Collection of Top 10 Best Interview Schedule Email Samples Every Recruiters Should Have
/blog/top-10-best-interview-invitation-email-samples/-24-01-2024
Successful candidate experience is a result of transparent and consistent communication. According to a Career Builder’s survey, 81 percent of candidates reported that continuous updates from employers would improve their experiences significantly.
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 10 most time-saving interview invitation email samples that every recruiter should have. Let’s get started!
Sourcing Email Template
If this is the first time you reach out to prospects, you need to be engaging and clear. If they are strong candidates, they are probably shifting through several recruiting messages in their mailboxes. Your goal when sending this email should be to stand out and be direct.
A strong outreach email template is important because it helps you build your applicant pool. You should send this email to individuals you’d like to have as candidates after researching them thoroughly. Review their professional profiles, social media, and personal websites.
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 to instigate their interest and engage with them because you don’t have a relationship with the candidate yet.
Template: Initial Outreach Email
Subject Line: 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 Full Name]
[Your Position]
[Your Contact Information]
Referral Email Template
A successful referral program can help you save a lot of time whilst 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, it’s highly likely that your employees know other people who can be your next best employees.
Template: Referral Program Outreach
Subject Line: 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 Full Name]
[Your Position]
[Your Contact Information]
Pre-screening Interview Rejection
Pre-screening Interview is a great way to weed out those who aren’t a fit ahead of the recruitment process. Send a polite and thoughtful email when rejecting a candidate, even if you haven’t interacted didn’t interact 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.
Template: Pre-screening Interview Rejection
Subject Line: [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 Full 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 specific 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 a difficult one and that the candidate possesses valuable skills, but there were other factors influencing 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 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 that you’ll discuss, and anything a candidate needs to bring or prepare.
Template: Interview Confirmation
Subject Line: 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 Full 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 reach out to for clarification.
Interview Reminder
You should send the interview reminder around 1 day before the actual interview. It should be short and friendly. Highlight essential information about the interview.
Template: Interview Reminder
Subject Line: 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,
[Your Name]
[Your Email Signature]
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.
Template: Pre-Interview Work Sample Request
Subject Line: 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 Full 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 format, scope, and submission deadline for the work sample. 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 purpose of 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 dispiriting to a candidate as silence after an interview. After a good interview, it’s always a nice idea to send a positive follow-up message to maintain momentum and keep them interested.
Template: Positive Follow-Up After Interview
Subject Line: 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 Full 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 is an email sent to a candidate who doesn’t perform so well during the interview but you aren’t ready to let him/her go.
Template: Providing Constructive Feedback
Subject Line: 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 Full 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.
Template: Rejection Email with Positive Tone
Subject Line: 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 Full 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.
Template: Job Offer with Positive Energy
Subject Line: 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 Full Name]
[Your Position]
[Your Contact Information]
Conclusion
The best interview invitation email samples save recruiters a lot of time and energy because recruiters have to communicate with many candidates regularly. Always remember to personalize your interview invitation emails to keep your candidates feel respected.
Contributor
Leon Collier is a blogger from the UK, who offers assignment help in Sydney and loves to write about everything: pop-culture, history, travel, self-development, education, marketing. When not writing, you can find him behind a book or playing tabletop games with his friends. Follow him on Twitter @LeonCollier12
