After weeks of submitting applications that seemed to vanish into the void, you finally receive an email that lights up your screen: an interview invitation! Your first reaction might be to search for tips on answering common interview questions—you want to make sure you'll ace it, especially after feeling stuck in a job search slump. But before you get carried away with prep, there's another important step to take: You need to confirm the interview, which often means crafting an interview confirmation email.
This article will cover how to email your interview confirmation, with tips, examples, and a handy template to help you write your own message.
Why your interview confirmation email matters
An interview confirmation email is a formal message sent to confirm the details of an upcoming interview between a candidate and an organization. “It typically includes information about the date, time, location, and any other pertinent details related to the interview process,” says Max Williams, founder and CEO of Herobot, who has extensive experience in recruiting.
A well-crafted email goes beyond mere confirmation; it sets the tone for the interview experience, showcasing professionalism, attention to detail, and respect for everyone’s time. By ensuring clear communication and alignment on logistics, an interview confirmation email leaves a positive impression that could influence decisions by top talent and recruiters alike.
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What to include in an interview confirmation email
A quick “Sure, that works for me!” won't do the trick. Here are the key elements of your interview email confirmation:
- Subject line: If you’re crafting a confirmation email from scratch rather than simply replying to the recruiter's message, a clear subject such as “Interview Confirmation - [Position Title]” helps the recruiter immediately understand the purpose of the email, setting expectations right from the start, Williams says. A precise subject grabs attention, establishes context, and helps keep communication organized.
- Friendly (yet professional) greeting: Skip “To whom it may concern.” Instead, use the recruiter’s name to personalize your message. “This confirms you’re reaching out to the right person,” Williams says. Personalization shows you value them and helps set a friendly tone while verifying details reassures everyone about the schedule.
- Appreciation: “Thank the recruiter for their invitation and express your excitement about the opportunity to interview,” Williams says.
- Details: Be precise and direct in your email, including only necessary details. Mention your availability and clarify interview details such as date, time, dress code, and format (in-person or virtual) to avoid confusion and last-minute surprises.
- Contact information: Provide another point of contact for any questions or changes, such as your phone number. This helps prevent unnecessary stress and confusion in case any issue arises.
- Closing: A friendly, professional sign-off encouraging them to reach out if needed. “This reassures that you’re approachable and willing to assist,” Williams explains. (Here's how to end any professional email—with a list of sign-offs that are more sincere than “Best.”)
Key tips for crafting a confirmation email for an interview
Knowing the key elements of your email is already half the battle won. As you craft your message, keep these additional tips in mind:
- Avoid an overly casual tone. Balance warmth with professionalism, as being too casual might suggest a lack of seriousness or respect. Avoid using slang or informal language in your confirmation email, and instead opt for clear and concise communication.
- Personalize your email. Avoid sending generic or automated messages that lack personalization. Instead, take the time to personalize each confirmation email with specific details about the company and the interview. This personal touch shows genuine interest and effort on your part.
- Check any grammar mistakes. Proofreading emails for typos and inaccuracies is crucial for maintaining professionalism. A polished email showcases attention to detail and enhances credibility. By ensuring error-free communication, you show respect for the interviewer and reduce the risk of misunderstandings, fostering trust.
Interview confirmation email template
To put these tips into practice, here's an email template for interview confirmation that you can use:
Subject: Confirmation of Interview for [Job Title] Position
Dear [Recruiter's Name],
Thank you for inviting me to interview for the Marketing Specialist position at [Company Name]. I am excited about the opportunity and would like to confirm our meeting on [Date] at [Time], at [Location].
I am eager to discuss my background in [field/area of expertise] and how I can contribute to your team. Please let me know if there are specific topics I should prepare for, or if there are any materials to bring for the interview.
Thank you for considering my application. I look forward to our conversation.
Best regards,
[Your Name]
[Your Contact Information]
[LinkedIn Profile or Professional Website, if applicable]
Interview confirmation email: Samples
Not sure yet? Take a look at these sample emails for inspiration as you start to draft your own interview confirmation.
Example #1: Addressing special instructions or requirements
You might need to request accommodations in your email, whether that’s wheelchair access or a quieter environment if you experience anxiety. The same goes for any specific documents or preparations you need for tasks like a presentation. As Williams says, “Ensure this is clearly outlined in a separate section of the email.” This way, everyone has ample time to prepare and understands the expectations.
Subject: Request for Special Accommodation
Dear Mr. Johnson,
I hope you are well. I am writing to discuss the possibility of arranging a special accommodation for my upcoming interview scheduled for March 15th at 10:00 AM. Due to a medical condition that affects my mobility, I would greatly appreciate it if the interview could be conducted on the ground floor or via a video call.
Thank you very much for considering my request. Please let me know if any additional information is needed from my end.
Looking forward to your response.
Best regards,
Jane Doe
Example #2: Rescheduling an interview
When rescheduling an interview, be both apologetic and efficient. “Offer alternative dates and times right away, explain why the change is needed, and show appreciation for the other person's flexibility,” Williams says.
Subject: Rescheduling Interview for the Marketing Manager position
Dear Mr. Smith,
I would like to thank you for offering me the opportunity to interview for the Marketing Manager position at Creative Solutions Ltd. Unfortunately, due to unforeseen circumstances, I am unable to make it on the scheduled date and time.
I apologize for any inconvenience this may cause and appreciate your understanding. Would it be possible to reschedule the interview? I am available on Wednesday afternoon or Friday morning, and am willing to adjust my schedule to accommodate your availability. Please let me know which day and time would work best for you.
Once again, I apologize for any inconvenience and look forward to meeting with you soon. Thank you for your consideration.
Best,
Alex Johnson