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How to respond via email for an invite to interview

​The way you interact with recruiters and hiring managers is just as important as your skills and qualifications when looking for a job. Before a company has even met you, they're forming an opinion about you as a potential candidate.

The manner in which you handle verbal and written communication is likely to be an integral part of the job. Hence, proper etiquette when responding to and dealing with a company, even from the early stages in the recruitment selection process, is paramount.

It can be a little daunting when responding back, especially for a candidate that is new in their career. The following tips can help make the process a little easier:

Email Response:

If you know that you've applied for a few positions, remember to check your email frequently and answer all requests as soon as possible. Remember to always address any questions recruiters or hiring managers may have - this is important if they have asked you when you are available. Consider these examples:

  • "Thank you for your invitation to interview with [company name]. Yes, I am available on day, date, month, at time am / pm."

  • "Yes, I very much would like to interview with you at..."

  • Yes, I can be available for an interview at several times during the week of..."

  • Thank you for the invitation to interview for the [job position]. I appreciate the opportunity and I look forward to meeting with [hiring manager] on [date] at [time] in your [location]."

Phone Response:

If you receive a telephone call asking you to confirm your interview appointment, try to answer it or return it as soon as possible. When phoning, consider your tone of voice, thank the recruiter or hiring manager for the interview request, and tell him or her you're available at the scheduled time.

If you get a voicemail when returning the call, consider saying "Hi [insert name], thank you for calling to schedule an interview time. I'm sorry I wasn't able to take your call, but I'm available to interview with you on [day], [date], [month], and I look forward to seeing you then."

It's appropriate to use the recruiter or hiring manager's name when you call. Pick a time when you won't be interrupted or have distracting noise in the background.

Alternative Time:

If the day and time of the recruiter or hiring manager offers for your interview aren't convenient for you, consider rearranging your schedule to accommodate theirs. Tell the interviewer you appreciate the invitation and you're looking forward to meeting with him or her, however you have a scheduling conflict.

You can say that you may be able to rearrange your schedule, but you need a few hours to do so, or you can suggest alternative dates. Always try to make it easier for the recruiter since you're the one looking for a job. As soon as you find out if you can rearrange your conflict, let them know. Often the recruiter can be on a tight timeframe to respond to their client.

Timeliness:

The sooner you get back to the recruiter or the hiring manager, the better. They often don't have a lot of time to wait for you to confirm an interview time and usually have to coordinate with a number of people. Interview slots are first come / first serve, so you want to be as prompt as possible to get an interview slot that works best with your schedule.

Appreciation:

Always remember your manners and etiquette, a 'please' and 'thank you' can go a long way. Continually mention your appreciation for being selected for an interview. There could be many applicants who have applied for the same position, and a number of people could be interviewed.

The fact that you have been selected indicates you have strong qualifications for the position, and you could have made it through several screening processes. Also, don't forget to thank the recruiter that has put you forward for the position.

Additional Information:

Tips to optimise your CV to get through the applicant tracking system (ATS).

If you're looking for a job, search our current open roles to find your next opportunity.

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