Scheduling the interview can often turn into a game of email tag that takes days to resolve.

That's why you need to send efficient, to-the-point emails to your candidates.

This article will provide you with eight ready-to-use templates, and show you how to automate and enhance your interview process.

The Right Way to Write a Schedule Interview Email

A poorly written scheduling email can cost you top talent. Here’s how you can create an effective, engaging interview scheduling email :

Subject Line

Your subject line is the first thing your recipient will see, and it must be clear and to the point. A subject line like "Interview Request: John Doe – Marketing Manager" instantly communicates the purpose of your email and avoids the dreaded ambiguity that leads to unopened messages​.

Greeting

Always address the recipient by their name. Using a generic greeting like "Dear Candidate" can make your email feel impersonal. Instead, "Dear Ms. Smith" or "Hello Mr. Johnson" shows that you’ve taken the time to personalize your communication.

Introduction

Your introduction should be brief but informative. Mention who you are and why you're writing. This immediately gives context and shows that you're organized and direct​.

Availability

Offer multiple dates and times for the interview. For example, "I am available for an interview on the following dates: July 25th, 10 AM - 12 PM; July 26th, 2 PM - 4 PM; and July 27th, 9 AM - 11 AM. I am located in the EST time zone." By providing options, you reduce the back-and-forth and speed up the scheduling process​.

Confirmation Request

Politely ask the recipient to confirm the interview time or suggest an alternative. For instance, "Please let me know if any of these options work for you. If none are suitable, please suggest an alternative date and time, and I will do my best to accommodate it." This shows you're willing to adjust and value their time​​.

Contact Information

Include your contact information at the end of the email. This should be straightforward, such as, "You can reach me at john.doe@example.com or 123-456-7890." Providing this information upfront avoids unnecessary delays and ensures smooth communication.

Thank You Note

Always end with a thank you note. Express your appreciation for the opportunity and reiterate your enthusiasm for the interview. For example, "Thank you for considering my application. I look forward to hearing from you soon."

8 Schedule Interview Email Templates

Having a set of templates for scheduling interviews can save you time and ensure consistency :

1. Initial Interview Invitation

This template is for the first time you invite a candidate to an interview.

Subject: Interview Invitation: [Your Name] – [Job Title]

Dear [Candidate’s Name],

Thank you for applying for the [Job Title] position at [Company Name]. We were impressed with your application and would like to invite you for an interview.

I am available for an interview on the following dates:

• [Date 1], [Time 1]
• [Date 2], [Time 2]
• [Date 3], [Time 3]

Please let me know if any of these options work for you. If none of these dates are suitable, please suggest an alternative date and time, and I will do my best to accommodate it.

Looking forward to your response.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

2. Rescheduling Interview

Use this template when you need to reschedule an already agreed interview time.

Subject: Rescheduling Interview: [Your Name] – [Job Title]

Dear [Candidate’s Name],

I hope you’re doing well. Due to unforeseen circumstances, we need to reschedule your upcoming interview for the [Job Title] position at [Company Name]. We apologize for any inconvenience this may cause and appreciate your flexibility.

I am available for an interview on the following dates:

• [New Date 1], [New Time 1]
• [New Date 2], [New Time 2]
• [New Date 3], [New Time 3]

Please let me know if any of these options are suitable for you, or if you have other preferred times.

Thank you for your understanding.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

3. Confirmation of Interview

This template is for confirming your availability for a scheduled interview.

Subject: Confirmation of Interview on [Date] for [Job Title] at [Company Name]

Dear [Interviewer’s Name],

Thank you for inviting me to interview for the [Job Title] position at [Company Name]. I am writing to confirm my attendance at the scheduled interview on [Date] at [Time], to be held at [Location/Link for Remote Interview].

I look forward to discussing how my skills and experiences align with the needs of your team and learning more about the opportunity.

Warm regards,
[Your Name]
[Your Contact Information]

4. Phone Interview Invitation

This template is for scheduling a phone interview, providing clear instructions on the time and contact details.

