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“Congratulations! You have passed the first round and have been invited to the interview with…”
Among job seekers who are actively on a job search, this might be the line that people would like to see the most in an email as emails are becoming the most common medium through which a job applicant normally receives an interview invitation.
Writing an email to hiring managers or employers is a tricky thing. Especially when it comes to accepting an interview invitation, improper content and/or formatting can be a deal-breaker. In this article, we’ve rounded up a step-by-step guide on how to write an interview acceptance email, as well as useful tips and accepting interview invitation email samples.
Just like a normal email, an email for accepting the interview invitation consists of three vital components: recipient, subject, and body (including greetings, body, closing, and signature).
Check out the section below for 5 essential elements that need to be included in an interview acceptance letter.
Normally, you may find the sender’s name in the email that informs you of the job interview. Including their name in your reply to accept the interview invitation is a sign of respect.
The most popular way in business email etiquette is beginning with “Dear” followed by their first and last name. If you prefer to establish a personal connection with the hiring manager and are sure about their gender, you can use either "Mr." or "Ms.".
It’s inappropriate to say “Hi” or “Hey” as these greetings are too casual for a job application.
When it comes to employment seeking, saying “please” and “thank you” can help you go a long way. That shows not only your respect but also your appreciation for being offered the job interview.
The most common way to express this is:
“Thank you for offering me an interview for the [Job Title] position at [Company Name]”.
It’s essential to double-check the interview details with hiring managers, especially when you’re unsure.
Here is some key information you need to pay attention to:
In most cases, hiring managers will be impressed by candidates who bring work samples with them to the interview. In addition to that, show them your initiative and eagerness by asking if they would like you to prepare anything else for the interview.
The last element in an email for accepting the interview is a professional closing with your signature, for example:
Make sure you also include your contact information in case they need to reach you right away.
Now that you already know what should be included in an email for accepting the interview invitation. Read on to learn about useful tips for writing a proper interview acceptance letter.
The subject line should reflect exactly what the body content is about. Hiring managers and employers receive hundreds of emails every day at work, therefore, you will need to write a clear, professional subject line as follows:
In any case, avoid leaving the subject line blank or using informal words or sayings, for example:
Think about interview slots as “first come, first serve”, meaning that the sooner you send an email to accept the interview invitation, the better.
From the perspective of employers, it’s important for you to reply and accept the interview invitation without delay. Time is money for businesses and they usually don’t have a lot of time to wait for your interview acceptance email. Since there are many job applicants for a single position, it takes the employer approximately one week to process a job interview. Hence, a prompt response shows your respectful and serious attitude toward the position as well as the employer.
Before you hit send, make sure that your email to accept the interview invitation has no typos, grammar mistakes, or inaccurate information. Even though it’s just a short email response, minor errors can show hiring managers that you lack professionalism and attention to detail.
You might think only your resume and cover letter need to be written in a formal manner. Your reply to accept the interview invitation should be, too!
To do so, try to keep your email tone professional and optimistic, and most importantly, avoid using emojis and slang.
If you have a scheduling conflict, feel free to let hiring managers know and be specific by listing out the dates and times that you’re available.
However, be sure to be polite and make it easier for the recruiter since you're the one seeking employment.
Here is an example:
Dear Hiring Manager,
Thank you for considering me for the position of iOS Developer at Podo Lab. Regarding the date and time for the interview, I'm available anytime next week between 14:00 to 17:00. Would any of these times fit in your schedule? If not, please arrange the interview that works best for your schedule, and I will try to arrange my schedule to match your availability.
I look forward to hearing from you.
You may be confused when it comes to different situations. Don’t panic - take a look at the examples of an interview acceptance letter for each circumstance below.
Subject: Interview Acceptance - Linda Garcia
Dear Mr. Hsu,
Thank you very much for the invitation to interview for the Operations Manager position. I appreciate the opportunity and would like to join the meeting on Zoom. Please kindly provide me with further information about the interview.
I look forward to hearing from you soon.
Subject: Interview Confirmation - Steven Lin
Dear Ms. Maybelline,
It is my pleasure to speak with you on the phone yesterday.
Thank you very much for offering me an interview for the Copywriter position at SamaTech Corporation. 30 Jan at 16:00 works for me. I would like to confirm that I will be at Room 900, B1, Shining Building for the interview on that day.
I look forward to meeting with Mr. Samuel Ho for a detailed discussion. Please let me know if I need to provide any further information prior to the interview.
Subject: Phone Interview Acceptance - Wendy Peterson
Dear Mr. Simpson,
Thank you very much for considering me for the Engineer Lead at PledgeCamp. I would be happy to do a phone interview this Friday, Feb 1, at 10:00 a.m.
I look forward to talking with you further about the position and the company.
Subject: Request to Reschedule Interview / Thanh Nhu Tran
Dear Mr. John Nguyen,
Please accept my deepest apology for not being able to attend the interview that was scheduled for December 15 for the ESL Teacher position. I was looking forward to speaking with you further on the job opportunity; however, it is impossible for me to be present for the interview at the scheduled time and date due to a sudden emergency at my apartment.
I request you to kindly reschedule my interview to the week after, as per your preferred date and timings. I would still appreciate the opportunity to discuss the job opening in detail.
Thank you for considering my request.
Thanh Nhu Tran
Subject: Reply to “Interview Invitation for Social Media Specialist at Traveloka”
Thank you for contacting me about the social media specialist role at Traveloka. Regarding your question in the previous email, I’m currently based in Austin, so I can go to Traveloka’s office for a face-to-face interview. I’m ok with anytime next week. Please choose the date and timing that are most convenient for you.
I look forward to hearing from you soon.
Subject: Interview Acceptance - [Your full name]
Dear [Name of the sender] or Hiring Manager/Hiring Team:
Thank you for offering me an interview for the [job title] position at [Company name]. I'm very eager to learn more about the job opportunity as well as the company.
I would like to confirm the date, time, and location of the interview, as shown below:
I look forward to further sharing my passion for being a [job title] as well as my professional experience and skills with you.
If I can provide any additional information prior to the interview, please let me know.
[Your full name]
[Your contact details]
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--- Originally written by May Luong ---