9 Interview Invitation Emails That Will Wow Your Candidates

Building the right team for your small business is key to your success. That being said, there’s lots of legwork involved in finding the best people.

Even professional recruiters can find it a challenge to optimize this process. Interview invitation emails are an important opportunity to show potential talent who you are and how you operate.

Although scouting new additions to your team can be exciting, it can be quite draining and expensive. According to a study by the Work Institute, 43% of employees quit within the first 90 days, with a turnover cost of around $15,000 to the employer.

With that in mind, we’ve put together nine different interview invitation templates to help you put your best foot forward and find the talent you can keep.

Let's start with the key components of a professional interview invitation email.

Clear/direct subject line

When sending out your interview invitation emails, it’s best to get straight to the point. You want a quick response, and hopefully, your dream candidates are eagerly awaiting your email.

Create a super clear subject line to make sure your email doesn’t get overlooked or sent to spam. The average email open rate is only around 34%, so if your subject line isn’t clear, you run a high risk of your email going unread. Your company name and ‘interview invitation’ should suffice.

Necessary information

This sounds obvious but it can be easy to overlook small details when you’re already familiar with a place or a process. Clearly state the date, address, and time. Add a contact who can deal with any pre-interview questions and include the interviewer's name too.  If that’s yourself, state that clearly as well!

If you have expectations for your interviewees’ appearance, clearly state them. Maybe think about extra help, like directions from nearby public transport stations or parking instructions. Consider detailed location information like what floor to take the elevator to.

If you want the best out of people, you should set them up for success!

As you can see in this example, all of the information is laid out clearly. It even includes a link to directions via a mapping app. This particular email is from a recruiter so they’ve also included a little bio about the company at the end to give the candidate an idea of the company culture.

Provide an interview scheduling link

If you can let your candidates choose their interview date and time, do it. Giving your potential hires this agency will ensure they will be on their game, at a time that suits them.

Using an interview scheduling tool like YouCanBookMe (YCBM) gives your interviewees a choice AND keeps all your appointments organized. This will pay dividends if you have back-to-back interviews.

Why waste time juggling endless email threads to lock in a time slot when you can just automate it? YCBM sends automatic interview confirmations, reminders, and follow-ups, so there’s no need to go back and forth with candidates to find time to meet or remind them of their interview.

When you can, you should use all the technology available to you to maximize your efficiency. And YouCanBookMe is a perfect tool for that!

Focus on hiring, not on manually scheduling interviews

Don’t chase your candidates for their availability. Automate your interview scheduling with YouCanBookMe.

Include the title of the role

This is a great tip for weeding out potential errors ahead of time. If someone submitted an application to the wrong area by mistake, this should alert them.

It also helps people prepare when they know the exact title of the job they’re vying for. Guide their research by being specific.

Helpful advice and preparation tips

Setting your expectations ahead of time reduces your chance of disappointment. If you want candidates to come ready with a presentation, for example, make it explicitly clear.

It’s okay to let people know what you’re looking for. Having people come in blind might leave you feeling like everyone just wasted their time. Give them as much information as is appropriate to get a real insight into their potential.

Length of the interview

This is another good detail to add to your interview invite email. Tell people how long they can expect to be with you so they can plan their day. It’s a considerate detail to disclose, and it helps you keep to your time slots if you’ve set those expectations.

Share the steps of the entire interview process

Most people get pretty nervous about interviews. It can help if they know exactly what to expect. Give any details you have about the process.

• Are there going to be several steps?
• If so, how many?
• How many people will be on the interview panel?
• Are there any interview tasks to complete?

Email signature

Last but not least, include your email signature. This helps your candidates know who they’re talking with, your role, and how they can contact you.

If for any reason they don’t find your interview invite clear or detailed enough, they can reach out. 

Now that your interview invitation email is complete, you can sit back and wait for the candidates to book up your time slots!

