Interview Confirmation Email Template with Checklist

Once the interview date and time have been agreed on, it’s important to send a confirmation email. This helps reduce the risk of late arrivals or no-shows and gives the candidate everything they need to prepare for the interview.

When Should You Send an Interview Confirmation?

Send the confirmation as soon as the candidate selects a convenient time slot from the options you provided or confirms the time during a phone call.

What Should You Include in an Interview Confirmation Email?

• Meeting details. Include the exact date, time, format, video call link, or office address.
• Interview agenda. Give the candidate a brief overview of the topics you’ll cover.
• Technical details or dress code. Include access codes, visitor instructions, or any other information they may need before arriving.

Interview Confirmation Email Template

Subject: [COMPANY NAME]: Interview Confirmation for the [JOB TITLE] Position

Hello [NAME],

Thank you for getting back to us so quickly! This is to confirm your [FORMAT: online / in-person] interview with [INTERVIEWER NAME, TITLE] on [DAY, DATE] at [TIME].

Here’s what we’ll cover:

• Introductions and a brief overview of the company.
• A discussion of your experience in [FIELD / TECHNOLOGIES].
• Time for any questions you may have about the role and responsibilities.

Here are the details for joining / visiting:

• For an online interview: video call link: [LINK]. Access code (if required): [CODE].
• For an in-person interview: our office address is [ADDRESS]. Please let reception know you’re here to meet [RECRUITER NAME]. We have a casual dress code, so feel free to wear whatever you’re comfortable in.

You’ll also find all the details in the calendar invitation. If you have any questions before the interview, feel free to email or call me!

Best regards,
[YOUR NAME]
[PHONE NUMBER]

Tip for Recruiters: Use ready-to-go email templates in PersiaHR so you don’t have to manually copy and paste meeting links, addresses, and other details every time.

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