Congratulations on getting an interview invitation email and edging closer to the end of your job search. An invitation email shows that the hiring manager reviewed your application and resume and figured out that you deserve a shot. However, remember to reply to the email amidst all the celebration and excitement. Don’t also pen an email that may paint you as lacking in professionalism and ruin your chances right from the start.
Every job seeker should know how to write an interview email reply that gives the interviewer a good impression of who they are as a person and a professional. Ensure that your second conversation (assume that the first was the interview application) with the hiring manager or recruiter does not make them wonder why they even considered you for the job.
What To Do or Not To Do When You Get An Interview Email Invitation
The first thing to do is to stay composed, as sending a work-related email out of excitement is not usually a good idea. Celebrate or be happy for some time, then sit down and get into the details of the invite. However:
Don’t Keep The Recruiter, Hiring Manager, Or Potential Employer Waiting for Too Long
Everybody wants a proactive employee; therefore, keeping the interviewer waiting for long may not be a good move. Even though it may not be advisable to respond the instant you receive the email, try to give a response within 24 hours. Keeping within the correct time limit exudes professionalism, interest, and responsiveness, qualities that give an excellent first impression, especially for a job seeker.
What if the email comes in the middle of the night or over the weekend? You can wait till the working hours of the next day to reply if you receive the email invite at night or submit your reply on Monday morning if the email comes over the weekend. Most people don’t work during weekends, which makes it perfectly okay if you can’t reply over the weekends.
Tips For Preparing The Perfect Response
Here are a few tips that should help you write the perfect response once you are ready:
1. Reply Below The Email
Do not create a new email when replying to a job invitation. Click ‘reply’ or ‘reply all’ on the invite email and start writing your response. Responding to the invite email ensures that your response is delivered to the right person. You will also get to create an information thread regarding the interview that makes information retrieval easy.
2. Begin By Greeting The Sender
Give your reply a personalized touch by greeting the sender. Beginning your email with ‘Dear….’ tells the other party that you acknowledge them. Just ensure you don’t misspell their names or titles, as most people don’t take such errors lightly.
3. Show Gratitude
You must thank the sender for the invite regardless of your response. Gratitude is a sign of good manners and humility. Reasons to be thankful include them reaching out, inviting you for an interview, allowing you to interview for a particular position, or considering you for a job altogether. You can also thank them for contacting you about the position. Whichever way you frame your gratitude message, ensure that it comes at the beginning of your email. Also, be professional about it.
4. Keep It Brief
‘Thank-you emails’ should always be brief. However thrilled you are, there is little to talk about at this point. Remember, you still have an interview to attend, so save your words for the interview and the email after that. Do not be tempted to tell the sender how passionate you are about the job or how you align with the company’s values in your interview invite reply. Instead, focus on the basics and prepare for what’s ahead.
5. Observe High Levels Of Professionalism
Any conversation with your potential employer before or after the interview should be professional, and it’s important that your tone reflects that. Don’t use slang, emojis, and less formal language because of excitement as they may send the wrong message. You’ll know when to use less formal language, but for now, ensure everything is formal.
6. Proofread Your Email
Most people don’t proofread their emails, not knowing that simple unintended grammatical mistakes may send a wrong message. Proofreading is even more critical if you are a fast typer. Refrain from letting overexcitement prevent you from checking whether your tenses, grammar, and spellings are correct. Instead, take five or so minutes to correct any issues before hitting send. Don’t let typos paint you wrongly to the interviewer.
7. Ask Questions If Any
You can also seek clarification or confirm certain interview aspects in your reply email. Ask for additional information, such as whether the interview will be conducted physically or in person or if you need to bring anything if the interview is face-to-face. It’s always a good idea to have adequate information before the interview as it helps with preparation.
8. End With An Excited Tone
Your email ending matters and must therefore be done right. You have to close the email with an excited tone. Use phrases such as ‘looking forward to meeting you’ or ‘looking forward to learning more about the position/role’ to reveal enthusiasm and interest. You should also tell the interviewer to feel free to ask for any information before the interview. Using an indifferent tone at the end of your email is not usually a good idea as it may send the wrong message even if you are genuinely happy about the opportunity.
How To Respond To An Interview Email When You Are No Longer Interested In The Job
What happens when you no longer want the job? Do you assume the email or say not interested and move on? No. Mannerisms matter, even if you aren’t interested. Here is what you should do:
1. Thank The Sender
As discussed above, you should begin your email by thanking the sender. It doesn’t have to be a long-expression. A sentence as short as ‘Thank you for considering me for this position.’ can work.
2. Explain After Thanking The Sender
Once you’ve thanked the sender, offer a brief explanation of why you won’t be coming for the interview. You don’t have to be guilty about it and write an entire paragraph full of apologetic statements. The organization definitely invited several people for the interview, so they’ll quickly focus on the next person.
How To Respond To Email Invite Interviews That Require You To Confirm Your Availability
Employers can be polite enough to allow you to decide on an interview date. Some may also give you three or four options and demand you pick one that works for you. When asked when you will be free for an interview, give the hiring manager a few options so that they can pick one that works for them too and remember to include the date and time. When given choices, choose one that works for you or offer a few alternatives if all the options aren’t viable.
Don’t also shy away from informing the interviewer that you are not available for some time if you won’t be, provided that you give a good reason and offer a few alternatives. A good firm will appreciate it and get back to you.
How To Respond To Emails That Require You To Schedule an Interview
Keep in mind that some establishments use online scheduling systems, allowing candidates to choose viable interview dates and times. If your email requires scheduling an interview, click the scheduling link, pick a date, and confirm. Note that you must still respond to the invitation, a process that may differ depending on the organization. You can also leave a thank you note when scheduling your interview if you notice a dialogue box that allows you to add any relevant information regarding your interview.
Samples
Sample 1
Dear (Name of the Interviewer),
Thank you for considering me for this position and reaching out. I look forward to meeting you on 02/10/2022. Please let me know if you need anything before we meet.
Thanks,
XYZ( Your name)
Sample 2
Dear ( Interviewer),
Thank you for reaching out about the job. I’ll be happy to come by and meet you and the team on (pick dates and times that work for you).
I am looking forward to our meeting and learning more about the role.
Sincerely,
XYZ
Sample 3
Thanks for considering me for the job. However, I will not be able to attend the interview or take up the job since I have permanently relocated to a new country.
Thanks again, and good luck with your search for the perfect candidate.
Sincerely,
XYZ
Sample 4
Dear (name of the interviewer)
Thank you for allowing me to interview for the position. Unfortunately, I won’t be able to come in for the interview on the suggested dates and times. I am open to any date and time the following week. Please let me know if that will work.
Sincerely,
XYZ
Sample 5
Dear (Name of Interviewer)
Thank you for giving me this opportunity. I have already scheduled the interview for 10/02/2022. I look forward to meeting you and discussing the role.
Thanks again, and let me know if you need anything else.
XYZ