How to respond to an interview request, emails, and phone calls with templates

3 years ago

Receiving a response from an employer is one of the most exciting things of the job hunt. You have put in the effort—from creating a convincing resume to investigating the company to customizing the cover letter. and Now it is time to take the conversation to the next stage, but the position is not yours yet.

When an employer requests an interview in response to your work application, you should respond quickly and enthusiastically. The way you react is a crucial first step toward landing the job. So, in this article, we're going to walk you through the steps on how to respond to a recruiter or hiring manager's request for an interview while avoiding the mistakes that many job seekers make.

How is the way you respond to an interview request is important?

An interview request is an invitation from an interviewer asking you for an interview, either verbal or written. It is crucial how you respond to an interview request.

The below are the key reasons why responding to an interview request is important:

• Responding to an application in writing ensures that the interview is recorded.
• You can use your answers to find out specific information about the interview, such as the date, time, and place, as well as include any useful information that the recruiter might be missing.
• Your response will be used to show off your competence and etiquette skills.

How to write a response to an interview request

This is how a candidate accepts an interview. Thanking the employer, expressing your pleasure in getting an interview, and including your availability are the best ways to respond to an interview request.

Whether or not they directly asked about your availability, do so. It will help you stop additional back-and-forth emails and show the boss that you are a person with excellent communication skills.

The first tips

1. Timing

React quickly but not in a rushed way. It is sufficient to respond within a few hours of receiving an email or voicemail; always respond within the same workday. reply a week later, and you may have already missed the train.

Your answer should conform to the employer's chosen or necessary mode of communication. So, if you receive an email, you should reply by email. If the recruiter calls you on the phone, return the call.

Obviously, if the boss has ordered specific instructions to be followed, then follow them.

2. Tone

Be courteous, competent, and polite at all times. Use the name of the person who approached you with the same degree of formality with which they interacted with you.

Use a subject line of an email that will stand out in the recipient's inbox. Understand the context of a human resources manager, recruiter, or recruiting manager who is charged with filling several roles.

Present the information that the supervisor would need in order to arrange your appointment in a timely manner.

3. Details

Introduce yourself and tie your answer to the open place right away.

Confirm logistical information after expressing your interest and excitement.

Days and hours that you are available, clarification of the interview site (physical or virtual, phone or video), dress preferences (if unclear), and any relevant criteria such as bringing job samples or credentials will all be included. Time zones must be defined, and positions must be confirmed.

E-mail Invitation

1. Getting invited to an interview by email

After evaluating applications and selecting a few candidates for interviews, recruiters usually send an email to applicants. If your resume passes the initial screening, you will be invited to an interview. If your phone number is on your resume or application, recruiting managers will call you personally, but it isn't the case that often, they may send you a short email inviting you to an interview.

These emails are casual, but they will be your first contact with the company. It is critical that you understand what they are saying and respond appropriately.

Interview invitations typically contain the following:

• Name of the employer, work description, and site of the job
• The work interview place, which may be virtual via Zoom/Skype or different from the job location.
• Types of interview: Telephone, Video on certain platforms, or in person.
• Name(s) and work title(s) of the person(s) who will be holding the interview.
• There are a few date and time choices available, helping you to choose the one that best suits your timetable.

When you get an interview request email, the most important thing to do is read it several times to ensure you do not forget any important information. You may want to double-check if your answer satisfies all of their needs, so reading the email multiple times will help you get everything to the person you are emailing.

2. How to respond to an email invitation

All email responses to interview invites should be structured professionally and contain the following information:

• A salutation
• Body
• Closing
• Email signature with contact information

When it comes to the salutation and ending, remember to keep it formal. "Dear" and "sincerely" may seem to be ordinary, but they do the job. When you are unsure how to answer a contact, they even take the guesswork out of it.

Another thing to keep in mind when writing a salutation is to always address the proper person (rather than the company's general email address) and to use the correct title before the contact's name.

The body of your email can then be kept short and to the point, with no more than two short paragraphs in all. If you completely cannot avoid a schedule change, check the appointment with your appointment planner or recommend different times. This is not the time to bring up more facts or questions; they will be answered after the interview.

Finally, include your full name and an email signature after the closing. Following your name, you can find a few lines of valuable contact details, such as:

• Email address
• Phone number
• Website or LinkedIn profile if relevant and current

Your present job, place of work and physical address are all optional items to use in your signature. And if your contact information is already on your resume, your signature gives the employer a short and convenient way to reach it. Throughout the interview process, making the recruiter's task as easy as possible should be a top priority.

