How to Reply to a Job Interview Invitation Email like a Pro
Replying to your interview invitation email in a polished and professional manner. Here is how.
•Reply as early as you can.This tells the employer that you value their time.
•Thank them for the invitation. Express your gratitude for this opportunity to show them you are the right person for the job.
•Keep everyone in the loop.When you answer their email, make sure you choose the “reply all” option.
•If they gave timeslot options, tell them which one works best for you.If for any valid reason you will not be available on the schedule they gave, ask if they can reschedule your interview. Briefly explain why you are not available for the original time slot and give them two or more alternative schedules to choose from.
•Get all your facts straight.Check the interview invitation email and make sure you have all the details you need. To help you with this, refer to the job interview information checklist below.
•Proofread.This is a crucial step before you send your reply. Remember—this is your first personal encounter with the employer. Make it matter. Check for any spelling or grammatical errors. Ensure that all the information vital to your job interview is correct: the name of your recipient, your contact information, and timing details.
Job Interview Information Checklist
Make sure you have these job interview details:
- The date and time of your interview
- If it is a virtual job interview: the working link to the meeting invite
- If it is a face-to-face interview: the office address
- The names and job titles of the people who will be interviewing you
If vital information is missing, such as the link to the conference call, it is okay to request for it. Better to show initiative rather than skipping your chance to attend your job interview.
Here’s a sample email reply to guide you:
Hi Lina,
It’s wonderful to hear from you. Thank you for the invitation to interview for the Customer Service Supervisor Position. I appreciate this opportunity to be part of your organisation and look forward to meeting you and the rest of the team.
I am available on January 28 at 3:00 PM.
A few questions about the interview:
• May I know who will be interviewing me, and how much time I’ll have with each person? Or will this be a panel interview?
• How long do you think the interview will take?
Thank you for coordinating all of this. I do hope to hear from you soon.
See you online!
Warm regards,
Jessica Wong
+6014-5553012
You are well on your way to the next chapter of your career journey and we are cheering you on from the sidelines. Check out our last minute job interview tips as you prepare to face your potential employer.
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