Include all important interview details

Make sure you include everything you want the interviewee to know. Your candidates will feel better prepared and reassured if they know exactly what to expect and where to go. If it’s an online, remote interview, specify what video calling platform you use so they can familiarize themselves with it in advance.

Don’t forget:

• The date, location, and time
• How long the interview will take
• Who to contact if they have questions or issues
• What the interview process will entail

This example gives super detailed instructions. They even recommend a method to use when answering their interview questions. The interview will be online so they’ve included the meeting link and details in large font. You can’t miss it!

Check it, then check it again

Once you have included all your details correctly, check the details of the person you are inviting. Nothing takes the excitement out of an interview invite quite like your name being spelled wrong. 😬 Make people feel like they matter.

Congratulate candidates!

They got an interview, show them you’re excited to meet with them. A little appreciation goes a long way, and positivity creates lasting impressions. Showcase your company culture and let them know that you celebrate success.

Stay inclusive

Life happens, and not everyone has the same circumstances. Make attending interviews easier by offering flexibility—for example, by accommodating caregiving needs or offering online interviews.

An interview scheduling tool like YCBM makes it easy for candidates to reschedule interviews if something unexpected pops up in their personal lives. Showing your company understands life isn’t always predictable sends a clear message of care and empathy!

Additionally, be mindful of the unique needs of candidates in relation to disability, age, sex, religion, gender, and sexuality. By staying inclusive, you open yourself up to a wider pool of talented people.

Diversity is a strength that can become your competitive advantage. It not only improves company culture but affects your finances too. According to LinkedIn, companies that boast diverse teams earn 2.5x higher cash flow per employee.

Be reliable

You might have a stack of candidates lined up, but each of them is probably anxiously awaiting an update.

Be as communicative as possible. Have systems in place to let interviewees know about any changes, if their application is progressing, or if they have been unsuccessful. This is especially important if you have a lengthy interview process. Respect people's time and energy!

With the basics covered, let’s get into the templates. Pick whichever fits your situation and adjust it however you need.

Looking for a simple interview invitation email? This template is exactly what you need!

Subject: Interview invitation for [role title]
Dear [candidate’s name],
Thank you for applying for the [role title] at [company name]. We were impressed with your application and would like to invite you to an interview to discuss your experience and the opportunity further.
Here are the details of your interview:
Date: [insert date]
Time: [insert time, including time zone if applicable]
Location: [insert location or meeting link for virtual interviews]
Duration: [insert estimated duration]
The interview will be conducted by [interviewer’s name(s)], [job title(s)]. During the session, we’ll cover [briefly mention topics, e.g., your previous experience, role expectations, etc.]
Please confirm your availability for this interview by replying to this email by [RSVP deadline]. If you have any questions or need further assistance, don’t hesitate to reach out.
Looking forward to speaking with you!
Best regards,
[your name]
[your contact information]

This template is designed for inviting candidates who have been referred to your company. It highlights the referral source, adds a personal touch, and sets a professional tone.

Subject: Interview invitation for [role title] at [company name]
Dear [candidate’s name],
We recently heard about you from [referrer’s name], and your background for the [role title] caught our attention. We’d love the chance to meet with you and discuss how your skills and experiences align with what we’re looking for.
If you’re interested, we’d like to schedule an online interview with you in the next few weeks. 
To simplify logistics, you can select a time that works best for you using our scheduling link: [insert scheduling link]. Once you've chosen a time, you'll receive an email with the meeting link. The interview will take around [insert duration].
During the conversation, [interviewer’s name(s)] will discuss your experience and the role in more detail. If you’re unable to attend, please kindly let us know as soon as possible so we can adjust plans accordingly.
If you have any questions or need assistance, feel free to reach out at any time.
We’re looking forward to connecting with you soon!
Kind regards,
[your signature]

This template is ideal for inviting candidates to a screening interview with your HR specialist. Bonus points if you include a scheduling link where the candidate can choose a time that suits them best!

