So you've landed an interview and the ball's in your court. You need to know how to accept an interview via email. Nail it, and you're one step closer to that dream job. Botch it, and well... let's not go there.
Approximately 92% of recruiters use email as the primary method of communication with potential candidates. And around 85% of job applicants prefer to receive interview invitations through email.
This means you should be ready to both receive and answer job interview and offer requests over e-mail.
We'll guide you through crafting a response that screams 'I'm the one!' without sounding like a robot. You'll learn how to confirm all those little details so nothing slips through the cracks—think contact info, time slots that work for both of you, and hitting send with confidence.
By keeping your tone professional yet personable, proofreading like a hawk (bye-bye typos!), and throwing in some appreciation—it’s all about making every word count.
Promptly Acknowledging the Interview Invitation
When you receive an interview request, it's like getting a VIP pass; your prompt reply is your RSVP. It's not just about showing interest—it’s about respect and professionalism. Think of each job interview email as a step closer to that coveted spot on the team.
A quick email back to the hiring manager speaks volumes before you even meet. Hit 'reply' promptly, and you're already off to a good start, signaling that you're both eager and organized—a surefire way to make them remember you when they’re sifting through piles of applications.
Just imagine how many times work for recruiters could get hectic; acknowledging their invitation emails swiftly can set apart your application from others who might be slower on the draw.
Your response doesn't have to be long—just enough to show appreciation for the opportunity and confirm that yes, this time works for me. You'll want this initial interaction with potential employers through those all-important invitation emails to reflect exactly what kind of employee you will be: responsive, attentive, and ready for action.
The 24-Hour Rule
Following up within 24 hours isn’t just polite; it shows eagerness without seeming desperate. This rule helps confirm something else too: respect for their time during this busy interview phase.
If we say timing is everything—that goes double here because recruiters often juggle multiple candidates across various time zones or schedules when arranging video interviewing sessions or in-person interviews.
So by confirming quickly (but professionally), using phrases such as "Thanks for reaching out," which sets a positive tone right away, lets them know that if they pick up their pace, so will you—a promising start.
How To Structure Your Email Response (5 Steps)
Your email's structure is your first handshake with the hiring manager—it sets the stage for future communications. When you get that interview invitation email, it’s time to craft a response that's as tailored and crisp as your resume.
Make sure to refer to the job listing and any correspondence you received and include those details. You can also include the following:
1. Make The Subject Line & Greeting Personal
Make it clear and to the point. Include your name and the words "Interview Acceptance." For example, "John Doe - Interview Acceptance." Address the recipient by name if possible. If you're unsure of the name, a general greeting such as "Dear Hiring Manager" is appropriate.
2. Give Thanks For The Opportunity
Begin by expressing your gratitude for the opportunity to interview for the position. Show your enthusiasm for the role and the company.
3. Confirmation of Interview Details
Confirm the date, time, and location of the interview as stated in their invitation. If the interview is virtual, confirm the platform (Zoom, Skype, etc.) and any login details if provided or ask for them if they haven't been.
4. Express Your Availability for Further Information
Offer to provide any additional information or documents they might need before the interview. This could include your resume, portfolio, references, or any other relevant materials.
5. Include Your Contact Information & Close
Include your contact information, such as your phone number and email address, even though it's in the email. This makes it easier for the interviewer to contact you if needed. End your email with a professional closing, such as "Sincerely" or "Best regards," followed by your name.
Preparing for Your Interview
It's exciting to finally score an interview, especially for a position you're excited about, but your work doesn't stop there. In fact, you need to research the company to make sure it's the right fit for you. You should also prepare questions you intend to ask in the interview process and come up with some statements that effectively highlight why you're a good choice for their team.
Know what you’re solving so you can uncover the truth that matters most. Often job seekers are not clear about what they value, their strengths and stressors, their ideal leader, the life they are trying to build in the next five to 10 years, the kind of career they are building, or what they are solving for right now. By getting clear about these elements, you hone your intention and attention.
-Andre Martin, Author of Wrong Fit, Right Fit: Why How We Work Matters More Than Ever
Do your research ahead of time so you come across as prepared and strategic. This will help you make a more honest assessment of the company, too.
You not only be knowledgeable about the company's history but also up-to-date with its current events. Did the company recently launch a new product or make an acquisition? Familiarize yourself with its latest press releases and industry trends. This shows your prospective employer that you’re not just living in the past; you are focused on the future.
-Chase Williams, founder of Market My Market
7 Interview Acceptance Email Samples
Note: When writing your email, make sure it aligns with your personal style and the company culture. Additionally, always double check for any typos or errors before sending. You can always use Magical to write and store your email templates and have them instantly personalize too.
