Interview Invitation Email: 20 Templates for Every Round (Plus Replies)
Published October 24, 2026
At a glance
A good interview invitation email names the job, the interview format, the date and time (or a link to pick one), how long it takes, who the candidate will meet, and where to go or how to join. Below are 20 templates you can copy: invitations for every round, the follow-up messages, and replies for candidates.
Your interview invitation is the first real taste a candidate gets of working with you. A clear, warm one says "this team is organized and wants you here". A vague one, with no time zone, no names and 3 rounds of "does Tuesday work?", says the opposite, and the best candidates often have other offers to think about.
The templates below cover every step: the first invitation, phone screens, video and in-person rounds, panels, and the final round. Then come the messages that most guides skip, from the reminder to the reschedule, and a set of replies for candidates. Click Copy, swap the [brackets] for your details, and send.
Table of contents
How to write an interview invitation email
An interview invitation should answer every question a candidate has before they say yes: what the interview is for, when it is, how long it takes, who they'll meet, and where to go or how to join. Then it should make saying yes easy, with a link to pick a time or a clear question to answer.
- A subject line they can't miss. "Interview invitation: [job title] at [company]". Keep it under about 60 characters, so it shows in full on a phone.
- The role and the round. "We'd like to invite you to a first interview for the Product Designer role." If there are several rounds, say which one this is.
- The format. Phone, video or in person, and how long it takes.
- The time, or a way to pick one. Offer 2 or 3 times with the time zone, or a scheduling link that shows your open times in the candidate's own time zone. The link saves a round of emails.
- Who they'll meet. Names and job titles. Candidates prepare better when they know who's across the table.
- Where to go or how to join. The full address and who to ask for, or the video link. For a phone call, say who calls whom, and from which number.
- What to prepare or bring. A portfolio, a case study, an ID for the front desk. If there's nothing to prepare, say so. It takes the pressure off.
- An offer of help. One line such as "Let us know if you need any accommodations" tells candidates you mean it.
Pick the right template
| Interview | Usual length | Template |
|---|---|---|
| Phone screen | 15 to 30 minutes | 3 |
| First interview on video | 30 to 45 minutes | 2 or 4 |
| First interview in person | 45 to 60 minutes | 5 |
| Second round | 45 to 60 minutes | 6 |
| Panel interview | 45 to 90 minutes | 8 |
| Group interview or assessment day | 2 hours to a half day | 9 and 10 |
| Final round | 1 to 3 hours | 7 |
Send the invitation within a day or two of your decision, on a weekday morning if you can. Good candidates don't wait around, and a quick invitation shows you're serious.
Interview invitation email templates
1. Standard interview invitation with time options
Use it for a first interview when you'd rather offer a few times than share a link.
Subject: Interview invitation: [job title] at [company]
Hi [candidate name],
Thank you for applying for the [job title] role at [company]. We enjoyed reading your application, and we'd like to invite you to a [length] interview with [interviewer], our [interviewer title].
Would one of these times work for you? All times are [time zone].
1. [day], [date] at [time]
2. [day], [date] at [time]
3. [day], [date] at [time]
The interview will be [on video / by phone / at our office], and we'll send the details once you pick a time. If none of these work, just reply with a few times that do.
Please let us know if you need any accommodations for the interview.
Best regards,
[your name]
[your title], [company]
2. Interview invitation with a scheduling link
Use it when you want the candidate to pick a time that fits them, with no back-and-forth.
Subject: Let's talk: interview for [job title] at [company]
Hi [candidate name],
Thanks for applying for the [job title] role. We'd love to learn more about you, and we'd like to invite you to a [length] video interview with [interviewer], our [interviewer title].
Please choose a time that works for you here: [booking link]
The page shows our open times in your own time zone. Once you book, you'll get a calendar invite with the video link.
If you need any accommodations, or none of the times work, just reply to this email.
Looking forward to it,
[your name]
[your title], [company]
Hi [candidate name], this is [your name] from [company]. We'd like to interview you for the [job title] role! Pick a time here: [booking link]
3. Phone screen
Use it for a short first call. Say who calls whom, so nobody sits waiting.
Subject: Quick call about the [job title] role at [company]?
Hi [candidate name],
Thanks for your interest in the [job title] role! The next step is a short phone call with me, about [length], to talk about your experience and answer your questions about the role.
You can pick a time here: [booking link]
I'll call you at the number on your application, from [phone]. If you'd rather use a different number, just reply with it.
Talk soon,
[your name]
[your title], [company]
Hi [candidate name], it's [your name] from [company]. Could we do a short call about the [job title] role? Pick a time: [booking link]
4. Video interview
Use it for interviews on Zoom, Google Meet or Microsoft Teams.
Subject: Video interview for [job title]: [day] at [time] [time zone]
Hi [candidate name],
We're looking forward to your video interview for the [job title] role!
