How To Respond To An Interview Request (with Sample Templates)

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Introduction and Key Insights

Email Template #1: Responding to interview requests

Email Template #2: How to respond to a video interview request

Email Template #3: How to respond to an email for a phone interview

Email Template #4: How to respond to a LinkedIn message for an interview request

Email Template #5: How to respond if an employer asks you to call to schedule an interview

Email Template #6: How to ask for changes to a proposed interview

Email Template #7: How to politely decline an interview request

Email Subject Lines

Additional email and LinkedIn templates

Get more insights and strategies

How to respond to an interview request (with sample templates)

“We are impressed with your qualifications, and we’d like to set up a time to talk.”

Congratulations! You applied for a position and were offered an interview. You’ve made it onto a company’s radar as someone they are potentially interested in hiring.

You’re probably thrilled to receive this news! After all, the company thinks your skills are probably a good fit for the role. If you’re interested in this job, the next step is to schedule some time for the interview.

Even if this job isn’t one you want to pursue, though, it’s courteous to reply to the interview request and politely let the company know you aren’t interested or are no longer looking for work. The recruiter will appreciate the gesture.

The best way to reply to an interview request

You could receive a request for an interview in a number of different ways. Most of the time, recruiters will either call you or send their request via email or LinkedIn. If you receive a message -- even if it’s an automated one -- you should send a message back to express your interest in the position.

Replying in a prompt and gracious manner will highlight your proactivity -- a quality that any potential boss will be happy to see. This also shows that you’re responsive and a good communicator, which will further set you apart from the pack.

Your response doesn’t need to be a long message; in fact, it’s best to keep it fairly short and sweet since your primary goal is to schedule your interview. Remember to answer all of the recruiter’s questions and maintain a professional tone throughout your message (avoid emojis, slang, and overly-casual language). We also suggest proofreading your email before sending so you catch any typos or grammatical errors. Remember: Until you get the job, you’re always being evaluated, so always try to make a good impression on anyone you speak to!

What should you say? Don’t worry; we’ve got you covered! Below are five email templates to get you started with your response. Be sure to personalize your message with the name of the company, recruiter, and other relevant details.

Continue reading... Sample email templates

Here are exact word-for-word email samples you can start using right away. Use them in your emails, LinkedIn messages or whichever platform you use to network.

Template #1 How to respond to an interview request (with sample templates)

Email Subject: [Name of job or company] Position

Hi [Recruiter’s name], Thank you for reaching out to me. I’d be delighted to interview for [position] and would be free this week at [available days and times]. Do any of those times work for you? As per your request, I have provided a copy of my resume for your review. Please let me know if there’s any additional information I can provide prior to our meeting. I look forward to speaking with you and discussing the position in more detail. Thank you again for your consideration. Best, [Your name]

Insight

Here's how to respond when an employer requests an interview. If you’d like to move forward with the interview, sending a response like this one will convey your interest and enthusiasm for the job. You can demonstrate your proactivity by suggesting possible dates and times (if the recruiter hasn’t done so already). Always show appreciation to the recruiter for their time and consideration.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

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▶Your browser does not support the video tag. Template #2 How to respond to a video interview request

Email Subject: [Name of job or company] Position

Hi [Recruiter’s name], Thank you for inviting me to interview for [position]. I’d be happy to attend a video call to discuss the position further. I am available this week at [specific days and times] if you have any availability at those times. As you requested, I have attached a copy of my resume along with contact details for my references. Please let me know if you have any other questions or if I can provide any additional information. I look forward to meeting with you about this position. Thank you again for reaching out to me. Sincerely, [Your name]

Insight

This template is useful for when the recruiter has asked for a video interview. It’s helpful to acknowledge in your response that the interview will take place by video. Most likely, the recruiter will tell you which video chat app they’d like to use, but if they don’t mention it, you could suggest Skype or Zoom as options and provide your contact info or meeting room ID.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Made by Resume Worded Template #3 How to respond to an email for a phone interview

Email Subject: [Name of job or company] Position

Hi [Recruiter’s name], Thank you for your consideration. I would love to meet with you over the phone to talk about [position]. My number is XXX-XXX-XXXX. I have availability at [dates and times] -- what is your schedule like? I have included contact details for each of my references, as you requested. Please let me know if I can give you any other information before we meet. I look forward to talking with you and appreciate your interest in me as a candidate! Warm regards, [Your name]

