Interview confirmation email template
The moment a slot is booked, the candidate should be left with nothing to guess: time, length, who they are meeting, where or how, and one line telling them how to move it. That is the whole job of an interview confirmation email, and sent well it is the last message you need before the reminder, the one that stops the anxious follow-up asking whether the interview is still on. The three below cover a video call, a visit to the office, and a phone conversation.
The templates
Subject Confirmed · your interview with [Company]
Hi [Candidate first name],
Your interview for [Role] at [Company] is confirmed for [Date and time]. It runs about [Duration].
You will speak with [Interviewer name] on Google Meet: [Meet link]. Joining a couple of minutes early gives you time to check your camera and microphone.
We will cover your experience, what the team is working on now, and any questions you have. There is nothing to prepare.
If the time stops working, use the same link to pick another slot or cancel: [Booking link].
[Your name] [Company]
Subject Confirmed · [Date and time] at our office
Hi [Candidate first name],
Your interview for [Role] is confirmed for [Date and time], at [Address]. Allow about [Duration].
Ask for [Interviewer name] at reception and someone will come down to meet you. Bring photo identification in case the desk asks for it. Nothing else is needed.
You will meet [Interviewer name] and one other person from the team. Dress however you are comfortable.
If something changes, use the same link to pick another time or cancel: [Booking link]. My number is [Your phone number] if you are running late.
[Your name] [Company]
Subject Confirmed · your phone interview for [Role]
Hi [Candidate first name],
Your phone interview for [Role] at [Company] is confirmed for [Date and time]. Allow about [Duration].
[Interviewer name] will call the number on your application, from [Your phone number]. Saving it now means the call will not arrive as an unknown number.
Somewhere quiet with decent signal is all you need. There are no slides and no test.
If the time no longer works, use the same link to pick another one or cancel: [Booking link].
[Your name] [Company]
When to send it
- Immediately after the candidate books, while they still have the calendar open.
- After a phone call where you agreed a time out loud, so there is a written record of it.
- When you change anything about a booked interview, even something small like the room.
- Whenever more than a week separates the booking from the interview itself, since a gap that long is where no-shows come from.
What to change
- The names. Both the interviewer and yourself, with a phone number the candidate can actually reach on the day.
- What to bring, or the explicit line saying nothing is needed. Candidates over-prepare in the absence of instructions.
- The reschedule line. In Bestpeople the confirmation email goes out automatically when the candidate books, and the same personal link reschedules or cancels without them writing to anyone.
In Bestpeople this confirmation goes out the moment the candidate books, and the interview lands in Google Calendar with its Meet link. See how