How To Reply To An Interview Request (With Examples)

You’ve put a huge effort into tailoring your CV to the job you’re applying for and you’ve written a detailed covering letter. You hear back and you’re invited for an interview.  That’s fantastic news! But what happens next? Is replying with ‘Yes, I can make it’ OK? Not necessarily. Taking the time to write a polite response to an interview request could be what helps you to stand out from other candidates.  In this article, we discuss when the best time is to respond to an interview request, cover what to include in an email and telephone response and detail how to ask to reschedule the time or date of the interview.   

When to respond to an interview request? 

If you’ve been job-hunting for a while the temptation may be to respond immediately to the job interview request. We suggest taking a moment to re-read the job advertisement to be sure that you’re still interested in the role. Also, read reviews left on Glassdoor Company Review by current and past employees of the company to see what it’s like working there.  Once you’re sure you want to attend the interview, respond within 24 hours of receiving the interview request. Leaving it longer than 48 hours and the interviewer may think that you’re not interested and could offer your slot to someone else.  Also, if you can’t or no longer want to attend, they’ll be other candidates who can.  Related: 15 Companies With The Best Interview Experience  

How to reply to an interview

1. Before accepting, thoroughly read the email
2. Send relevant documentation (if needed)
3. Ask if you need to prepare anything ahead of the interview
4. Double-check the spelling of the name of the person you’re replying to.
5. Thank them for the interview invitation

The majority of recruiters or hiring managers will send you an invite to an interview by email. If this is the case it’s standard to accept it by a return email, unless it’s stated to accept another way.  Before accepting, thoroughly read the email so you’re aware of all of its contents, particularly the time/date and location of the interview. They may also ask you to send some documentation, such as proof of ID or copies of qualification certificates prior to the interview - you could send this attached to your acceptance email. If it’s not mentioned ask them if they need you to bring anything with you to the interview.  When responding double-check the spelling of the name of the person you’re sending the email to - it won’t look good on you if you spell their name wrong. Next, thank them for inviting you for the interview and then confirm your attendance including the role you’re interviewing for and the date/time. Do this even if it’s a virtual interview.  End the email by stating you're looking forward to meeting them - this shows your enthusiasm for working for their company.   

Email template for responding to a job interview request

Subject: Interview confirmation - Your name “Dear Charlotte  Thank you for inviting me to interview for the role of Account Manager. I am free to attend the interview at 11am on Monday 14th October at your Southampton office.  Please let me know if you require any additional information prior to the interview.  I look forward to meeting Joe Brown, Sales Director to discuss this role further.  Kind regards X” Related: How To Ace Your Virtual Interview  

How to accept an interview by phone

Some recruiters and companies will invite you for an interview by phone. This may happen if they’re urgently needing to hire for the job. So, be prepared to answer calls professionally as they could ring at any time.  If your diary is open then you may be able to accept the date/time they suggest straight away. If you’re not sure, advise them that you’ll call back as you need to check your availability for that time. Do this immediately as you don’t want to keep your potential employer waiting.  When calling to accept the interview, make the call from a quiet space so you can both clearly hear what’s been said and speak in a professional but friendly tone.   

Phone template for responding to a job interview request

“Hi Charlotte,  This is X, we spoke earlier about the interview for the Account Manager role. I’m calling to confirm that I am available to attend the interview at 11am on Monday 14th  October at your Southampton office.  I look forward to meeting with Joe Brown the Sales Director to discuss this opportunity further.  Thanks X”  

Asking to reschedule the interview 

Some recruiters or organizations will suggest a date and time for the interview. Try to make time in your schedule for this, but for whatever reason you can’t make it, the person interviewing you won’t be put off if you ask to reschedule. They understand that you have other commitments that day and will work with you as much as they can to confirm an alternative date / time.  It’s best to reply as soon as you can. Firstly apologise for not being able to make the date / time they’ve suggested and then offer alternatives when you’re free to attend.  Rescheduling an interview example:  “Dear Malcolm, Thank you for inviting me to interview for the role of IT Systems Manager on Tuesday 21st September at 2.00 pm.  Unfortunately, I’m unable to attend at that time but I’m free all day on Monday 20th September or the morning of Wednesday 22nd September.  Please confirm if either of these alternatives works for you.  Kind regards X” Related: 7 Interview Questions To Ask Your Future Employer Post Covid-19