Subject: Invite to the screening interview for [vacancy title]
Dear [candidate’s name],
Thank you for your interest in the [role title] at [company name]. As the next step in our process, we’d like to invite you to a screening interview with our HR specialist, [HR specialist’s name]. This conversation will help us better understand your skills, career goals, and how they align with what we’re looking for in this role.
To help you prepare, you can review the [job description](insert link) and our [“What It’s Like to Work at [company name]” guide](insert link) to learn more about the role and our company culture.
You can select a time that works best for you using this link: [insert scheduling link]. The interview will take approximately [insert duration] and will be conducted [via phone/online via Zoom/Google Meet/MS Teams].
Feel free to reach out if you have any questions or need further details.
We’re looking forward to learning more about you and exploring how you could contribute to our team!
Warm regards,
[your name]
[your contact information]

If you need to conduct a phone interview, send a meeting invitation email explaining exactly how the process will work. Also, don’t forget to double-check that the candidate’s phone number is correct!

Subject: Phone interview for [role title]
Good morning/afternoon [applicant’s name],
Thank you for your interest in the [role title] at [company name]. We’d like to invite you to a phone interview as the next step in our hiring process. This conversation will give us a chance to learn more about your background and share details about the role.
Here’s what you need to know:
Duration: [insert estimated duration]
Interviewer: [insert interviewer’s name(s), job title(s)]
Phone number on file: [insert candidate’s phone number]
We’ll be calling you from [insert company phone number]. We’re sharing this in advance so you’ll recognize the number when we call, helping ensure we can connect smoothly. If your phone number we have on file isn’t correct, please reply to this email to update it.
To make scheduling easy, please pick a time that works for you using this link: [insert scheduling link].
Looking forward to speaking with you!
Regards,
[your name]
[your contact information]

If your interview processes are rather sophisticated, send a detailed interview invitation containing key interview details, role-specific assessments, or behavioral evaluations.

Subject: First-round interview invitation for [role title]
Hello [candidate’s name],
Thank you for your interest in the [role title] at [company name]. We are pleased to invite you to the first stage of our interview process. This step is designed to give us deeper insight into your skills and experience while providing you with more information about our team and company culture.
Here are the details:
Date and time: [insert date and time, including time zone if applicable]
Location: [insert office address or virtual meeting link]
Duration: [insert estimated duration]
Interview panel: [insert names and titles of interviewers]
What to expect during the interview:
A structured discussion focusing on your professional background and alignment with the key competencies for this role.
A role-specific behavioral assessment, which will help us evaluate your problem-solving skills, adaptability, and interpersonal approach.
Time for you to ask questions about the role, our team, and our organizational culture.
Preparation:
Please complete the [behavioral assessment/test name, include link] before the interview. This will take approximately [estimated time] to complete and is required as part of the interview process.
Review the [job description](insert link) and our [“What It’s Like to Work at [company name]” guide](insert link).
Please confirm your availability by replying to this email by [RSVP deadline]. If you’re unable to attend, let us know, and we’ll do our best to accommodate a different time.
We’re excited to learn more about your potential fit for our team and look forward to meeting you!
Warm regards,
[your signature]

If you don’t want to be writing long invitations, a short one can work as well. Keep it to the point by including only necessary information.

Subject: Invitation to a first-round interview for [role title]
Hi [candidate’s name],
Thank you for applying for the [role title] at [company name]! We’re excited to invite you to a short [insert duration] first-round interview to learn more about your background and share details about the role.
You can pick a time that works for you using this link: [insert meeting scheduling link].
To prepare, feel free to review the [job description](insert link) and our [vision and values document](insert link) to understand what drives our team.
If none of these times work for you, just let us know, and we’ll be happy to arrange another time.
Looking forward to speaking with you!
Best regards,
[your signature]

This template is designed for inviting candidates to a second-round interview. Start your email by congratulating the candidate on progressing to the next stage to set a positive tone and build excitement about the opportunity.

