Interview Invitation Email Sample: Vital Tips to Win Talents

So, your job advertisement has served its function to bring back qualified candidates. You have also scheduled further interviews for potential employees. Now is the time to reach out, discover, and decide on the best fit for the position. It is never a waste to make an effort to craft an effective interview invitation email. A well-written interview invitation email helps recruiters save time and improve the candidate experience.

These 5 simple – yet – effective tips and 3 effective interview invitation email samples, when combined with a recruiting solution such as an ATS or CRM solution, can help you track and manage your campaign and ultimately net you some of the best candidates out there!

1. 5 Essential Tips to Create an Interview Invitation Email to Win Top Talents

Use the Right Language, Tone, and Voice

Language and voice are always powerful tools for job hunters to successfully approach and impress recruiters. It goes the same as how those two factors create a positive candidate experience and an efficient hiring process.

Usually, recruiters utilize language, tone, and voice to establish a specific relationship between them and potential candidates. Hence, the consistency of the wording style plays a vital role in building a positive connection and impression during and after the hiring process. To effectively practice this factor, it is recommended that recruiters assign different groups of applicants to various staff members from the beginning until the end of the recruiting process. By doing this, recruiters can avoid distraction and confusion for both staff and candidates.

Additionally, the use of a light and conversational tone of voice throughout the recruitment will create the feeling of fitting in and appreciating potential candidates. It is worth considering this language style in interview invitation emails as it helps candidates be well-prepared and ready for a high-quality interview. And it is what recruiters expect from their candidates, don’t they?


Create a Clear and Informative Interview Invitation Email

An interview invitation email will only be considered effective when it provides a clear and informative guide to interviewees. In the given interview invitation email template, it is recommended that the hiring manager provides specific information to candidates. Since the candidates are only aware of the information listed in the job description, it is vital to ensure that they acknowledge other necessary details to prepare for the interview.

Additionally, try to help your candidates feel best prepared by telling them the reasons why you reached out. Try to give them a clear direction of what interviewees should expect from the interview.

  • What: Topics of discussion (Getting to know about the company, etc.)
  • Where: Address/Floor/Office Number/A screenshot or link to a map
  • Who: Name and position of all interviewers/Name to ask for at the reception
  • How: Interview format (Video call, face-to-face, etc.)
  • What to bring: Portfolios/ID/References/etc.
  • How long: The estimated duration of the interview

Send Out and Respond to Emails in a Timely Manner

Frequently, a long and tedious recruitment process can cause candidates to drop out. It applies the same to the progress of the drawn-out interview. 83% of candidates indicate a negative interview experience can damage the company reputation the previous company reputation.

To efficiently perform the interview process, recruiters should set a certain suitable time frame and strictly follow it. This fixed calendar prevents recruiters from having a mountain of work to do at once, which lengthens the recruiting process.

Besides, timely interactions can increase the candidates’ acceptance rate. Candidates who receive multiple touchpoints are more likely to grow an emotional connection with the company that engages with them more often. Therefore, setting up automatic emails to increase interactions with candidates can be an effective way to improve candidates’ experiences during the recruitment process.


Proofread every Interview Invitation Email before Sending to Candidates

If the accuracy of grammar and wording in a resume or cover letter reflects the image of a candidate, these factors can also demonstrate the professionalism of a company. Of course, job seekers nowadays are smart enough to recognize which working environment they want to work for and commit to. Therefore, to leave positive impressions on candidates, it is crucial for recruiters to perform careful proofreading before hitting the ‘SEND’ button.

Include the Job Description in the Interview Invitation Email.

Last but not least, do not forget to insert the job description link in the interview invitation email. On average, a job seeker applies no less than 3 job opportunities a day. Hence, it is an effective way to remind your candidates about your business so that they can be well-prepared for the right job interview.

Moreover, by including the job description link to the interview invitation email, candidates will find it easier to look back at the position and company information among all of those job advertisements and perform independent research and preparation for the interview.

Samples of 3 Effective Interview Invitation Emails

Take a look at these 3 effective interview invitation email samples that can get you the best candidates in the door.


Face-to-face Interview.

Subject: Interview Invitation – A Agency for Marketing Coordinator position

Dear B,

Thank you for your application for the Marketing Coordinator at A Agency through Job description link. Your cover letter and resume show that you have excellent experience in Communication and Marketing industry. Therefore, we would like to schedule a time for us to meet for a face-to-face interview at our office.

During the interview, you will have the chance to learn more about the ins and outs of the Marketing Coordinator position and to meet some other staff members. The interview should take roughly one hour.

Our office is located at 123 Farnam Street in Nebraska. Please bring a list of three references and three copies of your resume to the interview.

During the interview, you will be speaking to the following people:

  • C, Executive Chef
  • D, Marketing Manager

In order to make the interview time as convenient as possible, we invite you to choose from one of the following start times:

  • Friday, May 4th at 11.30 AM
  • Wednesday, May 9th at 9.00 AM
  • Thursday, May 10th at 11.00 AM

Please respond with your availability no later than this Wednesday, 2nd May. If you have any questions or problems, please contact 111-2345. We look forward to seeing you.



Hiring Manager

A Agency

Video Call Interview

Subject: Invitation to Interview – A Company for Information Technology Analyst position

Dear B,

Thank you for submitting an online application through the Job description link for the position of Information Technology Analyst at A Company. We looked over your application and would like to invite you to a Zoom interview with our company as soon as possible.

During the interview, you will have an opportunity to learn more about the position and our company. The interview should take approximately one hour. Beside me, the Hiring Manager, there will be C, the Information Technology Lead joining the Zoom interview.

Please visit the following link Interview Scheduling, and adhere to the instructions to select and reserve an interview slot in the upcoming weeks. These slots usually fill quickly, so we recommend that you schedule as soon as possible to receive your preferred time.

If you have any difficulty scheduling the interview, feel free to email us at and we will get back to you as soon as possible.

Best regards,


Hiring Manager

A Company

Digital Interview

Subject: Invitation to Interview – A Company for Brand Identity Manager position

Hi B,

I came across your profile in LinkedIn, and your background shows that you are a perfect fit for our available position here at A Company.

The link to the job description is here Job description link.

If this is something that sounds interesting to you, I have a few quick questions regarding your background, and what you are looking for in your career. You can answer these at your own pace and on your own time using our digital interviewing tool.

Use your smartphone, tablet, or computer with a webcam at your convenience, and I can match your responses with a career that will be rewarding and beneficial to you.

When you are ready, you can start your digital interview here: Interview Scheduling. I’m excited to connect with you.

If you have any issues before the interview, feel free to email us at

Best regards,


Hiring Manager

A Company

Key Takeaways

The interview invitation email is a small but essential step in the hiring process that can make a dramatic impact on the candidate experience. Making the right choice of which interview email template your team will use with potential candidates can significantly improve your candidate engagement in the hiring process. Try out the most suitable email template and implement the best tips we’ve provided for your hiring process and you will see a marked improvement in your retention of the highest-quality candidates.