How to Respond to an Interview Request

An interview invitation is an exciting step in your path to a new job. But this first contact sets the stage for the rest of the hiring process. It is important that you respond to an interview request in a professional manner and in a timely fashion.

Whether the request comes via email, phone, or LinkedIn, it is important to know how to reply to an interview invitation.

We will walk you through the ins and outs of how to respond to an interview request and how to make a great first impression.

Why responding to interview request matters?

The interview request is the moment when all your job-search activities have led up to it. A potential employer has reached out to you because they’re interested in your qualifications and ready to take the next step.

They’re passing the baton to you. Your respond to interview request will lay the groundwork for how the rest of your interactions with them unfold – and whether you ultimately land the position.

First impressions are lasting

While your resume or application might have already made a good impression, your response to an interview invitation for an interview is the first time the employer will hear from you directly.

• A carefully crafted reply tells the employer that you are serious about the opportunity and that you can interact in a professional setting.
• An unprofessional or delayed response is setting yourself back by not coming off as someone who is interested.

In a competitive market, employers want to hire those who show they are efficient, reliable, and respectful of deadlines.

Demonstrates your communication skills

The ability to clearly communicate is a necessary skill in almost any profession you might consider.

Responding to an interview request promptly and professionally shows that you have the right qualities. You must be able to follow directions, confirm details, and ask the right questions.

Your willingness to engage in correspondence and represent the company in future communications shows that you can be a reliable employee.

Shows enthusiasm and interest

A timely and thoughtful response demonstrates that you are genuinely excited about the opportunity.

Employers also want to hire people who are not just qualified, but who are also interested in the company and the role. A well-written reply shows that you’re ready to engage with the company and want to take the next step.

Enthusiasm is a non-quantifiable qualification that can really set you apart from other candidates, particularly in a tough job market.

Sets expectations

If your reply is professional and well-organized, this sets the tone for the ongoing interactions – the actual interview, followup communication, and even negotiations that may take place.

If it’s rushed or informal, it could contribute to the hiring manager’s decision that you’re not right person for the job.

Considerations before you reply to interview invitation

The following points will help you to put together the best possible response to an interview request before committing it to writing.

Review the interview request

First, read the entire invitation carefully. Whether it arrives via email, phone, or LinkedIn, make sure you fully understand the details.

If the information of any of these are unclear or missing, that’s your opportunity to ask for clarification. Make sure that the location, company, and role all check out.

It’s possible that you’ve applied for more than one position at the same company, or perhaps for similar roles at different organizations. That's why you want to be sure you know which one the interview request is referring to.

Assess your availability

Consider your availability on the suggested dates and times. If the interview is being proposed for several dates, then choose the time that is most convenient for you.

If a certain time is mentioned and you are not available, prepare to offer alternatives.

Prepare to ask for additional information

In many cases, the invitation may not provide all the information you need. If the request is vague, this is the time to ask for further details.

• If it’s not clear whether the interview will be conducted over the phone, via video call, or in person, politely ask for confirmation on the format.
• If the meeting is in person and the address wasn’t provided, request the full details of the location or instructions for parking or building access.
• Knowing how long the interview will last helps you plan your schedule effectively.

However, avoid overwhelming the employer with too many questions in your initial reply. Focus on the essential details that will allow you to adequately prepare.

Consider your tone

The tone should be polite and enthusiastic. Even if the culture of the company is very casual, go on the side of formality with your initial correspondence.

You can adjust your tone based on the style of the employer as you progress through the interview process.

Don’t be too informal or too familiar – that can come off as unprofessional, but don’t be too stiff or robotic, either. Be professional, yet enthusiastic.

Timing

Ideally, you should reply within 24 hours of receiving the request. This shows that you are organized, respectful of the employer’s time, and excited about the opportunity.

Even if you’re unsure of your availability, it’s still a good idea to acknowledge the request. Inform the employer that you’re checking your schedule. This way, they know you’ve received the invitation and are working on a reply.

How to respond to an interview request?

Now that you’ve considered the key factors, it’s time to craft your interview confirmation email.

Whether you’re accepting the invitation, asking for more information, or even declining the request, your response should follow a professional structure.

Step 1: Express gratitude

Start your response by thanking the sender for the opportunity. This sets a positive and professional tone, showing that you value their consideration.

Thank you for reaching out and considering me for the Marketing Specialist position at Bright Media Solutions. I appreciate the opportunity to discuss how my skills and experiences align with your team’s needs.

Step 2: Confirm interview details

Make sure to confirm the key details of the interview, such as the time, date, format, and location (if applicable). This avoids any misunderstandings and shows that you are organized.

Example: "I can confirm that the interview is scheduled for Thursday, October 19th, at 10:00 AM. Please let me know if this will be conducted in person at your office, or if we’ll connect via Zoom."

Step 3: Ask any necessary questions

If there are any details you’re unsure about or if you need clarification, this is the time to ask. For example, you might inquire about the interview length or if there’s anything you need to prepare in advance.

Step 4: Express enthusiasm

Close your message by reiterating your enthusiasm for the role and the upcoming interview. This helps convey that you are excited about the opportunity.

I am very excited to speak with you and learn more about the role and the great work being done at Bright Media Solutions. I look forward to our conversation!

How to respond to interview invitation samples

Requesting to reschedule

Subject: Request to Reschedule Interview – Michael Brown

Dear Ms. Evans,

Thank you very much for considering me for the Sales Associate position at Summit Retail and inviting me to interview. I am very excited about the opportunity to join such a dynamic team and contribute to the company’s sales goals.

Unfortunately, due to a prior commitment that I cannot change, I am unable to attend the interview scheduled for Tuesday, October 17th. I sincerely apologize for any inconvenience this may cause. Would it be possible to reschedule the interview to Wednesday, October 18th, or Friday, October 20th, in the afternoon? If neither of these dates works, I am happy to accommodate any alternative suggestions you may have.

I appreciate your understanding and flexibility. I am eager to meet with you to discuss how my experience in customer service and sales can benefit Summit Retail.

Thank you once again, and I look forward to hearing from you.

Best regards,
Michael Brown
michael.brown@email.com
(321) 765-4321

Response to interview invitation by phone

Interviewer: Hi, is this Emily Carter?

Emily: Yes, this is she.

Interviewer: Hi, Emily! This is John Smith from Green Valley High School. I’m calling to invite you for an interview for the English Teacher position you applied for. Are you available to chat for a few minutes?

Emily: Yes, thank you for calling! I’d love to discuss the opportunity.

Interviewer: Great! We’d like to schedule your interview for this Wednesday at 10 AM. Does that work for you?

Emily: That works perfectly for me. Thank you for accommodating my schedule!

Interviewer: Excellent! The interview will be conducted in person at our school. I’ll send you an email with the address and additional details shortly.

Emily: Sounds good! I’ll look out for that. Do you need any further information from me at this stage?

Interviewer: No, everything is set for now. Just come prepared to discuss your teaching philosophy and how you engage students in the classroom.

Emily: Absolutely! I’m looking forward to it. Thank you again for the opportunity.

Interviewer: You’re welcome, Emily! We’ll see you on Wednesday at 10 AM.

Emily: Looking forward to it. Have a great day!

Interviewer: You too! Bye.

Emily: Bye!

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Conclusion

Responding to an interview request is an important part of the job search process. A responsive applicant shows enthusiasm and reliability, two traits employers appreciate.

Use this guide and its helpful tips and examples to ensure your response to interview invitation is one that will help you move closer to your next job.

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