email Format – Professional Samples & Templates
Sending an interview invitation email is a key part of the hiring process. Whether you’re a recruiter, HR manager, or small business owner, crafting the perfect interview invitation email format ensures candidates feel valued, informed, and ready to proceed. A well-written email sets the tone for professionalism, boosts candidate engagement, and helps avoid confusion. This guide will find multiple ready-to-use formats for different scenarios — including phone interviews, Zoom calls, in-person meetings, and second-round invites. All templates are easy to copy, customize, and send.
Simple Interview Invitation Email
Subject: Interview Invitation for [Job Title] – [Company Name]
Email Body:
Hi ____________ [Candidate’s First Name],
Thank you for applying for the ____________ [Job Title] position at ___________________ [Company Name]. We’re impressed with your background and would like to invite you to an interview to learn more about your experience.
Details:
Date: ____________ [Insert Date]
Time: ____________ [Insert Time]
Mode: ____________ [Phone/Video/In-person]
Location/Link: _____________________ [Insert address or meeting link]
Please reply to confirm your availability or suggest another time.
Looking forward to speaking with you!
Best regards,
____________ [Your Name]
____________ [Job Title]
____________ [Company Name]
____________ [Email Signature]
Phone Interview Invitation Email
Subject: Phone Interview Invitation – ____________ [Company Name]
Email Body:
Hi ____________ [Candidate’s Name],
We’d love to schedule a quick phone interview to discuss your application for the ____________ [Job Title] role at _________________ [Company Name].
Interview Details:
Date: ____________ [Insert Date]
Time: ____________ [Insert Time]
Duration: 15–20 minutes
Phone Number to Call: ____________ [Insert Number] or “We will call you at the number provided.”
Please reply to confirm the time or let us know if you need to reschedule.
Thanks,
____________ [Your Name]
__________________ [Company Name]
Zoom/Video Interview Invitation Email
Subject: Video Interview – ____________ [Job Title] at ____________ [Company Name]
Email Body:
Dear ____________ [Candidate’s Name],
I appreciate your interest in the ____________ [Job Title] position at ____________ [Company Name]. We want to schedule a video interview to learn more about your background and discuss the role in detail.
Details:
Date: ____________ [Insert Date]
Time: ____________ [Insert Time and Time Zone]
Platform: Zoom / Google Meet / MS Teams
Meeting Link: ____________ [Insert Video Link]
Duration: ____________ [Insert Duration]
Please confirm your availability by replying to this email.
Best regards,
____________ [Your Name]
___________________ [Title] – [Company Name]
In-Person Interview Invitation Email
Subject: Invitation to Interview at [Company Name]
Email Body:
Hi ____________ [Candidate’s Name],
We’re excited to move forward in the hiring process for the ____________ [Job Title] role at ____________ [Company Name]. We want to invite you for an in-person interview at our office.
Details:
Date: ____________ [Insert Date]
Time: ____________ [Insert Time]
Location: ____________ [Full Office Address]
Contact Person: ____________ [Name, Job Title]
Expected Duration: ____________ [e.g., 45 minutes]
Please bring a valid ID and a copy of your resume. Let us know if you need help with directions or parking.
Kind regards,
____________ [Your Name]
HR Department – _________________ [Company Name]
Second-Round Interview Invitation Email
Subject: Second Interview Invitation – ____________ [Job Title]
Email Body:
Hi ____________ [Candidate’s Name],
Thank you again for your time during the first interview. We were impressed with your experience and would like to invite you for a second round.
Details:
Date: ____________ [Insert Date]
Time: ____________ [Insert Time]
Mode: ____________ [Video/In-person]
Interview With: ____________ [Names and Job Titles]
Meeting Link/Location: ____________ [Insert Info]
Please confirm your availability, and feel free to ask if you have any questions.
Sincerely,
____________ [Your Name]
____________ [Title]
__________________ [Company Name]
Same-Day Interview Reminder Email
Subject: Interview Reminder – ____________ [Today’s Time & Job Title]
Email Body:
Hi ____________ [Candidate’s Name],
This is a quick reminder about your interview for the ____________ [Job Title] role at ____________ [Insert Time].
Meeting Details:
Mode: ____________ [Zoom/Phone/In-person]
Location/Link: ____________ [Insert Info]
Contact Person: ____________ [Insert Name]
Please be punctual and reach out if you face technical or travel issues.
Best,
____________ [Your Name]
____________ [HR Team, Company Name]
Interview Invitation with NDA Attachment (Confidential Roles)
Subject: Interview Invitation + NDA – [Job Title] at [Company Name]
Email Body:
Hi ____________ [Candidate’s Name],
We’re pleased to invite you for an interview for the ____________ [Job Title] role at ____________ [Company Name]. Since this role involves confidential information, please find an attached NDA (Non-Disclosure Agreement) that must be signed and returned before the interview.
Interview Details:
Date & Time: ____________ [Insert Info]
Mode: ____________ [Zoom/In-person]
Meeting Link/Address: ____________ [Insert Info]
NDA File: ____________ [Attached PDF]
Kindly confirm your availability and submit the signed NDA by ____________ [Insert Deadline].
Thank you,
____________ [Your Name]
____________ [Company Name] – HR Department
Final Thoughts
A thoughtful interview invitation email format can elevate the candidate experience and reflect your company’s professionalism. Use the templates above to save time and ensure you communicate effectively at every hiring process stage. Whether you’re hiring remote workers, office staff, or executives, your invitation email sets the tone.
