Scheduling interviews efficiently is a key skill for recruiters. These email templates will help you streamline your communication with candidates and ensure a smooth interview process.
From initial scheduling to panel interviews, we've got you covered. Use these templates as a starting point and customize them to fit your company's tone and specific needs.
Table of contents
Crafting a Clear and Concise Interview Scheduling Email
Initial Interview Scheduling Email Template
Interview Confirmation Email Template
Rescheduling Interview Email Template
Follow-Up Interview Scheduling Email Template
Panel Interview Scheduling Email Template
Final Interview Scheduling Email Template
Download Scheduling an Interview Email Templates in multiple formats
Wrapping Up
Crafting a Clear and Concise Interview Scheduling Email
Scheduling an interview can be stressful, but your email doesn't have to be! Let's break down the key elements that make up an effective interview scheduling email template, so you can create a great candidate experience.
The subject line should be straightforward. Think "Interview Scheduling for [Job Title]" or "[Your Company] - Interview Invitation". This helps candidates quickly identify the email's purpose.
Start with a personalized greeting. Address the candidate by name and express your enthusiasm for moving forward in the hiring process. This shows you value them as an individual.
Clearly state the purpose of the email. Let them know you're inviting them to interview for the [Job Title] and briefly mention the next steps. This sets clear expectations.
Provide a few date and time options. Use a scheduling tool or manually suggest times, considering different time zones if needed. Giving candidates choices shows respect for their time.
Include essential details about the interview. Mention the interview format (phone, video, in-person), duration, and who they'll be meeting with. This prevents confusion and ensures preparedness.
Initial Interview Scheduling Email Template
This template is for the very first email you send to a candidate to propose interview times. This is your first chance to make a good impression, so make it count!
Subject: Let's Schedule Your Interview
Hi [Candidate's Name],
I hope this message finds you well. We're excited about the opportunity to learn more about you and discuss how you can contribute to our team at [Company Name].
We would like to schedule an initial interview with you. Could you please let us know your availability for the following dates and times?
- [Date & Time Option 1]
- [Date & Time Option 2]
- [Date & Time Option 3]
If none of these options work for you, feel free to suggest a few other times that suit you better.
The interview will be conducted via [Platform/Location] and should last approximately [Duration]. Please let us know if you have any questions or require any accommodations.
Looking forward to your response.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Interview Confirmation Email Template
Once the candidate confirms a time, use this template to solidify the details. This will help ensure everyone is on the same page and ready for a productive conversation, which is important for a positive candidate experience.
Subject: Interview Confirmation - [Job Title] at [Company Name]
Hi [Candidate Name],
Great news! This email confirms your interview for the [Job Title] position at [Company Name]. We're excited to chat with you.
Here are the details:
- Date: [Date of Interview]
- Time: [Time of Interview] (Your local time)
- Duration: [Duration of Interview]
- Interviewer(s): [Interviewer Name(s) and Title(s)]
- Platform: [Platform - e.g., Google Meet, Zoom, In-Person]
- Meeting Link: [Meeting Link - if applicable]
- Location: [Location - if in-person interview]
[If applicable: Please bring [item(s) to bring, e.g., your portfolio, a copy of your resume].]
[If applicable: If this is a technical interview, please ensure you have [software/tools] installed.]
If anything changes on your end, please let me know as soon as possible.
We look forward to speaking with you!
Best regards,
[Your Name] [Your Title] [Company Name]
Rescheduling Interview Email Template
Life happens, and sometimes you or the candidate need to reschedule. Use this template to professionally request or confirm a new interview time, and avoid recruiter ghosting.
Subject: Reschedule Request - [Candidate Name] - [Job Title] Interview
Hi [Candidate Name],
Hope you're having a good day!
I'm writing to you regarding our scheduled interview for the [Job Title] position on [Original Date] at [Original Time].
[Choose ONE of the following options, and delete the other:]
Option 1: You are requesting to reschedule:
Due to [Briefly explain reason for rescheduling - e.g., a prior meeting that has been moved], I need to reschedule our interview. I sincerely apologize for any inconvenience this may cause.
Option 2: Confirming a candidate's reschedule request:
This email confirms your request to reschedule our interview. Thanks for letting us know.
[End Both Options]
I'm available on the following dates/times for a new interview:
- [Date] at [Time]
- [Date] at [Time]
- [Date] at [Time]
Please let me know which of these times works best for you, or if you have another time in mind. I'm happy to work with your schedule.
If none of these times work, please share your availability for the next few days.
Thank you for your understanding. I look forward to speaking with you soon!
Best regards,
[Your Name] [Your Title] [Your Company]
Follow-Up Interview Scheduling Email Template
After a successful initial interview, use this template to schedule the next round. This shows the candidate you're interested and keeps the momentum going.
