Ronda Suder 
When you're searching for a job, it is easy to focus so much on the resume that you neglect simple things like etiquette
Unfortunately, a failure to take care of proper etiquette can leave a bad impression in any hiring manager's mind. That's true in every aspect of the hiring process, and even covers something as seemingly simple as your reply to a company's emailed invitation for an interview. To avoid a bad impression, it's vital to know how to respond to an interview request in a professional manner.
In this post, we'll examine the right way to craft your email, with a paragraph-by-paragraph guide to the essential elements you should include, with additional tips to consider before you reply. You'll also find links to resources that can help you to ensure that your email response makes the best impression possible.
You need to do more than just confirm the interview
Before we examine the process you should use in your email reply, it's worth explaining why you need to do more than just confirm that you'll be there. While it might be tempting to simply send out a short “I'll be there” reply, it's vital to focus on being professional at every stage of the hiring process. A formal offer for an interview requires a formal reply that accepts or declines the offer.
When should you reply to an interview request email?
As a rule, you should always reply to any job or interview offer as soon as possible. In fact, when you're engaged in a job search, you should be checking your emails multiple times a day and responding immediately to interview requests. If that's not possible for any reason, at least ensure that you respond the same day that you receive the offer, or within 24 hours max. Hiring managers and recruiters are busy people too, and always prefer prompt responses.
How to respond to an interview request: email structure
Now that you understand the “why” and the “when” of the reply process, it's time to look at how you should respond to an interview request in terms of structuring your reply. The following guide examines each of the important sections for any successful interview acceptance email. We've also provided an example of this type of email reply after these tips.
1. Use a straightforward subject line
The subject line is critically important, since you want to help ensure that the hiring manager can find your reply and get you scheduled. Fortunately, you do not have to do anything too extravagant with the subject line; simply write something like:
Subject: Interview Confirmation for [job title] position – [Your Name]
That simple line is enough information to ensure that the hiring manager can find your email, no matter how many others they must sort through during the scheduling process.
Another option is to simply hit “reply” to use the same subject line as the sender used. This approach can help the hiring manager or recruiter more easily keep track of the email chain and your correspondence.
2. Address the sender and thank them for the opportunity
Begin with a standard greeting, addressing the individual by name, before moving on to the opening paragraph. That opener should include words of appreciation for the opportunity to interview for the position. Try to keep it short and simple.
3. Accept or propose an interview time
After you have thanked the sender, you should either confirm the company's proposed interview time and date or propose one that works better for your schedule. If you do need to propose an alternative time, be sure to explain why their proposed schedule will not work for you. In that instance, it's usually better to offer a range of dates and times when you are available, so that the hiring manager can choose one that aligns with their schedule. A good rule of thumb is to provide at least three options or timeframes.
Some companies will send you a link for Calendly or a similar service. You should still reply to the email after filling out the link, though - it continues the conversation and ensures your responses are not overlooked.
4. Answer any pre-interview questions the hiring manager includes in the email
If the interview request includes any questions for you, be sure to answer them. Sometimes, hiring managers may include questions asking you to clarify something in your resume, or request that you bring certain documents to the interview. You should always acknowledge any questions, requests, or instructions.
5. Ask questions for clarification
Ideally, all the details you need will be clear and outlined in the interview request, but if there's anything you need clarification on it's better to ask for clarity rather than regret not asking down the road. Keep your questions specific to the interview request, however, and leave any questions about the position for the interview itself.
6. Use an appropriate closing line
You should always end your email with a line that lets the hiring manager know that you're looking forward to the meeting and the opportunity to discuss the job in greater detail.
7. Include your relevant contact information
After your closing statement, you should include your name and contact information. Even though the hiring manager should already have your contact details, you want to make it as easy as possible for them to locate that information when they need it.
How to respond to an interview request: additional considerations
Here are some additional tips to consider while writing your interview acceptance email:
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Maintain a professional tone. We're so used to using email casually that, when replying to emails from prospective employers, it can be easy to forget that we need to maintain professionalism - which means no emojis or over-familiar language. Yes, you want to be personable and positive, but avoid being too casual or unprofessional, regardless of the type of email response.
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Hit “reply all.” If anyone was copied on the interview request email you received, it's typically because they need to be in the know about the interview. When you send your interview acceptance email, be sure to hit “reply all,” so everyone who needs to be in the loop receives the communication. Doing this also indicates that you're paying attention and saves the sender the step of having to forward information when you don't reply to all.
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Proofread and edit. Though it should be a given, many forget this step. Proofread and edit your response before you send it!
How to respond to an interview request via email (examples)
Interview confirmation email reply sample
Subject: Interview Confirmation for [job title] position – [Your Name]
Dear [Hiring Manager / Recruiter Name],
Thank you for the invitation to interview for the [job title] position at [company name]. I will indeed be available on [proposed date and time] and am eager to meet with you [at the company site or via phone or video].
I will be sure to bring the documents that you requested. If you have any questions, please feel free to let me know.
Thanks again. I look forward to meeting with you to discuss this position in greater detail.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Interview reschedule request email sample
Subject: Interview reschedule request for [job title] position – [Your Name]
Dear [Hiring Manager / Recruiter Name],
Thank you for the opportunity to interview for the [job title] position at [company name]. I am excited to meet with you. Unfortunately, I am not available on [proposed date and time], due to a prior commitment that I am not able to reschedule.
Would it be possible to schedule the interview for a different time? For that same week, I have availability on [proposed date and time], [proposed date and time], and [proposed date and time]. Or, if you have a preferred time, please let me know and I will do my best to make it work at my end.
Thanks again. I am truly interested in the position and look forward to meeting with you to discuss it in greater detail.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
How to respond to an interview request: declining the offer
Of course, there may also be times when you may need to decline an interview offer. As you might expect, that type of response will require a different type of email. Fortunately, we have some suggestions about how you can craft an email that declines an interview, with tips and a splendid example to use as a guide. To learn more, read How to Decline a Job Interview Without Burning Bridges.
Always be professional and timely
During your job search, it's vital that you take a professional approach to every step of the process. That includes taking the time to reply to an interview email properly and doing so promptly. Whether you're accepting or declining the offer to interview, by using this easy guide you now know how to respond to an interview request in a way that always leaves the right impression.
Once you receive an interview request and send your acceptance email, you'll need to sit down and prepare for the interview. Need help preparing? That's what our team of career experts and TopInterview coaches are here for!
This article was originally written by Ken Chase and has been updated by Ronda Suder.