8 Steps to Follow When Confirming an Interview

Receiving an invitation to interview with a prospective employer is exciting — it means they chose you from a large pool of applicants as someone they might consider hiring for a position you really want. It can also be anxiety-provoking; after all, there are so many details you need to get just right to start off on the right foot. One of those important details is immediate: how do you confirm the interview? It may seem like a minor step, but every little thing counts in the hiring process. Here’s how to do it professionally and leave a good impression.

When to confirm an interview time.

You should confirm your appointment as soon as you receive the request, unless you’re using the company’s scheduling system to confirm; in that case, it will probably happen automatically. If the interviewer sends you an email or message confirming and lets you know that you don’t need to reply unless you can’t make it, then you should follow those instructions. 

How to do it.

1. Thank the interviewer.

Before you do anything else, start your email by thanking your interviewer for selecting you as a candidate. This will demonstrate your appreciation for being considered for the role. It doesn’t hurt to mention how excited you are about the position and offer a few reasons why, too.

2. Confirm the time, location and any other pertinent information.

Confirm the exact time, date and place you were given in the invitation for an interview. You may want to confirm other details as well, such as how many interviewers will be present, whether you need to bring any additional materials and so on.

3. If you can’t make the proposed time, suggest a new one.

If you’re unable to meet with the interviewer on the proposed date, offer several alternatives (two or three). If can be helpful to offer windows of several hours rather than specific times, so the interviewer has a little wiggle room.

4. Be prompt.

We mentioned this earlier, but it bears repeating: respond immediately, as soon as you receive the email. If you wait too long, you’re not only delaying the process, but someone else might scoop up your preferred time slot. If you can't respond right away, don't wait any longer than 24 hours, but earlier is better.

5. Be formal.

The hiring process has essentially already started with your interview invitation (actually, for you, it started with your application). Make a good impression by being polite and professional in your tone and language.

6. Follow instructions.

Make sure to follow any directions the interview gives, such as sending her writing samples or other attachments. On the flip side, if she explicitly asks you not to send anything, don't!

7. Respond in the manner in which you’re contacted.

If your interviewer emails you, email her back. Same goes for a phone call — if she misses you and leaves a voicemail, call her back at the number she specifies.

8. Proofread.

Always, always proofread any professional written correspondence. This is especially important for the interview process, where you’re being evaluated at every step. As unfair as it seems, a single typo could give the hiring manager a bad impression of you.

Templates to follow.

To confirm your interview, use these templates as general guidance — filling in the details and adjusting the language to your style and tone.

To accept the invitation:

Dear Ms./Mr./Dr. [last name]:

Thank you for offering me the opportunity to interview for [position]. I’m very excited about the position because of [list 2-3 reasons]. I’m looking forward to meeting with you on [date and time] at [location]. 

In the meantime, please let me know if I can provide you with any additional information or materials. 

Best,

[Your full name]

[Your phone number]

To propose a new time:

Dear Ms./Mr./Dr. [last name]:

Thank you for offering me the opportunity to interview [position]. I’m very excited about the position because of [list 2-3 reasons]. Unfortunately, I’m not able to meet with you on [original proposed time and date]. Would any of the following alternatives work instead?

[list of 2-3 alternatives]

I look forward to hearing from you.

Best,

[Your full name]

[Your phone number]

Possible questions to ask.

In addition to confirming the location, date and time of the interview, you might also want to ask:

• If you should bring any additional materials with you (you should always bring several copies of your resume, references and work samples if appropriate).

• The names of your interviewers so you can research them.

• How long the interview is expected to take.

• If there’s any other information you should know.

Should I confirm an interview the day before?

It’s fine to confirm your interview the day prior to the appointment if it was scheduled a week or more in advance. If there’s a shorter period of time between scheduling the meeting and the actual interview, it’s probably not necessary, although you could send a quick confirmation email. Follow the same protocol as above, mentioning the date, time, location and other pertinent details, and note that you don’t expect a reply unless there’s a change or cancellation.

Don’t miss out on articles like these. Sign up!