How To Write A Confirm Interview Email (With Examples)

How To Write A Confirm Interview Email (With Examples)

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It is an achievement to get an interview call for a position that you have done your best to apply for in the organization, indicating that your resume and the employer’s needs are met.

Before you dive into the details of the interview preparation there are some steps you need to consider such as sending a confirmation interview email. This step continues to be important even when the interview schedule is made by a phone call from the hiring manager or the recruiter.

There are several important reasons why you should confirm your interview through email. It helps to secure and remind about the basic formally agreed logistical details of the interview, including the time and place, to avoid possible misunderstanding.

It also allows for answering questions and discussing topics and information that may not have been discussed in detail over the phone call, like the structure of the interview or who you will be meeting with.

Also, the first message introduced you to the employer, so it is crucial to show professionalism and interest in the vacancy and the organization so that the interaction will continue constructively further.

Four Examples To Guide You To Write A Confirm Interview Email

(1) General interview confirmation example to agree to the job interview

This is a good example of a simple email that could be used each time you just accept or confirm an interview.

Dear [Interviewer’s Name],

Once again, I appreciate the previous [call/email] received from you as part of the hiring process for the [job position] position at [company].

I am writing this email to confirm that I am okay with the interview happening at [time] at [place]. If there is anything else I need to know before my arrival or any preferences you want me to prepare, please let me know. 

I am so excited to elaborate on the role and the way that I can fit in this position by utilizing the experience gained in [most relevant area of work for the position]. 

Please feel free to contact me if you need anything. 

Kind regards,

[Your Name]

(2) Email example used to cancel a job interview and reschedule

Below is a good example of how to reply to a job interview invitation in case you are not able to make it to the date or time that was set by the interviewer. 

Dear [Interviewer’s Name],

I would like to thank you again for your earlier [call/e-mail] to me regarding an appointment for an interview for the [job position] post at [company].

Unfortunately, I am not available at [time] on [date] since I have a work commitment that I have to attend to. Would it be possible to schedule for a better suitable date that is convenient for you? If you could let me know, I’ll try my best to adjust our timeline with your availability if you could give me a few options. 

I want to express my gratitude for the opportunity to talk about the role and how it could be relevant to my skills and experience since my previous experience in [most relevant area of work for the position] is suitable for the position. 

I am looking forward to hearing from you.

Kind regards,

[Your Name]

(3) Email example to use when requesting accessibility accommodations

Dear [Interviewer’s Name],

I want to thank you for extending an invitation for the [job position] interview at [company name]. I would love the chance to talk about how my abilities, achievements, and interests can help enrich your team and advance [company name].

Just to clarify, there is an agreed interview planned for [date] at [time], in [location/or via .

Moreover, I would like to establish the details concerning [specific accommodation]. This would make it possible for me to fully attend to the interview process without compromising my need for accommodation. I am grateful for your cooperation and help in supporting this request. 

Let me know if you need any further information from me to make the above arrangements. I am excited to talk to you in more detail about my application. 

Once again, thank you very much for this chance and for consideration of my application. 

Kind regards,

[Your Name]

(4) Replying to refuse a job interview invitation 

Here is an example of how you should write an email to the recipient when you want to refuse an interview invitation. 

Dear [Interviewer’s Name],

I am replying to the email you sent me before to attend an interview for the [job position] at [company].

I would like to thank you for the opportunity I was given to present myself for a meeting and further elaborate on why I am suitable for the position. Nonetheless, I regretfully would like to turn down this offer as I have accepted a position at another organization and this position does not align with what I can do at this time.

I sincerely hope that you will find the best candidate for this position. 

Kind regards,

[Your Name]

Guidelines on how to respond to a job interview invitation

  • Send your response in an email on the same day that you receive the invitation or no later than the next business day.
  • If there were multiple people in the interview offer email, respond by hitting the ‘reply all’ button to include all the recipients.  
  • Make sure to thank the email recipient of an interview for the job. 
  • Ensure all the arrangements for the interview such as the date, time, and place are correct. 
  • Repeat in one or two statements, where and how you may be useful in the position.
  • Be formal and enthusiastic. 
  • Before sending the email, always proofread it to check for spelling and grammar mistakes.

How FastLane Group Can Help?

Ready to take the next step in your career journey? FastLane Recruitment Service is here to help you navigate the interview process with ease and professionalism. Our expert team provides personalized support to ensure you make a lasting impression on potential employers. Whether you need assistance with crafting the perfect confirm interview email or preparing for the big day, we’ve got you covered. Contact us today and let us help you secure your dream job!

Frequently Asked Questions About Writing Confirm Interview Email

Sending a confirmed interview email should be considered the first step of the interview process. This is the perfect opportunity for you to make sure the hiring manager is as aware as you are regarding the time and setting of your interview and it is the first step towards demonstrating your professionalism.

In short, it is not just about when to arrive, but how to start off the first impression in a positive way.

You want to thank the interviewer for the kind offer of an interview which shows your professionalism. Thank the interviewer and try to get confirmation on some core facts about your meeting, such as the date, place, and time. 

This is the perfect moment for self-promotion and having one or two sentences about how you will perfectly fit into the company and how your experience and skills prove that.

Of course, a sample email is useful, it is like having a map of the new areas that you are not experienced in. It offers the framework, but the details are left to your input and imagination. It provides better guidance because it contains frameworks and descriptions of the landmarks.

Substitute the detailed information such as name, your position, and company.

The sooner you can send the email, the better it is. Send the confirmation email on the same day you received the invitation or the next business day to show that you are attentive which is a trait all employers love to see in their candidate.

Your subject line should be clear and informative such as “Job Interview Follow-Up E-mail for [Job Title] position at [Company Name]” or “I am looking forward to the interview scheduled for [Date]. Your email subject line is the first impression which should sound strong and assertive.

Naturally, your schedule and the interviewer’s schedule can clash. When you require a change of time, do say so politely. Explain your conflict and provide other options you are available. It is essential to establish proper timing for the meeting while keeping in mind that everyone has his or her schedule.

Sometimes it just doesn’t work for you. You can thank the interviewer politely and decline the offer, give a brief reason why you cannot accept it and well wish them in their search. So, it is about leaving no room for a bad impression and being sure to only leave a good impression behind.

To make sure that your confirmation email has no issues entail the following before sending them out. Check and double-check, make sure you got the names right and any other details, and make sure your email looks professional and shows enthusiasm. For this reason, a well-polished e-mail is a loud and clear signal about your adherence to professionalism and proper organizational skills.

Your professionalism and passion should be reflected in your email. Being polite not only adds the right attitude but also makes it clear that you’re grateful for the invitation and that you are a capable candidate. But to make sure the email is well crafted, never forget to do a final proofread.

Perhaps, you have some questions regarding the interview or its clarity on certain formalities. You shouldn’t be shy to do so in your confirmation email. It reveals that you are detail-oriented and are prepared for the work. Additionally, ensure that you ask good questions that are relevant. 

Do not forget that confirmation e-mail is not only an administrative necessity, it is your first and direct step toward interacting with your potential employer.