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
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.
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
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.