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This Is How to Reply to an Interview Email | Fairygodboss
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Interview Emails
This Is How to Reply to an Interview Email
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AnnaMarie Houlis
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Congratulations! After spending tons of hours applying for jobs, you finally got a bite for a job interview. A company has emailed you asking to meet you in person to further discuss your experience and talk more about the position for which it's hiring.

So how do you send an interview confirmation email? Here's how to accept the interview and work out dates and times that work for both of you (or reject the invite if you have to!). 

How Do You Accept an Interview via Email?

How do you respond to an interview confirmation? Promptly and with enthusiasm. Your response to an interview email should suggest that you're looking forward to meeting in person (or talking on the phone) more in depth about your experience and the job opening.

What Should Be in Your Acceptance to an Email Interview?

The emailed invitation you receive from your prospective employer should likely provide the following details about the interview:

  • Employer name, job title and location of the job
  • Location of the job interview (which can and sometimes is different from the location of the actual job)
  • Type of interview: telephone, video conference call or in person
  • Name(s) and job title(s) of the person (or people) with whom you'll be interviewing
  • Information such as directions, parking details, building entry points and other necessary specifics
  • Date and time options

If the email does not contain the aforementioned information, you can request that information in the message you send in response.

All in all, your acceptance email should contain the following key components:

  • A line indicating your enthusiasm
  • A question about convenient dates and times with specific timetables (if they have already suggested any)
  • Confirmation of a date and time (if they suggested any)
  • A thank you

What Are Some Samples of Emails That Accept an Interview Offer?

Here are three samples of emails that accept offers for job interviews.

1. Suggesting a Date and Time

Dear [Name of Company Representative],

It's great to hear back from you! I'm looking forward to meeting in person to talk more about your opening for a [Position Title] and to learn more about [Name of Company].

I have availability this week, Wednesday, January 10 through Friday, January 12, between 9 am and 3 pm EST. Is there a date and time that's most convenient for you?

Thank you,

[Your Name]

2. Confirming a Date and Time

Dear [Name of Company Representative],

It's great to hear back from you! I'm excited to meet in person to talk more about your opening for a [Position Title] and to learn more about [Name of Company].

I am indeed available on Wednesday, January 10 at 11:30 am EST. Please keep me abreast of any changes or building entry information I should know. I look forward to seeing you then.

Thank you,

[Your Name]

3. Requesting a Different Date and Time

Dear [Name of Company Representative],

It's great to hear back from you! I'm looking forward to meeting in person to talk more about your opening for a [Position Title] and to learn more about [Name of Company].

Unfortunately, I won't be able to make the date you suggested, as I have a former obligation with my current company that I cannot miss. Are you available between Wednesday, January 10 and Friday, January 12, between 9 am and 3 pm EST instead? I'm happy to work with your schedule to find another time that best suits you.

Thank you,

[Your Name]

You can also ask for the names of the individuals that will be interviewing you so that you can do your research on them ahead of time and prepare for the interview. You might want to say something like: "I assume that I will be speaking with you and, possibly, others. Please, if possible, share the names and job titles of the other people who will be interviewing me so I can come prepared."

Another addition you might want to toss in your response to the interview invite is your preferred contact information if the email you used to apply for the job, for example, wasn't the email you typically use.

When Should You Reject an Email Invite to an Interview?

Declining a job interview can feel awkward, especially as no one wants to burn bridges. But declining an interview offer doesn't have to mean that you're ruining your relationship with the company. There are ways to decline a job interview offer gracefully — and even possibly keep the doors open for any future opportunities. 

There are tons of reasons that you might want to decline a job interview. Perhaps you've grown confident that the job offer wouldn't be appealing to you if you do receive it, or perhaps something came up so you're no longer able to interview for the company.

Here are a few specifc scenarios when you should reject an interview offer:

  • You've received a better job offer elsewhere that you know you are going to take or have already accepted.
  • Since applying for the position, you found out that the company's values do not align with your own values, or you don't align with the company's values. So the job doesn't seem so fitting anymore.
  • You have other obligations you've decided to prioritize like a family or another passion, so you know you are not going to accept the job offer if you get it.
  • You simply changed your mind, and you just don't want the job anymore for whatever reason.

How Can You Respectfully Decline an Interview Invite via Email?

You can decline an interview in a number of ways. If you've decided to reject your job interview offer via email, be sure to follow some steps to keep it professional as possible.

  1. Let your interviewer know as soon as you can that you are not interested in talking more about the open position.
  2. Be brief about your reason; you shouldn't overshare why you don't want the job anymore.
  3. Don't spread any negative words about the company that could burn bridges and spoil any future opportunities should they become available (and attractive) to you.

Example:

Hi[Name of Company Representative],

Thank you so much for reaching out. 

I no longer am available for interviews [list a reason here — you recently accepted a job; you're no longer looking for a position, you changed the location where you're job searching, etc].

Best of luck in your search.

Thank you,

[Your Name]

Get in front of recruiters with a Professional Profile on FGB.

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AnnaMarie Houlis is a feminist, a freelance journalist and an adventure aficionado with an affinity for impulsive solo travel. She spends her days writing about women’s empowerment from around the world. You can follow her work on her blog, HerReport.org, and follow her journeys on Instagram @her_report, Twitter @herreportand Facebook.

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