How to write an effective interview confirmation email (+ free template)

Clear, reliable communication is an essential part of providing a great candidate experience. But too many companies simply miss the mark when it comes to communicating with candidates: A study by IBM found that more than 1/5 of all job candidates don’t feel well-informed during the hiring process.

Sending a strong interview confirmation email is a simple step you can take to improve your own candidate communication at a crucial point in the hiring process. Job interviews can be nerve-racking for candidates. A thoughtful email that includes everything they need to know can help boost their confidence and ensure that they spend time preparing for the actual interview, not stressing about the details. So while it may seem like a small thing, improving this one piece of communication can make your hiring more efficient and improve the candidate experience.

Essential elements of an interview confirmation email

Since you’ll be sending this type of email frequently, it's a good idea to standardize the format to save time and avoid leaving out anything important. To help, we’ve created a template you can download and customize as needed.

Click to get your free email confirmation template, or copy/paste the template below to start using it today.

Email subject

Confirmation of Interview: [YOUR COMPANY]

Email body

Hello [CANDIDATE NAME],

This is a confirmation of your interview for the position of [JOB TITLE] at [YOUR COMPANY]. We look forward to meeting with you.

In this email, you will find all the details you need to prepare for the interview.

Your interview is scheduled for: [DAY OF THE WEEK], [DATE] at [TIME].

The interview will take place at our office, [ADDRESS AND ACCESS INSTRUCTIONS].

You will be speaking with [NAME AND JOB TITLE]. We expect the interview will take [AMOUNT OF TIME].

During this interview we will be assessing [PURPOSE OF THE INTERVIEW].

Please respond to this email to confirm that you will be able to attend. If you have any questions about the information above, please do not hesitate to reach out to me.

Best,

[YOUR NAME]

[YOUR JOB TITLE]

Make sure your email includes only the necessary information so it’s easily scannable and candidates can quickly find the information they need. Here are the most important elements to include:

An informative subject line

You want your email to stand out in a crowded inbox and clearly indicate what's inside. Avoid vague subjects like “Our Meeting,” or “Next Steps.”

To make it easy for the candidate to find the email again later, make it searchable by using the name of your company and the word “interview” in the email subject line. The following are good examples:

  • [Company] Interview Confirmation: [Date and Time]
  • Interview with [Company] for [Job Title]
  • Confirmation of Interview: [Company]

Date and time of interview

The most important information in the email will be the exact time and date that the interview appointment will take place. You may have already nailed down scheduling with the candidate in a separate exchange, but include it here again for convenience.

The date and time should be near the beginning of the email, ideally on their own line, and not hidden inside a block of text. It's a good idea to put this information in bold type so that it jumps out to the reader even if they are only scanning the email.

Always specify the time zone so that there's no confusion.

Location of the interview

If the time and date are the most important pieces of information, the location is a close second. Giving clear, detailed information about location well ahead of the interview will ensure that your candidates have time to think through things like transportation options or travel time.

If the interview is in-person, list the location address and include a Google maps pin. Then add other pertinent information like parking instructions or building access codes. If the candidate must sign in at reception and receive a badge, be sure to let them know how much time pre-interview they should budget for that.

If you're scheduling a phone interview, include the dial-in instructions. If it's a video interview, add pertinent links or sign-in information, and let the applicant know if they'll need to download any software ahead of time, like Skype or Zoom. Remember that not everyone has interviewed via video before. Set your candidate up for success by suggesting that they use a headset or earphones, and find a quiet location for the call.

Names and positions of attendees

Savvy candidates will want to know who they will be interviewing with so that they can research each person's background and make note of talking points. So, if you’re comfortable with it, you may want to proactively provide a list of all the people they will be speaking with and their job titles.

This is also where you can specify the structure of the interview. Is it a one-on-one interview (or a series of one-on-ones), a panel interview with multiple interviewers, or a group interview with multiple candidates participating? Let the candidate know so that they can prepare properly.

Expected length of interview

Your candidate may need to schedule time off from their current job or arrange childcare in order to attend your interview. Letting them know how long you expect the interview to take is a courtesy to help them manage their day.

If the candidate will be attending multiple interviews on the same day, then this section should list the itinerary, including how long each interview will take, and if there will be any breaks.

Preparation for the interview

Some interviews are intended as a preliminary getting-to-know-you chat, while others are skills-based assessments or focused on specific attributes. While not absolutely necessary, it's nice to let the candidate know what you will be assessing during the interview so that they can come prepared to showcase their best self.

Inform the candidate of anything else they should prepare for the interview. Brief the candidate about any specific skill sets you will be testing, or whether they will be asked to prepare a presentation, make a sales pitch, or take a written test. You might also consider providing links to specific resources that could help the candidate learn more about your company or the role itself.

Also, call out what you expect them to bring, like copies of their CV, letters of recommendation, or a portfolio of their work.

Next steps

Finally, explain what you want your candidate to do after reading this email. Do they need to confirm the date and time? Send a sample project? Email their references?

If your company has a disability accommodation policy, invite candidates to tell you if they need special accommodations, like a sign language interpreter, specialized equipment, or documentation in an alternate format. And consider providing links with resources like interviewing tips, common interview questions, or more information about what it’s like to work at your company.

Conclude your email by letting the candidate know who they should reach out to if they have questions.

Build it into your hiring process

Once you've standardized this email using the information above, make sure the language is consistent with the rest of your team’s communication. The style should reflect the attitude and tone of your company. If it's very formal, that conveys a certain dedication to professionalism. A more casual email phrasing connotes a more relaxed, laid-back company.

Decide when to send this interview invitation, be that immediately after a candidate confirms their interest or a week before the interview. Use these next steps to ensure everyone is on the same page:

  • Pair the email with a Google calendar invitation so that everyone involved with the interview has it blocked off on their schedules.

  • Follow up with a reminder if the candidate hasn't responded after several days. Send a reminder the day before the interview, too, with the same information as the first email.

  • Make yourself available for questions and clarifications. If the candidate reaches out to you, try to respond promptly.

Small details help you stand out as a desirable employer

Above all, the goal of an interview confirmation email is to make sure that the candidate has all the information he or she needs to excel. This also allows you to “test” your candidates' attention to detail and ability to follow instructions. Did they come prepared, on time, with everything you asked for?

Creating an informative and friendly interview confirmation email is beneficial to both the candidate and your company. In a LinkedIn global study, 77% of candidates said the interview experience played an extremely important or very important role in their final decision whether to accept a job offer or decline it. Boost this experience easily by making sure candidates are well-informed and prepared going into their interview.

About Hire by Google

Hire is a recruiting app by Google that uses AI to make the hiring process faster and simpler. Because it is designed specifically for G Suite users, with Gmail, Google Calendar and other G Suite integrations, Hire streamlines administrative tasks so that your team can hire the best people, faster.