How to Respond to an Interview Request Plus Examples

Find out how to effectively reply to a job interview invitation.

By Venus Gentile, Monster Contributor

Receiving an interview invitation email can be both an exhilarating and daunting experience. It's a testament to your skills and potential, a sign that your efforts and expertise have caught the eye of a prospective employer. Yet, knowing how to respond to an interview request professionally and enthusiastically can make all the difference to how you’re perceived.

An effective response to an interview request does more than just confirm your interest and availability. It’s a window through which the employer gets a glimpse of your communication skills, attention to detail, and professional demeanor.

The nuances of your reply – the timeliness, tone, and clarity – all help make a positive impact. Whether you’re a seasoned professional or stepping into the job market for the first time, this guide will equip you with insights, tips, and email examples to help navigate this crucial step in your career journey.

How to Respond to an Interview Request

Your reply to an interview request is more than just a formality; it's integral to making a great first impression with the hiring manager. Follow our steps below to help you craft a thoughtful email response.

1. Respond Promptly

Knowing how to accept an interview via email starts with timing. Remember, the early bird catches the worm, so email your response as soon as you receive the interview request or within 24 hours.

This means you need to be on top of your email game. Check emails regularly, set up push notifications, and make a habit of checking your spam folder when you’re in the middle of a job hunt. A swift reply shows that you’re responsive and genuinely interested; reply a week later, and you may have already missed the boat.

2. Follow Appropriate Guidelines

Here are a few rules of thumb for how to respond to an interview request:

  • Be polite.Thank the employer and express enthusiasm for the opportunity.
  • Get to the point. You don’t need to revisit your qualifications in this email - save it for the interview.
  • Be professional.Avoid emojis, emoticons, and text/chat abbreviations. All caps and excessive exclamation points should also be on the chopping block.
  • Lean towards formality. In most cases, use the hiring manager’s title (e.g., Mr., Ms., Dr.) and last name in the salutation. First names are acceptable if you have a close or informal relationship with the hiring manager.
  • Proofread. Review all sections of the email before sending, making sure they’re error-free.
  • Reply to everyone.Hit “Reply All” so you don’t exclude anyone from the email thread.

3. Confirm Interview Logistics

If the employer suggested an appointment time that you can accommodate, confirm the date, location, and time in your interview acceptance email. If you’re not available, give several options and ask the employer if one of the alternatives works for them.

If anything about the interview process is unclear, don't hesitate to politely ask for clarification. This might include asking about the interview format, the expected duration, or who you will be meeting with. Seeking clarity demonstrates your thoroughness and helps you prepare effectively.

For Skype, Zoom, FaceTime, or other video interviews, verify details such as who will initiate the call and any software or apps you need to install before the meeting. This shows you're attentive to details and proactive in your preparation.

4. Include Your Contact Information

Make it easy for the employer to find your phone and email address - the best place is below your name at the end of the email. Ditch your email signature with your current employer’s information, which gives the impression that you’re using employer resources to find a new job.

How to Reply to an Interview Email: Sample Responses

When figuring out how to respond to an interview request, know that many variables could dictate the content of your message, so customize your response depending on the employer’s initial message. Here are a few examples:

Sample #1: Confirm Employer’s Suggested Interview Date and Time

This sample email gives you an idea of how to respond to an interview request when confirming your interest. Keep it brief yet enthusiastic.

Dear Mr. Jones,

Thank you for inviting me to interview for the account executive position at ABC Company. I look forward to discussing how I can add value to your sales operation.

Wednesday, June 24, at 10:30 a.m., is perfect. I am excited to meet you and your regional sales manager, Ms. Smith, at corporate headquarters next week.

Sincerely,

Betty Hampton

Cell: 555-555-5555

Email: betty@somedomain.com

Sample #2: Offer Alternative Interview Dates and Times

This sample email shows you how to respond to an interview invitation when you have a schedule conflict. Always provide at least a few alternative days and times that you are available.

Dear Mr. Jones,

Thank you for inviting me to interview for the account executive position at ABC Company. I look forward to discussing how I can add value to your sales operation.

Due to a prior commitment, I am unavailable at 10:30 a.m. on Wednesday, June 24. Can we meet after 1pm on Thursday, June 25, or Friday, June 26 before 12pm? If not, please provide a few options, and I will do my best to accommodate your schedule.

I am excited about this opportunity and look forward to meeting you.

Sincerely,

Betty Hampton
Cell: 555-555-5555
Email: betty@somedomain.com

Sample #3: Decline the Interview Invitation

You can still attend the meeting even if the job isn’t right for you. You’ll be top of mind for other, more suitable positions after the interviewer gets to know you. However, if you still want to decline the interview, here’s a sample response you could use:

Dear Mr. Jones,

Thank you for inviting me to interview for the account executive position at ABC Company. I appreciate your interest in my credentials, but I would like to respectfully decline. After learning more about the position from our screen call, I’ve decided to focus on manager-level opportunities.

However, I am still interested in employment at your company—please keep me in mind if a management position opens up.

I wish you all the best as you seek to fill this position.

Sincerely,

Betty Hampton
Cell: 555-555-5555
Email: betty@somedomain.com

Land More Interviews with Monsters Help

Apply for jobs on Monster and you’ll have plenty of opportunities to put your newfound knowledge about how to respond to an interview request to the test. Create a profile on Monster today for free and make yourself visible to recruiters, get customized job alerts, a variety of career advice, receive expert resume help, and much more.

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