When: [day], [date] at [time] [time zone]
Length: [length]
With: [interviewer], [interviewer title]
Join here: [video link]
The link opens in any browser, so there's nothing to install. Please join from a quiet place, with your camera on, and open the link a few minutes early to test your sound. If the call drops, we'll call you at [phone].
Please let us know if you need any accommodations.
Best,
[your name]
[company]
5. In-person interview
Use it when the candidate comes to your office. Give them every detail they'll need on the day.
Subject: Interview at [company]: [day], [date] at [time]
Hi [candidate name],
We'd like to invite you to an in-person interview for the [job title] role.
When: [day], [date] at [time]
Length: about [length]
Where: [address], [floor or suite]
Ask for: [name] at the front desk
You'll meet: [interviewer], [interviewer title], and [interviewer], [interviewer title]
Getting here: [parking or transit note]. Please bring a photo ID for building check-in. The dress code here is [dress code], so wear what makes you comfortable.
If the time doesn't work, you can pick another one here: [booking link]. Please let us know if you need any accommodations.
See you soon,
[your name]
[your title], [company]
6. Second-round interview
Use it to invite a candidate back after a good first round.
Subject: Next step: second interview for [job title]
Hi [candidate name],
Thank you for speaking with [first interviewer] last week. The team enjoyed the conversation, and we'd like to invite you to a second interview.
This round is a [length] [format] with [interviewer], [interviewer title], and focuses on [topic, for example: a walkthrough of a past project].
Please choose a time here: [booking link]
To prepare, [what to prepare, or: there's nothing you need to prepare].
Best regards,
[your name]
[company]
7. Final-round interview
Use it for the last step. Say it's the final round, and explain what happens next.
Subject: Final interview for [job title] at [company]
Hi [candidate name],
Congratulations: we'd like to invite you to the final round of interviews for the [job title] role!
This round takes about [length] and includes:
1. [time]: [session] with [interviewer], [interviewer title]
2. [time]: [session] with [interviewer], [interviewer title]
3. [time]: a chat with [interviewer] about the team and your questions
Please pick a day that works for you here: [booking link]
We plan to make a decision within [number] days of this interview. Please let us know if you need any accommodations.
Best,
[your name]
[company]
8. Panel interview
Use it when several people interview the candidate at once.
Subject: Panel interview for [job title]: please pick a time
Hi [candidate name],
We'd like to invite you to a [length] panel interview for the [job title] role. You'll meet:
1. [interviewer], [interviewer title]
2. [interviewer], [interviewer title]
3. [interviewer], [interviewer title]
Each of them will ask a few questions about [topic], and you'll have time for your own questions at the end.
This link only shows times when the whole panel is free: [booking link]
Looking forward to it,
[your name]
[company]
9. Group interview or assessment day
Use it when several candidates come in at the same time.
Subject: Invitation: [job title] group interview on [day], [date]
Hi [candidate name],
We'd like to invite you to a group interview for the [job title] role on [day], [date] from [start time] to [end time].
You'll meet the team and a small group of other candidates, and work through [activity] together. There's no need to prepare anything, and we'll give you everything you need on the day.
Where: [address or video link]
Please save your spot here: [booking link]. Spots are limited, so let us know soon if you can't come.
Best,
[your name]
[company]
10. Interview schedule for an on-site day
Use it after the candidate confirms a long interview day, so they know exactly what to expect.
Subject: Your interview schedule for [day], [date]
Hi [candidate name],
Here's your schedule for [day], [date] at [address]. Please ask for [name] when you arrive.
[time]: Welcome and office tour with [name]
[time]: [session] with [interviewer], [interviewer title]
[time]: Break
[time]: [session] with [interviewer], [interviewer title]
[time]: Wrap-up with [name]
Lunch is on us. Please let us know about any dietary needs. If anything comes up on the day, call me at [phone].
See you soon,
[your name]
[company]
11. Casual invitation
Use it at a small company or a startup, where a formal letter would feel stiff.
Subject: Coffee chat about the [job title] role?
Hi [candidate name],
I loved your application, especially [one specific detail]. Would you be up for a [length] chat about the [job title] role?
No formal prep needed. We'll talk about what you've worked on, what we're building, and whether it's a good fit both ways.
Grab any time that suits you: [booking link]
Cheers,
[your name]
[company]
12. Invitation to a candidate you reached out to
Use it for a candidate who didn't apply: someone referred or someone you found.
Subject: [job title] at [company]: open to a quick chat?
Hi [candidate name],
[referrer name] mentioned you'd be great for our [job title] role. [Or: I came across your work on [place], and I was impressed by [detail].]
We're hiring for [one sentence about the role]. Would you be open to a [length] call to hear more? No pressure, and no prep needed.
If you're interested, here's my calendar: [booking link]
Thanks,
[your name]
[your title], [company]
After the invitation: confirmations, reminders and changes
13. Interview confirmation
Use it right after the candidate picks a time.
