You have received an email that says, “Thanks so much for your application. We are interested in scheduling an interview.”

Congratulations! You are hot on the trail of a potential job offer.

Now, not to scare you, but responding correctly to an interview email request matters. This guide covers everything you need to know, including all manner of responses, including steps, examples, templates, and mistakes you need to know when responding to an interview request email. Read on for how to respond to an interview request email so you can rock it.

What is an Interview Request Email?

First, what is an interview request email during the job searching process? 

Great question. It is an email from an employer that will communicate that they are interested in an interview. Employers commonly send email requests directly from their human resources office, but an email may also come through a job board or from a recruiter.

An excellent interview request email response is great for your personal brand, because it shows you as a responsible, responsive individual who could make a great potential employee.

How Quickly Should You Respond to an Interview Request Email?

You should respond to an interview request email within twenty-four hours, but ideally, responding right away is a great option. In other words, respond as soon as possible! Timing matters to employers because they are likely looking to move quickly on the job search and your career plan, so keep that in mind. 

If you do not respond to an email after a few weeks, they are likely to pass on your application — and understandably so. If you cannot respond in a reasonable amount of time, they may reason you will not be a dependable employee.

How to Respond to an Interview Request Email (Step-by-Step)

Let’s walk through how to respond to an interview request email step by step so you know exactly what to do once that all-important email lands in your inbox. It can be tough to land an entry-level job, so there is no question you want to do everything right. 

Learn more: How to Choose a Career as a Teenager

Use the Right Subject Line

You may hem and haw about whether to include the original subject line, and that is normal. It is worthwhile to respond to the exact email because it will show up exactly how the recruiter sent and be exactly what they are looking for. For example, it will look like this: RE: Interview: Construction Manager – Data Center Design, Engineering, & Construction. In other words, the recruiter will quickly be able to track your email. 

 However, if the original subject line is confusing or unclear in any way, you may want to try sending a different subject line. If you do change it, use a clear subject line such as “Re: Interview for [Position Title] – [Your Name].”

Start With a Professional Greeting

First, start with the individual’s name — the one who sent the original email — using a professional greeting. For example, you can respond, “Dear Ms. Smith,” or “Dear Mr. Coles,” in a professional way — and check on their prefix to ensure you get it right. 

If you do not know the professional’s name, do your best to find out, particularly if it is a small company. If it is a huge company, you may just have to address it to the recruiter or the email it came from initially.

Learn more: Is it Better to Apply on LinkedIn or Company Websites?

Thank the Employer

You will need to express your thanks to the employer professionally in your interview invitation email reply. This can be as simple as saying, “Thank you for the interview offer. I’m looking forward to it.” You can also put the name of the position in this sentence as well. 

Confirm Your Availability

Next, you can confirm your availability by listing your available dates and times — and in most cases, the recruiter will give you some options to begin with. It is a good idea to mention your time zone as well. If the company is in Florida and you’re in Washington State, simply mention the time zone that includes your availability. 

For example, you can state, “I’m available next Monday and Wednesday from 1 to 3 p.m. Central Time.”

Ask Clarifying Questions (if Needed)

If the email you receive leaves out pertinent details, you may want to dig into some questions. For example, if you have questions about interview length and format, location, or video platform, you can check. Make your questions clear in the email, perhaps even bulleting them. For example, you might ask:

“Could you please clarify which building entrance I should enter? Will the interview last approximately an hour?” 

Close the Email Professionally

Finally, close the email professionally. For example, you can simply state, “Thank you so much. I look forward to speaking with you in person. Sincerely, [Your Name].”

You can include some variation of this, but ensure you are thanking them for their time and using a professional sign-off.

Interview Request Email Response Templates

Let’s take a look at how to reply to an interview email through several email response templates (including a polite decline!). 

Accepting an Interview Request Email

If you are planning to accept an interview request, here is a simple professional response.

Subject: Interview Confirmation – [Your Name]

Hi [Employer Name],

Thank you so much for inviting me to interview for the [Job Title] position. I’m happy to confirm that [date/time] works perfectly for me. Please share other details you have about your parking suggestions near the office. I’m looking forward to our conversation!

Best regards,
[Your Name]

Offering Alternative Interview Times

Here are some interview email response examples if you have to ask for an alternate interview time:

Subject: Interview Scheduling – [Your Name]

Hi [Employer Name],

Thank you for reaching out regarding the [Job Title] interview. I am looking forward to our conversation. 

I am unavailable at [original time], but I would be happy to meet at [alternative dates/times]. Please let me know if one of these works, or if there is another time that fits your schedule. I appreciate your flexibility and look forward to speaking with you.

Sincerely,
[Your Name]

Asking for Interview Details

When responding to interview invitations, you may need a few more details, and you can ask for those as long as they have not already spelled out some of these things. (Do not prove to them that you did not read the email!)

