How to write an interview invitation email that stands out

When it comes to the hiring process, your interview invitation email might seem like a small detail in the overall candidate experience,  but it can make a huge impact on a candidate's perception of their new potential employer and their excitement throughout the job interview process.

After all, this is often one of the first things a candidate will receive from your company. It sets the tone for the rest of the interview process. So, how can you ensure that your interview invitation emails stand out and make a positive impression on your candidates?

In this post, we'll be sharing some best practices along with some interview invitation email samples you can use so that you can make a positive impression with candidates.

Writing interview invitation email best practices

The biggest thing to remember when sending interview invitation emails is that context matters. For instance, the cold email you send when you want to poach a candidate from a competitor should be very different from the in-person interview invitation for a finalist candidate.  

While context is key, here are some general invitation best practices to make your email stand out:

• Use a clear and specific email subject line: The subject line should include the current position they are applying for and any essential details.
  
• Personalize your email: Using meeting invite templates can save time. However, if you are copying and pasting the same email, it can feel impersonal and sabotage your chance of recruiting this key hire. At the minimum, you should include the candidate’s name and the position they are interviewing for.
  
• Share the specifics about the interview process upfront: This includes everything from who they will be meeting with, the type of interview (For instance, specify if it is a video interview, phone interview, in-person interview, etc), the interview day to any crucial details about the role and any specific things the candidate should do in advance.
  
• Use a meeting scheduler: Scheduling software like SavvyCal reduces the back-and-forth emails that can happen when you are trying to find the perfect time for an interview.
  
• Send a calendar invite along with your official email invite: Sending an interview confirmation email along with a calendar invite is just professional email etiquette these days. Not to mention, it reduces the chance of no-shows.
  
• Add your online meeting link directly in the calendar invite: Nowadays, many interviews are done virtually through Zoom, Google Meet, etc. If you use scheduling software like SavvyCal, this is done automatically.
  
• Make your email scannable: In an ideal world, your interview email is short and to the point. However, if you need to provide a lot of context, then make sure to use bullet points so that your email is easy to skim through.
  
• Follow-up: At a minimum, send a follow-up email 24 hours before the interview. However, you may want to follow up more to convey your excitement about this candidate or share additional details. Bonus points, you can automate this process through SavvyCal’s workflows feature.

7 interview invitation email templates you can steal

Writing interview emails can be tedious, especially if you are doing it from scratch each time. So, we put together a handful of templates you can use for different interview situations.

Referral interview invitation email to a candidate

Many of the best candidates are currently employed and not actively searching for a new role. So, it can be really helpful to ask for an intro to the candidate from a referral or even just name-drop someone you both know. This can build some initial rapport early on.

Subject: Any interest in [Job title] opportunity at [Company]?

Hi [Candidate Name],
I was chatting with [Add Person’s Name] about needing to hire a [Job Title] at my company [Company]. They spoke very highly of your [Skills] and recommended you for the role.

If interested, I would love to learn more about you and share more details on the role to see if this might be a good fit.

Would you be available for a quick 15-minute chat? If so, here is a link to my calendar  [Add a custom SavvyCal scheduling link]  to book a time.

Looking forward to hearing from you!
[Email Signature]

You can also create an introduction video to highlight your company's culture and principles, or suggest them to use a free intro maker tool to create an intro video and give it to you.

Cold email interview invitation

A cold email interview invite is the trickiest one to write since you are reaching out to someone who isn’t actively looking for work and likely doesn’t know anything about your company.  

Subject: Any interest in [Job title] opportunity at [Company]?

Hi [Candidate Name],
I came across your profile on [Source] and was interested in your recent work in [Field].

My name is [Your Name] and I'm [Job title at Company], and we’re looking for a [Job title] that I think you would be a good fit for.

I would love to hear more about you and expand a bit more on the role. Would you be available for a quick chat?  If so, here is a link to my calendar  [Add a custom SavvyCal scheduling link]  to book a time.

Looking forward to hearing from you!

Best,
[Email Signature]

Phone screen invitation email

Most recruiters and hiring managers (in smaller companies) start with phone screens, often beginning with critical thinking interview questions. These interviews usually last for less than 15 minutes and allow you to gauge if the candidate should continue in the interview process.