3. Getting invited to an interview by phone call

Employers use telephone interviews to identify and select applicants for jobs, In order to limit the pool of candidates that will be invited for in-person interviews, phone interviews are often used to test candidates. A phone call is a low-effort, fast way to see if an applicant is right for the job. They are also used to cut down on the cost of interviewing applicants from out of town.

A phone interview could be the only choice for remote roles.

4. How to respond to a phone call invitation

Get Ready

Confirm all of the information before the call, including the date, location, and who you will be speaking with. Be sure you know if the interviewer will call you or if you will need to call them.

Take a deep breath and try to be cool if anything goes wrong and you miss the call or the recruiter does not call on time. If necessary, you should be able to get the call back on track or reschedule.

To concentrate on the interview, choose a quiet, relaxed, and private place with no distractions.

If you are going to use your cellphone, make sure it is fully charged and that you are in an area where you can get good reception. You may even find that standing during an interview makes you feel more energized on the phone.

Etiquette for a Phone Interview

• Take the phone and answer it yourself. To begin, notify family members and/or roommates that you will be receiving a call. Respond with your name when you pick up the call. The interviewer will know they have reached the right person this way. Be sure you talk in a cheerful tone of voice.
• Follow the interviewer's instructions. Any interviewers may like to indulge in some small talk for a few minutes. Others may prefer to begin the interview right away. Allow the interviewer to lead the discussion at first, but be prepared to speak about the weather or other minor topics.
• Pay close attention to the interviewer and refrain from responding before the interviewer has completed the inquiry. If you have something to say, write it down on a piece of paper and bring it up when it is your time to talk. It is also a good idea to write down the issue.
• If you need a few seconds to think of an answer, do not worry about it, but do not leave too much dead air. Ask the interviewer to repeat the question if necessary.

When Accepting an Interview, Avoid These Mistakes

If you followed the advice above, you should know how to react to an interview request in order to get an interview easily while still making a good impression.

However, there are some big blunders to prevent when doing this, and I want to make sure you are aware of them…

• First and foremost, do not have your interview request sitting around for too long. If at all practicable, you should respond within 24-48 hours. You should not have to search your email regularly, but you still do not keep the company waiting for a week.
• Also, do not answer without indicating at least one date or period that will be suitable for an interview. This is an excellent chance to show that you are self-motivated and a good communicator. As a result, I would suggest having several days/times to assist them in scheduling the interview.
• After that, make sure to proofread your email! While an error or omission in your email is unlikely to lose you the interview, it does leave a negative impact. As a consequence, please double-check your email for errors before sending it! Proofread from the top to the bottom and from the bottom to the top. That is an excellent technique for catching more mistakes!
• Finally, the biggest faux pax of all: failing to prepare for the interview! Finding a suitable place to apply for, mailing your resume and documents, arranging an interview, and so on takes a lot of time and effort. Right? So, do not waste your hard work and miss out on a chance by allowing others to out-prepare you!

Points to Keep in Mind

• No legal employer sends out unsolicited work interview invites via email. If you receive an email inviting you to an interview for a position for which you did not apply or send a resume, be careful before answering because the invitation may be spam or a phishing message sent by an identity thief or some form of scammer.
• This is not a time to overthink things. When reacting to an interview invitation, it is important to be professional and observe proper etiquette, but it is also important to relax and be yourself.
• You may hear from an employer who notices your resume on a work search page where employers can search, but if the correspondence is authentic, the message would state where the contact information was received and provide you with ample information to check that the communication is genuine.

Templates

E-mail interview invitations reply Template/Sample

Dear Mr./Ms. [Recruiter or Hiring Manager],

Thank you for inviting me to the interview for the [Job Title] position at [Company]. I appreciate you considering me for the position and I look forward to meeting you soon.

As per your availability, I would like to schedule the interview on [Day of the Week], [Date] at [Time, AM/PM, Timezone] in the [Company Office] at [Address]. Please let me know if the time and interview location work for you.

I am excited to learn more about the opportunities at [Company]. Thank you for your time and consideration.

Sincerely,

[Your Name]

[Your Phone Number]

Phone Call/Voicemail Sample/Template:

Mr./Ms. [Recruiter or Hiring Manager],

Thank you for calling me to schedule an interview. I’m sorry that I couldn’t take your call earlier. I am available to interview with you on [Day of the Week], [Date] at [Time, AM/PM, Timezone]. I understand the interview will be held in [Company Office] at [Address].

Please let me know if the time and interview location that works for you. I look forward to meeting you soon. To contact me, please call me at this number or email me at [Email Address].

Thank you,

[Your Name]

Each interview is a learning opportunity from which you will definitely gain in the future. And responding to an interview request is just the start of the communications. Set a positive tone in your first answer, and you would have a better chance of progressing in the recruiting process.