Subject: Interview Details Request – [Your Name]

Hi [Employer Name],

Thank you for the invitation to interview for the [Job Title] position. I am very excited about the opportunity! Could you please share any details regarding the interview format, expected duration, and whether there is anything I should prepare ahead of time? I want to ensure I’m fully prepared.

Thank you,
[Your Name]

Declining an Interview Request Politely

An interview request email template declining the interview request can look like this:

Subject: Interview Availability – [Your Name]

Hi [Employer Name],

Thank you so much for considering me for the [Job Title] position and for inviting me to interview. After careful consideration, I am unable to participate at this time. I truly appreciate the opportunity and hope we can connect in the future.

Best regards,
[Your Name]

Responding When Asked to Call the Employer

Finally, if they ask to you to call, video, or meet in person, you can include those details:

Subject: Follow-Up Call – [Your Name]

Hi [Employer Name],

Thank you for reaching out regarding the [Job Title] position. I would be happy to speak with you over the phone. Please let me know a time that works best for you, and if there is anything specific you’d like me to have ready for our conversation. I look forward to connecting!

Best regards,
[Your Name]

If they request a video interview, you could also substitute that with [over the phone] or [in person].

Common Mistakes When Responding to an Interview Request Email

There are some mistakes you can make when responding to an interview request email, and that is normal, especially when you get overexcited about scheduling a job interview. For example, you might wait too long to respond, particularly if it gets stuck in your spam folder or if you do not check your email very often (by the way, if you are job hunting, you need to check your email a LOT — preferably several times a day). 

Another mistake: answering the email too casually. If you are answering it, “Hey dude! I’m totally stoked for the job interview!” you are likely not going to get a response, and I hope that goes without saying. 

Also, if you spend a lot of time overexplaining something in your interview request email, they might hit “delete” and that’s the end of it. For example, if you say, “I am not sure I will make it into the job interview on time because my car has a broken engine. Last Wednesday, it started smoking and my dad had to rescue me from the side of the road!” That might not bode well for your interview, and I hope I do not have to explain why that’s a no-no.

Finally, if your email response contains typos and name errors, you are likely in hot water before you even show up for the job interview. The last thing you want is an employer saying, “Okay, we will grant her the interview, but it is not looking good already.”

How to Follow Up After Responding to an Interview Request

Have not heard back after your interview request? Nothing can be more frustrating or keep you on pins and needles more. Here is a sample follow-up email you can use:

Dear [Hiring Manager’s Name],

I hope you are doing well. I wanted to follow up regarding my previous email about the [Position Name] interview. I am very excited about the opportunity to discuss how my experience in [briefly mention relevant experience or skills] could contribute to [Company Name].

If you have had a chance to review my availability, I would be happy to accommodate your schedule. Please let me know if there’s a time that works best for you.

Thank you so much for your time, and I look forward to connecting soon.

Best regards,
[Your Name]
[Your phone number]
[Your LinkedIn profile] (We can help you create your LinkedIn profile at Campus to Career Crossroads.)

Interview Request Email Response Checklist

Here is a quick checklist before you hit “send” on your interview request email response: 

• Have I used the same subject line so it doesn’t escape their filters?
• Have I included an appropriate and professional greeting (and spelled the individual’s name correctly)?
• Have I thanked the employer for the interview?
• Have I confirmed my availability for the job interview?
• Have I asked clarifying questions (as needed)?
• Have I closed the email professionally?

These questions should help guide you on doing the right things prior to entering the workforce.

Send an Interview Request Email that Lands You the Job

Use our templates above, and feel free to customize the email based on your situation. If you have a fun connection, you may want to drop this in, like this: “I had an internship with your company when I was in college and worked with [Name and Name],” or “I met [Name] at the campus career fair.” Personalize briefly, however. You do not want to go into a list of everything that is happened to you since college, for example.

The goal is to keep it professional, short, and courteous, but at the same time, convey your excitement for the interview. At Campus to Career Crossroads, we can give you pointers, including on your post-interview thank you notes.

Learn more: How to Land an Internship and Learn More About Career Counseling Assessments

Frequently Asked Questions

Read on for questions related to how to respond to an interview request email and land the job!

Can I respond via text or job platform?

If you have received an email about an interview, follow the directions they give you exactly. For example, if they say “schedule your job interview on our platform,” go ahead and do that. However, follow up with an email to say you did exactly that and that you are looking forward to the interview.

What if I need to reschedule?

If you need to reschedule after initially scheduling an interview, send a polite email and call if there is a way to do so. The last thing you want to do is not communicate that you cannot make it to your originally scheduled interview. Try to avoid doing this from the beginning, however. If you are interested in a particular job, do everything in your power to be there as you said you would. Rescheduling is a hassle for the employer and does not look good for you.

What if I am no longer interested?

If you have already taken a job, you can communicate that, so be transparent. Recruiters strive to turn down applicants with respect too. Here is an example: Thank you so much for considering me for the [Job Title] position and for inviting me to interview. I have already accepted a different job. I truly appreciate the opportunity and hope we can connect in the future.