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How to Write an Interview Confirmation Email, According to Recruiters | Fairygodboss
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The Most Important Part of an Interview is Also Most Likely to Be Ignored, According to Recruiters
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Una Dabiero
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Editorial Associate at Fairygodboss
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While we often focus on the importance of resumes, cover letters and interviews in the job search process, there's an important step that hardly gets the spotlight: The communication you have with the hiring team that ultimately decides you fate. Every email you send to a potential interviewer is important, but one specific part of this communication takes the cake. 

"Imagine getting a text from a friend to go see a movie and not bothering to hash out the details. You’d likely never cross paths. The same will happen if you skip the interview confirmation email," according to Grey Idol, Co-founder of Payroll Funding

The interview confirmation email isn't only important because it ensures you set yourself up for an interview — it also establishes your initial relationship with a recruiter or employer. First impressions are critical to a successful job search and personal biases — positive or negative — can impact your likelihood to get a role. 

"While interview confirmation emails aren’t a be-all and end-all element that predetermines whether you will get a job or get passed over, it’s definitely something that could tip the scales in your favor," Jagoda Wieczorek, HR Manager at ResumeLab, said. How can you make sure the scales tip your way? Keep reading for advice on making sure your confirmation email gets you one step closer to being considered for the job. 

How to respond to an interview request.

So, what does a strong interview confirmation email look like? First, the recruiters we spoke to suggested responding to the email directly instead of sending your own correspondence — this gets rid of the question of what subject line to use. When it comes to the body of the email, we've included more specific directives below.

What the email should say:

Every hiring professional we spoke with advocated for keeping your email succinct and making sure you get all the information you need to successfully interview in one message. 

"A successful interview confirmation email needn't be long winded — it just needs to be courteous, appropriately enthusiastic and ask the right questions," Amy McWaters, CEO at The Hamper Emporium, said. "One succinct email that confirms the necessary details really keeps the hiring manager's inbox from getting cluttered and confused —the worst thing is if you forget to ask details about the interview location or requirements and have to send many notes back and forth!"

"Don't wax poetic about how excited you are to work for the company or ask a bevy of questions that are in our FAQ just to show your eagerness. It won't help you get hired," agreed David Cusick, Chief Strategy Officer at House Method.

So, these are the basic steps for a successful and snappy interview confirmation email: 

1. Start with a "thank you" to the hiring manager or interviewer.

"Always start with your thanks," Cusick said. A quick line about appreciating the opportunity or them reaching out will do the trick.

2. Confirm the important details. 

Next, it's time for the most important part of your email: Making sure you show up for the interview in the right way. 

"Confirm the time, date, and place of the interview process to ensure all the parties are on the same page," Wieczorek said. 

You can confirm by restating the information in your interviewer's original email. If a time and date isn't provided in their initial email, keep reading. 

3. Ask any clarifying questions you have.

If everything you need to know isn't in the initial email from the interviewer, make sure you clarify now. Ensure that you have the address and floor number or room number you should be navigating yourself to. Make sure you set a specific time and have the proper time zone, if you'll be interviewing remote. If you require any accommodations, let your interviewer know now and be sure to ask any questions regarding the accommodation. 

Even once the logistics are addressed, there are a few additional questions you should make sure you have the answers to. 

"Ask who will be present and if there are resources that they’d like you to bring," Idol advocates. 

4. Sign off.

End things with a professional but friendly sign off and your contact information.  

"Finish the email as a professional. End with a confident salutation and always, always, include your best contact information, so it’s easy for them to follow up," Idol said. 

Remember: Proper grammar and spelling is important at all steps of the job search, but especially this late in the game, according to the hiring professionals we spoke with. Be sure to use spell check and to check your sentence structure before sending. 

"Make sure to run your writing through a grammar checker like Grammarly to remove any potential typos that might short-circuit your chances from the get-go," Wieczorek said.

Need more of a helping hand? Here are interview email confirmation templates for a series of situations: When you just have to confirm, when you have to ask questions and when you're asked to send an answer to a follow-up question. 

Example: Basic confirmation email 

Dear [Name of Sender], 

Thank you for the opportunity to interview for the [Graphic Design Lead role] at [Employer], located at [123 1st Ave.] on [August 8th] at [9:00 a.m.]. 

When you are able, could you share the name and title of the person who will be interviewing me? Additionally, are there any materials beyond my resume you'd like me to have on hand?

I'm looking forward to Monday's conversation and the opportunity to learn more about the role. If I can provide any additional information before the interview, please let me know. 

Best, 

[Your Name]

Example: Confirmation email when you have questions

Dear [Name of Sender], 

Thank you for the opportunity to interview for the [Graphic Design Lead role] at [Employer] on [August 8th] at [9:00 a.m.].

When you are able, can you confirm the interview will be conducted at the headquarters listed on [Employer]'s website: [123 1st Ave.]? Additionally, can you share the name and title of the person who will be interviewing me, and if there are any materials beyond my resume you'd like me to have on hand? 

Again, thank you for this opportunity. I'm looking forward to Monday's conversation.

Best, 

[Your Name]

Example: Confirmation email when you're asked a follow-up question on your application

Email one: 

Dear [Name of Sender], 

Thank you so much for the opportunity to interview for the [Graphic Design Lead role] at [Employer]. I am available [on either August 8th or August 9th from 3:00 p.m. to 6:00 p.m.]. Please confirm what time is most convenient. 

Again, thank you for this opportunity. I'm looking forward to next week's conversation.

Kind regards, 

[Your Name]

Email two:

Dear [Name of Sender], 

Thank you for the opportunity to interview for the [Graphic Design Lead role] at [Employer], located at [123 1st Ave.] on [August 8th] at [9:00 a.m.]. 

When you are able, could you share the name and title of the person who will be interviewing me? Additionally, are there any materials beyond my resume you'd like me to have on hand?

I'm looking forward to Monday's conversation and the opportunity to learn more about the role. If I can provide any additional information before the interview, please let me know. 

Best, 

[Your Name]

When to send a confirmation email. 

Sending your interview confirmation A.S.A.P. after you get an interview request is the best way to go, according to the hiring professionals we interviewed. 

"The best way to impress is to be timely. Confirm the email as soon as you can within regular business hours," Cusack said. 

In other words, this isn't dating and there's no reason to play "hard to get." Looking on top of your responsibilities is key, so responding within fifteen minutes is not only perfectly OK but actually preferred. But, no sweat if it takes you a few hours to respond. Just be sure to hit "re:" within 48 hours of receiving the request. 

How to stand out in your interview confirmation email.

Beyond the necessary lay out, there are subtle ways to stand out in your confirmation email. 

1. Add a quick line about how you're excited to interview for the role.

Saying a few words about being excited for the role can be a perfect way to end your email with a bit of flair, according to McWaters.

"It never hurts to say you're excited or looking forward to the interview. We want to know you want to be there," she said. 

Right before you say your final salutation, add a line about how you are looking forward to the interview and connecting with the sender or their team. 

2. Use a professional email signature. 

Create a nice block email signature for the end of your email that includes your full name, pronouns current role or title and phone number. If you have a personal website or LinkedIn, include a link to that, also. This adds an air of professionalism and gives your interviewer a quick way to contact you or refresh themselves on who you are before the interview. 

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