Subject: Confirmed: your interview on [day] at [time]
Hi [candidate name],
Thanks for booking! Your interview for the [job title] role is confirmed.
When: [day], [date] at [time] [time zone]
With: [interviewer], [interviewer title]
Where: [address or video link]
A calendar invite is on its way. If you need to change the time, you can reschedule here: [reschedule link]
Best,
[your name]
[company]
Hi [candidate name], your [company] interview is confirmed for [day] at [time] [time zone]. Details: [booking link]
14. Interview reminder
Use it the day before the interview.
Subject: Reminder: your interview tomorrow at [time]
Hi [candidate name],
Just a reminder that your interview for the [job title] role is tomorrow, [day], at [time] [time zone], with [interviewer].
Where: [address or video link]
If anything has come up, you can reschedule here: [reschedule link]
Good luck, and see you tomorrow!
[your name]
[company]
Hi [candidate name], a reminder of your [company] interview tomorrow at [time]. Join here: [video link] - [your name]
15. Follow-up when the candidate hasn't replied
Use it 2 or 3 days after the invitation, when you've heard nothing.
Subject: Following up: interview for [job title]
Hi [candidate name],
I wanted to follow up on my email about interviewing for the [job title] role. We'd still love to talk with you.
If you're interested, you can pick a time here: [booking link]
If your plans have changed, no problem at all. Just let me know, and I'll update our list.
Best,
[your name]
[company]
16. Rescheduling the interview
Use it when you have to move the interview. Apologize once, and make the new time easy to pick.
Subject: New time needed: your interview on [day]
Hi [candidate name],
I'm sorry, but [interviewer] can no longer make your interview on [day] at [time], because of [short reason, or: an unexpected conflict].
Could you pick a new time here? [booking link]
Thank you for your flexibility, and apologies for the change. We're still very much looking forward to talking with you.
Best,
[your name]
[company]
Hi [candidate name], sorry, we need to move your [company] interview on [day]. Please pick a new time: [booking link] - [your name]
Replies to an interview invitation
If you're the candidate, reply within a day, keep it short, and repeat the time, so there's no mix-up.
17. Accept the interview and confirm the time
Subject: Re: Interview invitation: [job title] at [company]
Hi [recruiter name],
Thank you for the invitation! I'm happy to confirm my interview for the [job title] role on [day], [date] at [time] [time zone].
I look forward to meeting [interviewer].
Best regards,
[candidate name]
[phone]
18. Ask for a different time
Subject: Re: Interview invitation: [job title] at [company]
Hi [recruiter name],
Thank you for the invitation. I'm very interested in the [job title] role. Unfortunately, I'm not free at the times you suggested.
Would any of these work instead? All times are [time zone].
1. [day], [date] at [time]
2. [day], [date] at [time]
I'm happy to fit in with your team's schedule.
Best regards,
[candidate name]
19. Ask for an accommodation
Subject: Re: Interview for [job title]: a quick request
Hi [recruiter name],
Thank you for the invitation. I'm looking forward to the interview on [day] at [time].
Would it be possible to [request, for example: have the questions in writing / meet on the ground floor / have a few extra minutes for the exercise]? It would help me do my best in the interview.
Thank you,
[candidate name]
20. Decline the interview politely
Subject: Re: Interview invitation: [job title] at [company]
Hi [recruiter name],
Thank you for inviting me to interview for the [job title] role. After some thought, I've decided to withdraw my application, as [short reason, for example: I've accepted another offer].
I appreciate your time, and I hope our paths cross again.
Best regards,
[candidate name]
Let candidates book their own interview with zcal
The slowest part of hiring is often the calendar, not the decision. 3 interviewers, 1 candidate and a week of "how about Thursday?" emails can lose you the person you wanted. zcal, a free scheduling app, ends the back-and-forth: you send one link, and the candidate picks a time when the right people are free.
- A free booking page for each interview. Make a booking page for a 20-minute phone screen and another for a 45-minute video interview. zcal checks your calendars, shows only your open times in the candidate's own time zone, and adds a Zoom, Google Meet or Microsoft Teams link to every booking.
- Automatic confirmations and reminders. Every booking gets a confirmation email right away and a reminder email the day before, both with a link to reschedule. Candidates who need to move simply pick a new time.
- Panels and interview teams on Pro. A collective event shows only the times when every interviewer on the panel is free, and you can mark someone as optional. Round robin shares first-round interviews across your team, so no one recruiter gets them all.
Paste the scheduling link into templates 2, 3, 6 or 8, and your invitation does the scheduling for you. Try zcal free.
Frequently asked questions
How do I write an interview invitation email?
How do you confirm an interview invitation?
Can I send an interview invitation by text?
How far in advance should you invite a candidate to an interview?
What should I do if a candidate doesn't reply?
Should an interview invitation include the salary?
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