Subject: Next Steps: Scheduling Your Interview at [Company Name]
Hi [Candidate Name],
Great chatting with you on [Date of Previous Interview]! We enjoyed learning more about your experience and believe your skills could be a great fit for our team.
As a next step, we'd like to schedule a follow-up interview with [Interviewer Name(s) and Title(s)]. This will be a chance to [briefly state the purpose of the next interview, e.g., discuss your technical skills in more detail, meet the team, etc.].
Please let us know what time works best for you from the available slots below:
- [Date] at [Time] [Time Zone]
- [Date] at [Time] [Time Zone]
- [Date] at [Time] [Time Zone]
If none of these times work, please feel free to suggest alternative dates and times that suit your schedule. We're flexible!
We look forward to hearing from you and continuing the conversation.
Best regards,
[Your Name] [Your Title] [Company Name]
Panel Interview Scheduling Email Template
When multiple interviewers are involved, this template helps coordinate everyone's availability. It's important to provide all the necessary details so the candidate knows who they'll be meeting with.
Subject: Schedule for Your Upcoming Panel Interview
Hi [Candidate's Name],
We are pleased to inform you that we would like to invite you for a panel interview for the [Job Title] position at [Company Name].
Interview Details:
- Date: [Date]
- Time: [Time] [Time Zone]
- Duration: Approximately [Duration]
- Location: [Office Address / Virtual Meeting Link]
Panel Members:
- [Interviewer 1 Name] - [Job Title]
- [Interviewer 2 Name] - [Job Title]
- [Interviewer 3 Name] - [Job Title]
Please let us know if the proposed time works for you. If not, we will do our best to accommodate a time that suits your schedule.
Feel free to reach out if you have any questions or need further information.
Looking forward to your confirmation.
Best regards,
[Your Full Name] [Your Job Title] [Company Name] [Contact Information]
Final Interview Scheduling Email Template
This template is for scheduling the very last interview, often with a senior leader. This is a critical step in the hiring process, so ensure clarity and professionalism.
Subject: Final Interview - [Job Title] - Scheduling
Dear [Candidate Name],
We're excited to invite you to the final interview stage for the [Job Title] position at Adaface! This is the last step in our interview process, and we're looking forward to learning more about you.
This interview will be with [Interviewer Name], [Interviewer Title]. It will be a chance to discuss [briefly mention topics, e.g., your experience, the role in more detail, your career aspirations].
Please select a time that works best for you from the following options:
- [Date] at [Time] [Time Zone]
- [Date] at [Time] [Time Zone]
- [Date] at [Time] [Time Zone]
[Optional: If using a scheduling link, include this instead of the above options: You can schedule a time that works best for you using this link: [Scheduling Link]]
The interview will be held [virtually via [Platform] / in-person at [Location]]. Please let me know your preferred time by [Date - give a reasonable deadline].
If none of these times work, please let me know, and we'll do our best to accommodate your schedule.
We look forward to speaking with you soon!
Best regards,
[Your Name] [Your Title] Adaface
Download Scheduling an Interview Email Templates in multiple formats
Wrapping Up
Scheduling interviews doesn't have to be a headache. With these email templates and a clear process, you can streamline your communication and focus on what truly matters: finding the best talent. You can also check out our guide on how to write a recruiting email.
Remember to tailor these templates to reflect your company's brand and the specific role you're hiring for. Happy hiring!
Scheduling an Interview Email Template FAQs
How can I make my interview scheduling emails more effective?
- Keep emails concise and clear
- Include all necessary details (date, time, location/link)
- Offer multiple time slots when possible
- Use a professional but friendly tone
- Include a call-to-action for the candidate
What information should I include in an interview scheduling email?
- Proposed date(s) and time(s)
- Interview format (in-person, phone, video)
- Expected duration of the interview
- Names and titles of interviewers (if relevant)
- Any preparation required from the candidate
- Contact information for questions or rescheduling
How far in advance should I send interview scheduling emails?
- For initial interviews: 3-5 business days in advance
- For follow-up interviews: 2-3 business days in advance
- For urgent positions: 1-2 business days, but be flexible
- Always consider the candidate's current employment situation
Should I use an automated system for interview scheduling?
- Automated systems can save time for high-volume recruiting
- They work well for initial screenings and simple interviews
- For senior positions or complex interviews, personal scheduling is better
- Always ensure the system allows for easy human intervention when needed
How do I handle candidates who don't respond to interview scheduling emails?
- Wait 2-3 business days before following up
- Send a polite reminder email
- Try reaching out via phone if email fails
- If still no response, move on to other candidates but keep the door open
40 min skill tests.
No trick questions.
Accurate shortlisting.
We make it easy for you to find the best candidates in your pipeline with a 40 min skills test.
Try for freeRelated templates
Join 1200+ companies in 80+ countries.
Try the most candidate friendly skills assessment tool today.
40 min tests.
No trick questions.
Accurate shortlisting.
No trick questions.
Accurate shortlisting.