Interview invitation email: 3 templates
An interview invitation email tells a candidate you want to meet them, what the conversation will cover, and how to get a time on the calendar. The three below cover the formats most small teams use: a video call, a visit to the office, and a first phone conversation. Each one gives the candidate the practical details up front and one link to choose a slot, which is the part that saves the most time, as covered in how to schedule interviews faster.
The templates
Subject Interview with [Company] · [Role]
Hi [Candidate first name],
Thank you for applying for [Role] at [Company]. We would like to meet you and hear more about your work.
The interview is a video call with [Interviewer name] and takes about [Duration]. Pick the time that suits you here: [Booking link]. The Google Meet link arrives with your confirmation.
If nothing on the list works, or something changes later, use the same link to pick another time.
[Your name] [Company]
Subject Interview at our office · [Role] at [Company]
Hi [Candidate first name],
Thank you for applying for [Role]. We would like to invite you in to meet [Interviewer name] and see where the team works.
The interview takes about [Duration] and we are at [Address]. Ask for [Interviewer name] at reception and someone will come down for you.
Choose a time that works here: [Booking link]. The same link lets you pick another slot if your plans change. My number is [Your phone number] if you are held up on the day.
[Your name] [Company]
Subject Phone interview for [Role] at [Company]
Hi [Candidate first name],
Thank you for applying for [Role] at [Company]. Before we go further, [Interviewer name] would like a short call to talk about the job and answer your questions.
The call takes about [Duration]. We will call the number on your application, from [Your phone number], so it is worth saving.
Pick a time here: [Booking link]. If the day gets busy, use the same link to choose another one.
[Your name] [Company]
When to send it
- Within a day or two of the application, while the candidate still remembers who you are.
- Straight after a screening call, when you both agreed on a next step.
- In the morning, so the candidate has the working day to check their calendar and reply.
- When a referral comes in and you want to move before somebody else does.
What to change
- The interviewer's name and job title, so the candidate knows who they are meeting.
- The format and the length. [Duration] and whether it is video, phone or on site belong in the second paragraph, not buried at the end.
- The booking link. In Bestpeople, [Booking link] is the candidate's own link and shows only the slots in which you are genuinely free, with Google Calendar busy times taken out. There is no account and no form. See the demo.
- The tone. Warm and short works for most roles; adjust it to the way your company already writes.
Bestpeople puts a personal link in this invitation, showing the candidate only the slots your interviewers are genuinely free. See how