How to Invite a Candidate to Interview - A Guide to Email Templates

Posted by The ConveyIQ Team

Inviting candidates to interviews over email can be a tricky game. While you may want to send as many invitations out to qualified candidates as possible, that lends to sounding like an impersonal robot. Too much personalization, though, and we’re talking hours and hours spent on just inviting candidates to interview over email. This doesn’t even include the time it takes to actually schedule that interview.
The best interview invitation emails have an element of templating and personalization to make candidates feel unique and wanted at your organization.
This is the ultimate guide on inviting candidates to interview over email using templates.

Interview Request Emails vs. Over the Phone

It’s important to first note why email surpasses phone calls for inviting candidates to interview.
While a phone call can be more personal and endearing from a candidate’s perspective, an unknown caller can be intimidating and seen as an invasion of privacy. It’s also impossible to know the environment where candidates are when receiving these calls so it leads to unproductive, flustered conversations.
Email can be accessed at a candidate’s convenience and be discreet regardless of the environment. It’s a great way to send engaging content and more detailed information that they can keep at the ready as they progress through the interview process, too.

The Right Voice, Phrasing And Tone for Interview Invitation Emails to Candidate

Establishing the right voice in your interview invitation emails is crucial to setting the spirit and attitude of the interview itself.
Maintain a voice that is consistent with that of your company, but also keep it light and conversational. If you need reference, check out some of your marketing materials and social media posts. These are good indicators of your company’s voice. Even if your company’s voice is direct and serious, keep the tone light and complimentary.
An invitation to schedule an interview is an opportunity, so you should phrase it as that. An upbeat tone with simple phrasing will help candidates feel welcomed, appreciated and excited to interview!

Email Templates to Schedule Phone Interviews

Scheduling phone interviews online are a common first step in the interview process at many companies. For active candidates, it’s an exciting foot in the door to the company and an opportunity to speak to why they are a good fit for a position. Keep these points in mind while composing interview invitation emails to active candidates:

  • The job search can be daunting and scary. Keep the tone friendly and approachable.
  • Be informative. All your candidate knows so far is what was listed on the job description.
  • Include your contact information (phone number, email, LinkedIn, etc.) so the candidate can reach you with any questions.

Hi ,
Thank you so much for your application to the position at !
I reviewed your application and would love to set up a phone interview to learn more about your background and experience. We can also discuss the position in more detail, especially the tasks.
Here are a few times when I’m free to talk. Do these work for you?



Passive and Cold Candidate Email Templates for Recruiters

For passive (or cold) candidates, on the other hand, this could be an unsolicited sales pitch if phrasing is off. Candidates who aren’t begging at your door for work will not blindly accept interview requests over email. Remember these tips while sending interview requests to passive candidates:

  • The more personalization, the better. This shows you did your research and have reasoning for reaching out.
  • Make the job description easily accessible. Link to an online posting, attach the description or include it in the body of your email.
  • Be clear. Why are you reaching out and what is your goal?
  • Do not send these interview email requests to work emails.

Hi ,
I noticed your skills that would apply nicely to our open position at .
On a quick call, I can share more details about this position and share why is a great way to develop your career. In short, you’ll be . Your abilities would help directly .
This link will direct you to the detailed job description.
If you like what you see, I’m available for a call. Let me know if this works for you!


In-Person Interview Request Email Template

Inviting someone to interview in person is a big step in the interview process, which can stir up a lot of nerves. For both active and passive candidates remember these tips:

  • Be aware of work schedules. Remember that while they are a candidate, they are not always able to drop everything to meet onsite immediately. Offer various dates and times when hiring managers are available to meet.
  • Give clear directions of what they should be expecting from you.
  • Inform the candidate of who they will be meeting with and for how long.

Hi ,
We’re really excited to accelerate you to the next step of the interview process. The manager, , would love to meet with you in our office for an interview.
I listed some date and time options below when he/she is free for an hour. Do any of these work for your schedule?

After we agree upon a date and time, I’ll send over a calendar invitation with the office address and instructions for entering the building.


Digital Interview Request - Email Samples

Active candidates may be interacting with a digital interviewing software for the first time

  • Be informative. Share the purpose of this interview, how it works and how they can reach out if they need help.
  • Explain that this is the first step of the interview process, not just another screening.
  • Give simple directions, and let them know you are a resource if they get lost or stuck.
  • Provide a clear link to the digital interview.

Hi position here at . We reviewed your application and would love to get you started in the interview process.
The first step is a digital interview. It contains a few questions that you can answer at home at your convenience using your smartphone, tablet, or computer with a webcam. Allow about 15 minutes to complete and please let me know if you have any questions.
When you're ready, you can start your digital interview here. Excited to connect.

If you are using digital interviews to evaluate passive candidates, follow these quick tips:

  • Emphasize the convenience of this tool! Candidates can complete this before work, after work, on their lunch break, whenever, and they can use whatever device they’d like.
  • Share why they are being asked to complete this format of interview. You probably won’t be asking passive candidates general interview questions, so mention that this is a way to match their skills with a career path.
  • Again, include the job description so they can do more independent research.

Hi ,
I came across your profile, and your abilities are a perfect fit for our position here at .
The link to the job description is here.
If this is something that sounds interesting to you, I have a few quick questions regarding your background, and what you’re looking for in your career. You can answer these at your own pace, on your own time using our digital interviewing tool.
Use your smartphone, tablet, or computer with a webcam at any time that works best for you, and I can match your responses with a career that will be rewarding and beneficial to you, .
When you're ready, you can start your digital interview here. Excited to connect.


This Interview Scheduling Process Can Be Automated

Learn how you can automate your interview scheduling process and still keep it personalized through interview scheduling software.

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