Subject: Phone interview with [Company] for the [Job title] role

Hi [Candidate Name],
Thank you for applying to the [Role] at  [Company].

My name is [Your Name] and I'm [Job title at Company] and I would like to get to know you a bit better in a phone interview.

Would you be available for a short, 15-minute call [specific timeframe]? If so, here is a link to my calendar [Add Your SavvyCal Scheduling Link] to book a time.

Looking forward to hearing from you!
[Email Signature]

Zoom interview invitation email to a candidate

Whether you are doing a phone screen, 1st, or 2nd round interview, most interviews will take place virtually through Zoom, Google Meet, or Teams.  

Subject: Interview with [Company] for the [Job title] position

Hi [Candidate Name],
Thank you for applying to the [Role] at  [Company]!

My name is [Your Name] and I'm [Job title at Company] and I would like to schedule a video call with you about your application for the [Job title] role to get to know you a bit better, since your application really caught my attention [Add a specific detail or here].

Would you be available for a 30-minute call [specific timeframe]? If so, here is a link to my calendar [Add Your SavvyCal Scheduling Link] to book a time.

Looking forward to hearing from you!
[Email Signature]

In-person interview invitation email to a candidate

Here is an interview template for in-person interviews at your office, like for a final interview.

Subject: In-Person Interview with [Company] for the [Job title] position

Hi [Candidate Name],
Thank you for applying to the [Role] at  [Company] and sharing more about your background on the phone screen.

I’d like to get to know you better since your application and early interviews really caught my attention. [Add a specific detail here].

Would you be available for an in-person interview at our office in [specific office address]? If so, here is a link to my calendar  [Add Your SavvyCal Scheduling Link]  to book a time.

I'm excited to meet you in person, and I want you to feel comfortable and prepared when you arrive. Below is some information about us to help you plan for your interview.  

You will be meeting with me and [Insert any additional team members they’ll be chatting with]. The interview will last no more than [length of interview].

Here is a rough interview agenda [Add your agenda below]

Our dress code is casual, but I encourage you to wear whatever you’re most comfortable in.

Looking forward to meeting you soon!
[Email Signature]

Group invitation email to a candidate

If you work at a bigger company, the candidate will likely need to interview with multiple people on the team. Some of these interviews may be in a group setting. For instance, if this is a management role, you may have some or all of their direct reports interview the candidate in one group interview.

Subject: Group interview for [Role] at [Company]

Hi [Candidate Name],
After reviewing your application for the [Role] at [Company], we are pleased to move forward with the interview process.  

Your next interview will be a group interview with a handful of people on our team [Add team members’ names and roles]. The interview will last no more than [Length of interview].

Would you be available for a 30-minute call [specific timeframe]? If so, here is a link to my calendar [Add Your SavvyCal Scheduling Link] to book a time.

Looking forward to hearing from you!
[Email Signature]

Informational interview request email

Interviews aren’t one-sided. Oftentimes, one of the best ways for a job seeker to stand out is to ask for an informational interview at a dream company.

Subject: Request for an Informational Interview at [Company]

Dear [Name]:
My name is [Your Name] and I am [Current or Last Job Title]. I have a passion for [Add Specific Skills]. I’m interested in learning as much as possible about [Specific Job Role] to determine whether it is right for me.

I’d like to learn as much as possible about the challenges, opportunities and future of your company [Company]. Considering you’ve been working there for  [X] years, I can think of no one better to ask for help.

Would you be available for a 15-minute chat?

I appreciate any help you can offer.

Thanks,
[Email Signature]

How SavvyCal can make your recruiting process easier

Hiring is hard enough as it is. SavvyCal can make the process easier with a scheduling solution that both your team and candidates will love, including:

• Connect all of your calendars
• Integrate with your tech stack
• Give your candidates a calendar to book time from, not just a list of time slots
• Personalize your interview reminder emails
• Automate tedious interview tasks through Workflows

If you are looking to simplify the process of scheduling and inviting people to Zoom meetings even further, give SavvyCal a try .