Subject: Phone Interview Invitation: [Your Name] – [Job Title]

Dear [Candidate’s Name],

We are pleased to inform you that your application for the [Job Title] position at [Company Name] has progressed to the next stage. We would like to schedule a phone interview to discuss your qualifications further.

I am available for a phone interview on the following dates:

• [Date 1], [Time 1]
• [Date 2], [Time 2]
• [Date 3], [Time 3]

Please confirm which of these options works best for you, or suggest an alternative time if necessary. You can reach me at [Your Phone Number].

Looking forward to speaking with you.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

5. Video Interview Invitation

Use this template to schedule a video interview, providing clear instructions and necessary details about the video conferencing platform.

Subject: Video Interview Invitation: [Your Name] – [Job Title]

Dear [Candidate’s Name],

Thank you for applying for the [Job Title] position at [Company Name]. We would like to invite you to a video interview to discuss your qualifications further.

I am available for a video interview on the following dates:

• [Date 1], [Time 1]
• [Date 2], [Time 2]
• [Date 3], [Time 3]

The interview will be conducted via [Platform Name]. Please let me know which of these options works best for you, or suggest an alternative time if necessary. You will receive a link to join the meeting once the time is confirmed.

Looking forward to speaking with you.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

6. Panel Interview Invitation

This template is for inviting a candidate to a panel interview, specifying the names and titles of the interviewers.

Subject: Panel Interview Invitation: [Your Name] – [Job Title]

Dear [Candidate’s Name],

We are pleased to inform you that your application for the [Job Title] position at [Company Name] has progressed to the next stage. We would like to invite you to a panel interview with our team.

I am available for the panel interview on the following dates:

• [Date 1], [Time 1]
• [Date 2], [Time 2]
• [Date 3], [Time 3]

You will be meeting with [Interviewer 1], [Title]; [Interviewer 2], [Title]; and [Interviewer 3], [Title]. Please let me know which of these options works best for you, or suggest an alternative time if necessary.

Looking forward to your response.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

7. Follow-up Interview Invitation

Use this template for scheduling a second-round interview, highlighting any additional steps or documents needed.

Subject: Follow-up Interview Invitation: [Your Name] – [Job Title]

Dear [Candidate’s Name],

Thank you for participating in the initial interview for the [Job Title] position at [Company Name]. We are pleased to invite you for a follow-up interview.

I am available for the follow-up interview on the following dates:

• [Date 1], [Time 1]
• [Date 2], [Time 2]
• [Date 3], [Time 3]

For this interview, please bring [any additional documents needed]. Please confirm which of these options works best for you, or suggest an alternative time if necessary.

Looking forward to your response.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

8. Interview Reminder

This template is for sending a reminder email before the scheduled interview date to confirm attendance and provide any last-minute details.

Subject: Interview Reminder: [Your Name] – [Job Title]

Dear [Candidate’s Name],

This is a reminder for your upcoming interview for the [Job Title] position at [Company Name], scheduled on [Date] at [Time].

The interview will be held at [Location/Link for Remote Interview]. Please make sure to bring [any required documents] and be prepared to discuss [specific topics if any].

Looking forward to meeting you.

Best regards,
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]

Set up and Record Automatically Your Interviews

You want to streamline your interview process? Noota, an AI-powered interview assistant, helps you automate these tasks :

• Automate Interview Scheduling : Noota syncs with popular calendar platforms like Google Calendar and Outlook.  Noota sends automated reminders to both you and the candidates before the interview
• Record Interviews Automatically : Once the interview is scheduled, Noota automatically sets up the recording. Whether the interview is conducted over Zoom, Google Meet, or any other platform, Noota provides transcriptions of the interviews. The AI analyzes the conversation and highlights key points, making it easier for you to review the candidate's performance.

You want to automate your interview scheduling and recording process ? Try Noota for free.