Subject: Invitation to a second-round interview for [role title]
Dear [applicant’s first name],
Congratulations on progressing to the second round of interviews for the [role title] at [company name]! This next stage is designed to give us a deeper understanding of your skills and how you’d fit into our team.
Here are the details:
Format: [e.g., in-person at our office or online via the meeting link]
Duration: Approximately [insert duration]
Interview panel: [insert names and titles of interviewers]
Please schedule your interview at a time that suits you best using this link: [insert scheduling link].
To help you prepare, we recommend reviewing the [job description](insert link) and our [“Our Vision and Values” document](insert link). During the interview, we’ll explore [e.g., specific projects, competencies] and provide time for your questions about the role and team.
Should these times not work for you, feel free to share your availability, and we’ll do our best to accommodate.
Looking forward to connecting again!
Warm regards,
[your name]
[your contact information]

This template is for inviting candidates to the final step of the interview process.

Congratulate them on making it this far and highlight that the final-stage interview is a collaborative conversation where they get to assess whether the company is aligned with their expectations.

Subject: Final stage interview invitation for [vacancy]
Dear [applicant’s name],
Congratulations on reaching the final stage of the interview process for the [vacancy title] at [company name]! This milestone reflects how impressed we are with your qualifications, and we’re excited to continue the conversation.
Your final interview will be conducted by [insert name], [e.g., Head of Department/Director of Operations]. This discussion is designed to be collaborative—it’s as much about us learning more about you as it is about you evaluating if [company name] is the right fit for your career goals.
Here are the details:
Format: [e.g., in-person at our office or virtually via link]
Duration: Approximately [insert duration]
Please schedule your interview at a time that works best for you using this link: [insert scheduling link]. Please let us know if these times aren’t suitable, and we’ll work with you to find a more convenient option.
Meanwhile, if you have any questions or need clarification, feel free to send us an email, and we’ll get back to you as soon as possible.
Best wishes,
[your name]
[your contact information]

If you’re a small business (and prefer less corporate rhetoric), here’s a casual final-stage interview email template.

Subject: Final interview for [vacancy] at [company name] 
Hi [candidate’s name],
Congratulations—you’re almost there! We’d love to invite you to a final interview for the [role title] at [company name]. This time, you’ll be chatting with [insert name], [e.g., Team Lead/Head of Department], who can share more about what it’s like to work with us.
You can pick a time that works for you here: [insert meeting scheduling link]. The conversation will take about [insert duration] over [Zoom/MS Teams/another video conferencing tool].
Bring your questions—we’d love to help you get a clear picture of the role and what it’s like to work with us.
Chat to you soon!
Kind regards,
[your name]
[your contact information]

The bottom line

Sending out interview invitation emails is a vital part of your recruitment process that sets the tone for a candidate's experience with your company. Being organized and engaging in thoughtful communication will make a lasting impression on your applicants.

To streamline this process, tools like YouCanBookMe are invaluable. When you integrate a scheduling tool into your emails, you can empower candidates to choose their preferred interview times and ensure seamless organization.

By combining these email best practices with a reliable scheduling tool, you not only make your job easier but also leave a positive impression on every candidate. Make them excited about the opportunity to work with your team.

Try YouCanBookMe for free today to level up your interview scheduling workflow!

FAQ

What should I do if a candidate doesn't respond to my interview invitation?

If a candidate hasn't responded after a reasonable period, send a polite follow-up email. Remind them of the opportunity, reiterate the interview details, and give them a clear call-to-action to confirm their participation or reschedule. Sometimes, emails get overlooked, and a gentle reminder can help.

How do I avoid scheduling conflicts when using YouCanBookMe?

YouCanBookMe integrates with your calendar, which automatically updates available times based on your schedule. This helps eliminate double-bookings and ensures that candidates can only choose times that are actually open. You can also set buffer times between interviews to avoid overlap and ensure you have the time you need to prepare.