Did you receive an email for a job interview and now you’re wondering what the best way to respond is? We are here to help! Sometimes you may have to accept a job interview over the phone and other times the invitation will be handled over email. Here, we’ll look at both scenarios. Below, we’ll provide some tips and sample responses you can use to help you respond to a job interview request.
How do you accept an interview invitation over the phone?
With so much business being conducted online these days, candidates can get thrown off by setting up interviews over the phone. If you are on the phone with a recruiter or person from human resources, stay calm. Here are a couple of tips to help make the most out of your time on the phone.
- Keep your calendar in front of you so you can confirm your availability.
- Make sure your phone is charged or plugged in and that you have good reception.
- Take your phone call in a quiet place.
The advantage of being on the phone vs in person is you can keep notes in front of you. If you have questions for the recruiter, have them in front of you so you don’t forget. It’s best to ask all of the questions you have about your upcoming interview while you have the recruiter on the phone. Here are a few things you might want to confirm before your call is over.
- Date, time and location of the interview
- How many people you will be meeting with and their job titles
- About how much time your interview will take
- If there is anything you need to bring
You also want to be polite when on the phone. Don’t forget to use phrases like please let me know and thank you so much. Once they have confirmed the invitation to interview, address anything else you need and then wrap up your call.
How do you confirm an interview via email?
If you receive an invitation to interview in your inbox, make sure you respond promptly. If it comes as a calendar invitation you will want to accept it but also include a note. If there is nowhere to write a note, send an email to the person who set up the interview. Here is a sample email:
Thank you for taking the time to schedule an interview for me. I look forward to meeting the hiring manager and other members of the team. Please let me know if you need anything else from me prior to the interview. I have attached my resume in case you need it.
Make sure you use a professional email address during your job search. If you are still using a goofy email from college, it’s good advice to change it before applying to jobs. It’s also a good idea to have a signature in your email. Include your full name, phone number, email address and additional contact information.
When you send your confirmation, include any questions you may have. You will want to confirm who you are meeting with, the time, a contact phone number, and the office location. It’s also good to know the job title of the people you interview with. Always be very polite and professional in emails about scheduling an interview and include salutations.
How do you respond to a second interview request?
Once you have made it through your first round of interviews, hopefully you’ll be invited back for a second one. Usually the recruiter or human resources representative will schedule an interview with the hiring manager as a second-round meeting. Assuming you are still interested in the job opportunity, you will want to respond in a timely fashion. Here is a sample email you can use for reference when creating your response:
Thanks so much for the interview invitation with the hiring manager. I look forward to meeting them in person. I am excited about the position and the possibility of being a part of this company. I appreciate all you have done to coordinate setting this up. I am available any day next week and can make most times work. Please let me know any other details you can share about the employer or company culture so I can be best prepared for my interview. Thanks again, I’m looking forward to the interview!
Final thoughts on accepting job interviews
Throughout your job search, check your email and voicemail frequently. You don’t want to miss an offer to interview. If at some point you are not interested in the role anymore, it’s best to tell them. You ought to say and do the right thing during the process, especially since your paths may cross again.
If you need to reply to an interview request over the phone, make sure you are in a quiet place to have a conversation. If the recruiter doesn’t answer, leave a detailed message with all of your contact information. After leaving a voicemail, consider sending a follow-up email. That way, they can get back to you either way.
During any job search, take time with your responses on both email and on the phone. Whether you’re corresponding with the recruiter or the hiring manager, you always want to be polite. With that said, if you follow the tips above, you’ll be one step closer to your next job.