Sample 1: Formal Acceptance
Subject: Interview Acceptance for [Position Name] - [Your Name]
Dear [Interviewer's Name],
I am writing to confirm my acceptance of your interview invitation for the [Position Name] at [Company Name]. I appreciate the opportunity and look forward to discussing how I can contribute to your team.
As per your email, I will be available for the interview on [Date] at [Time], conducted via [Platform/Location]. Please let me know if there are any specific documents or information you would like me to prepare ahead of time.
Thank you for considering my application. I am eager to share my experiences and learn more about the role and [Company Name].
Warm regards,
[Your Name]
[Your Contact Information]
Dear [Interviewer's Name],
I am writing to confirm my acceptance of your interview invitation for the [Position Name] at [Company Name]. I appreciate the opportunity and look forward to discussing how I can contribute to your team.
As per your email, I will be available for the interview on [Date] at [Time], conducted via [Platform/Location]. Please let me know if there are any specific documents or information you would like me to prepare ahead of time.
Thank you for considering my application. I am eager to share my experiences and learn more about the role and [Company Name].
Warm regards,
[Your Name]
[Your Contact Information]
Sample 2: Brief and Professional
Subject: Confirmation for [Position] Interview on [Date] - [Your Name]
Dear [Interviewer's Name],
Thank you for the interview invitation. I confirm my attendance for the [Position Name] position at [Company Name] on [Date] and [Time]. I look forward to discussing my qualifications in more detail.
Please let me know if there's anything specific you would like me to bring or prepare.
Best,
[Your Name]
[Your Contact Information]
Dear [Interviewer's Name],
Thank you for the interview invitation. I confirm my attendance for the [Position Name] position at [Company Name] on [Date] and [Time]. I look forward to discussing my qualifications in more detail.
Please let me know if there's anything specific you would like me to bring or prepare.
Best,
[Your Name]
[Your Contact Information]
Sample 3: Enthusiastic Response
Subject: Excited to Accept the Interview for [Position Name] - [Your Name]
Hello [Interviewer's Name],
Thank you so much for this wonderful opportunity! I am very excited to discuss how my background in [Your Field/Experience] can contribute to the [Specific Team/Project] at [Company Name].
I will see you on [Date] at [Time] for the interview. If there’s anything in particular you would like me to prepare or bring along, please do let me know.
Looking forward to meeting you and the team!
Best wishes,
[Your Name]
[Your Contact Information]
Hello [Interviewer's Name],
Thank you so much for this wonderful opportunity! I am very excited to discuss how my background in [Your Field/Experience] can contribute to the [Specific Team/Project] at [Company Name].
I will see you on [Date] at [Time] for the interview. If there’s anything in particular you would like me to prepare or bring along, please do let me know.
Looking forward to meeting you and the team!
Best wishes,
[Your Name]
[Your Contact Information]
Sample 4: Clarifying Details
Subject: Accepting Interview Invitation for [Position Name] - [Your Name]
Dear [Interviewer's Name],
Thank you for the invitation to interview for the [Position Name] role. I am eager to learn more about how I can contribute to [Company Name].
I would like to confirm the interview date and time as [Date] at [Time]. Could you please confirm the location of the interview or if it will be held virtually?
Thank you for your time and consideration. I look forward to your confirmation and additional details.
Sincerely,
[Your Name]
[Your Contact Information]
Dear [Interviewer's Name],
Thank you for the invitation to interview for the [Position Name] role. I am eager to learn more about how I can contribute to [Company Name].
I would like to confirm the interview date and time as [Date] at [Time]. Could you please confirm the location of the interview or if it will be held virtually?
Thank you for your time and consideration. I look forward to your confirmation and additional details.
Sincerely,
[Your Name]
[Your Contact Information]
Sample 5: Virtual Interview Acceptance
Subject: Virtual Interview Acceptance for [Position] - [Your Name]
Dear [Interviewer's Name],
I am grateful for the opportunity to interview for the [Position Name] role at [Company Name] via [Platform, e.g., Zoom, Skype]. Please consider this email as my formal acceptance of the interview invitation for [Date] at [Time].
I look forward to discussing how my skills and experiences align with the goals of your team. Should you require any further information or documents from my end before the interview, please do not hesitate to ask.
Warmest regards,
[Your Name]
[Your Contact Information]
Dear [Interviewer's Name],
I am grateful for the opportunity to interview for the [Position Name] role at [Company Name] via [Platform, e.g., Zoom, Skype]. Please consider this email as my formal acceptance of the interview invitation for [Date] at [Time].
I look forward to discussing how my skills and experiences align with the goals of your team. Should you require any further information or documents from my end before the interview, please do not hesitate to ask.
Warmest regards,
[Your Name]
[Your Contact Information]
Sample 6: Requesting Alternative Date/Time
Subject: Interview Acceptance with Request for Alternate Timing - [Your Name]
Dear [Interviewer's Name],
Thank you for the invitation to interview for the [Position Name] at [Company Name]. I am very interested in the opportunity and eager to discuss how I can contribute to your team.