Insight

Similar to Template #2, this email template comes in handy when the recruiter would like to hold the interview over the phone. Usually, they will be the ones to call you, unless they specifically request for you to call them. Mention in your response that you know the interview will happen via phone and provide your number for their convenience.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Made by Resume Worded Template #4 How to respond to a LinkedIn message for an interview request

Email Subject: (no subject since this is a LinkedIn message)

Hi [Recruiter’s name], Thank you for contacting me. I’d be thrilled to set up an interview for [position]. I have an open schedule on [dates and times]. When would be most convenient for you? Attached are a copy of my resume along with samples of my previous work. Please let me know if you have any questions or if I can provide any other information. I look forward to meeting you and appreciate your interest. Thank you for your time! Best regards, [Your name]

Insight

If you receive your interview request via LinkedIn messaging, respond to it just as you would an email. While a LinkedIn message can feel more informal than an email, not every potential employer will see it that way. It’s best to handle the request with professionalism and poise, no matter what.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Made by Resume Worded Template #5 How to respond if an employer asks you to call to schedule an interview

Email Subject: [Name of job or company] Position

Hi [Recruiter’s name], Thank you for reaching out to me about [position]. I would love to set up an interview and will call you tomorrow morning to schedule a time, as you requested. I look forward to the opportunity to speak with you. Please let me know if I can provide you with any additional information. Sincerely, [Your name]

Insight

When you get a request to call to set up an interview, you might think it’s not important to send an email since you’ll be calling the recruiter anyway. In this situation, it’s still polite to follow up with a message to confirm that you are interested and will be in touch to set up the interview.

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Made by Resume Worded Template #6 How to ask for changes to a proposed interview

Email Subject: Interview for [Position] at [Company Name]

Hi Madelyn, Thank you for inviting me to interview for the Digital Marketing Executive position at Vought International. I'd be happy to meet with you via Zoom to discuss the position. Unfortunately, I have a scheduling conflict on the date you proposed. Are there any other dates you are available? I am available [list of dates and times]. If none of these work for you, please let me know and I will do my best to accommodate your schedule. Thank you again for your consideration, and I look forward to meeting with you. Best, Ashley

Insight

If you’re interested in the position but aren’t available during the time(s) proposed by the hiring manager, let them know as quickly as possible. Make it clear that you still want to meet and are excited about the role. The more flexible you can be, the better — when sending your availability, choose a handful of times or dates that work for you. Do be aware that the interviewer may not be able to meet at other times, so if you have a conflict with something you can easily reschedule, try doing that first.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

Made by Resume Worded Template #7 How to politely decline an interview request

Email Subject: [Job title] at [Company Name]

Hi [Name], Thank you for inviting me to interview for the [job title] position at [Company Name]. After [whatever stage you’re at in the hiring process, e.g. reviewing the full job description], I do not believe I would be a good fit for this role. At this stage in my career, I am focused on [what you’re looking for, e.g. management opportunities]. I would love to meet with you if a [role] position becomes available. I appreciate the time you’ve taken to reach out. I wish you and [Company Name] all the best in filling the position. Best, [Your Name]

Insight

In case you’re wondering: No, you don’t need to accept an interview just because it’s been offered to you. This is especially true if you’ve been contacted by a recruiter for a job you didn’t apply for. If you’re potentially interested in the company, but not in that exact position, you can say that, too — who knows, they might be so impressed with your resume that they’ll contact you again if something opens up.

Found this template useful? Bookmark it and you'll never get stuck on an email again. Also, please share it with your network! It helps us keep these templates free.

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These subject lines see the highest response rates. For details on other subject lines and why these work, read Email Subject Lines for Networking.

• Thanks for the invitation
• Interview follow up

Other All Other Networking Templates

We've also found the following email templates that you should consider using.

Asking for an introduction to new contacts

Facilitating an introduction

Facilitating an introduction

Want more email templates?Choose a category.
• Follow up emails
• Informational interviews
• Thank you emails
• LinkedIn Messages
• Other
Further reading on our blog Hate networking? here's 12 networking tips you can actually use Tips for networking effectively on linkedin [step-by-step] Why networking is important and actionable steps to start today Networking for introverts: 10 actionable tips to grow your network How to search for groups on linkedin How to find a headhunter (and how to get headhunters to find you)

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