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.
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.
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.
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!
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.
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.
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.
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.
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!
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:
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!
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.
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👉 Need help with email etiquette? If you’re struggling to write professional-sounding emails, our guide has the tips you need. |
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.
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.
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!
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.
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!
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!
If your interview processes are rather sophisticated, send a detailed interview invitation containing key interview details, role-specific assessments, or behavioral evaluations.
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.
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.
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.
If you’re a small business (and prefer less corporate rhetoric), here’s a casual final-stage interview email template.
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!