Due to a prior commitment, I kindly request if we could reschedule the interview to another date or time. I am available [provide two or three alternative dates and times].
I apologize for any inconvenience this may cause and hope we can find a suitable time. Thank you for your understanding and flexibility.
Looking forward to the possibility of working together.
Best regards,
[Your Name]
[Your Contact Information]
Dear [Interviewer's Name],
Thank you for the invitation to interview for the [Position Name] at [Company Name]. I am very interested in the opportunity and eager to discuss how I can contribute to your team.
Due to a prior commitment, I kindly request if we could reschedule the interview to another date or time. I am available [provide two or three alternative dates and times].
I apologize for any inconvenience this may cause and hope we can find a suitable time. Thank you for your understanding and flexibility.
Looking forward to the possibility of working together.
Best regards,
[Your Name]
[Your Contact Information]
Sample 7: Confirming Details and Expressing Interest
Subject: Looking Forward to My Interview for [Position Name] - [Your Name]
Dear [Interviewer's Name],
I am honored to accept your invitation to interview for the [Position Name] position at [Company Name]. I look forward to discussing how my skills and background make me a perfect fit for your team.
I confirm that I will meet you on [Date] at [Time], at [Location/Platform]. If there are any specific topics you would like me to prepare for, please let me know.
Thank you for this opportunity. I am very enthusiastic about the possibility of joining [Company Name] and contributing to your success.
Kind regards,
[Your Name]
[Your Contact Information]
Dear [Interviewer's Name],
I am honored to accept your invitation to interview for the [Position Name] position at [Company Name]. I look forward to discussing how my skills and background make me a perfect fit for your team.
I confirm that I will meet you on [Date] at [Time], at [Location/Platform]. If there are any specific topics you would like me to prepare for, please let me know.
Thank you for this opportunity. I am very enthusiastic about the possibility of joining [Company Name] and contributing to your success.
Kind regards,
[Your Name]
[Your Contact Information]
Remember To Follow Professional Email Etiquette
The tone your professional emails strike can speak volumes about who we are long before we've met face-to-face—or on screen for a Zoom interview. Start strong by addressing the hiring manager by their proper title and last name unless instructed otherwise; this shows respect from word one.
Email etiquette also means keeping things simple yet meaningful throughout our exchange—whether confirming an interview time or asking questions about what comes next in their process or even when clarifying times work best for both sides involved.
And while crafting follow-up emails may not seem like high artistry compared to nailing those tough asked questions during interviews themselves—they matter just as much because communication skills rank highly among attributes employers seek out today across industries far and wide.
More Tips For Writing A Killer Interview Acceptance Email
When you're hitting 'reply' to an interview invitation, it's crucial to keep the tone professional. This is your chance to make a stellar first impression. So before you hit send, take a moment to ensure every word reflects your professionalism.
Proofreading, Proofread, and Proofread
Your email is a reflection of your attention to detail and communication skills—two traits highly valued in any workplace. That's why proofreading isn't just recommended; it's essential. A simple typo can distract from the message you want to convey or worse, suggest carelessness.
A tip for thorough proofreading? Read your email out loud before sending it off. This helps catch errors that might slip past during silent reading. Forbes Coaches Council advises. It also gives you a sense of how natural the language feels—ensuring that when read by hiring managers on the other end, there’s clarity and fluidity.
Personalize with Names but Keep Emojis at Bay
To personalize without compromising formality, address the interviewer by name if possible—it shows attentiveness and respect for their role in this process. But remember while personal touches are good, emojis and casual language aren’t—they blur lines between professional emails and text messages with friends.
Including these elements can detract from what should be clear-cut communication focused on scheduling interviews or discussing job opportunities—not symbols more suited for informal chats about lunch plans.
A Sign-off To Seal The Deal
Your sign-off seals the deal on maintaining professionalism throughout your correspondence—a neat bow atop all prior content communicated within that digital letterhead. Stick with tried-and-true closings like "Best regards" or "Sincerely," which remain staples because they consistently communicate respect while effectively concluding conversations.
So as we navigate through confirming times work best or clarifying further details needed pre-interview (like whether this will be over Zoom), let each interaction showcase who you are professionally—even down through those final words post-main body content.
A Final Word
Mastering how to accept an interview via email is a crucial step. It's your first handshake and "hello, how are you" with the hiring manager, even if it's digital. Keep it short, sweet and to the point. They'll notice and appreciate that you value their time.
Using Magical to write and store emails like this is not only smart, but efficient. Download it here for your Chrome browser (it's free) and find out why over 20,000+ teams are using Magical to save 7 hours a week on average.
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