The interview confirmation email is an essential part of the candidate experience. It sets the tone for candidates and provides them with key information. It's the first step in building rapport with potential job candidates.
Preparing a clear, easy to follow, and thorough (yet succinct) interview confirmation email shows the candidate that you've taken consideration to set them up for success. This saves time by minimizing back and forth and ensures everyone is on the same page.
Below I'll list what to include in the interview confirmation email and provide you with a sample email template that's easy to adapt for your unique recruitment process. Confirmations and the level of detail involved will vary depending on the stage of the interview. For this article let's assume we're referring to the earlier stages of the hiring process.
What to Include in the Interview Confirmation Email
It’s easy to go into autopilot when drafting numerous confirmation emails. Here are some tips to help keep you on track.
Introduce yourself and your role in the interview process. Let the job candidate know that you're happy that they've applied. Reiterate the job title since they may have applied to more than one position within your company.
Date and Time of the Interview
Write out the calendar date as opposed to "next Tuesday" and include the time zone that the interview is taking place in, especially when interviewing the candidate virtually. Include the interview length as well. It may seem small but it can be meaningful if a candidate is coming from their current place of employment or has other job search obligations. It shows that you respect their time.
If It’s an In-Person Interview
Provide the address or Google Map link, as well as the nearest major intersection. Include where validated parking lots are, access codes, and your floor and suite number. If someone will greet them at the front desk, mention who it will be.
Provide some context here like the interview format and the purpose of this round.
Possible interview formats include:
- Phone screen with the recruiting team
- Offsite coffee with the hiring manager
- Panel interview format with recruitment team and hiring manager
- Lunch interview with the CEO
- Group interview with other potential candidates
Will the interview be structured or unstructured? If the purpose is an unstructured team lunch and tour, they'll know not to prepare answers to all 25 questions that they sussed out on the company's Glassdoor page. If the purpose is to use a panel setting to give the candidate exposure to more levels of the team, they’ll know to buff up on their presentation skills.
Names and Job Titles of Interviewers
Job candidates want to know which members of the team they're meeting rather than getting blindsided. It can provide context as to the type of interview questions that'll be covered and also allow them to do a bit of pre-interview research.
If you have bios on the company website, hyperlink the interviewers' bios or LinkedIn profiles right in the interview confirmation email. This makes it easy for your potential job candidates to get an overview of who'll be in the room and prepare their relevant questions.
Contact Information (Including a Phone Number)
As busy professionals, we tend to rely on email or chat as a means to get in touch for most circumstances. That said, if a job candidate is trapped in the parking lot or can't seem to get past security, it's a lot more effective for them to have the phone number of a clear point of contact like the recruiter or recruiting coordinator whom they can contact.
If your phone is usually on silent, it's good to make an exception and keep your ringer on for any days that you're hosting job candidate interviews.
This may include preferred dress code, required documents (like references), or anything else that hasn't been mentioned above that's important for them to know.
Tips to Keep Email Templates Short and Sweet
There's a noticeable difference between an over the top email vs. an appropriately detailed email.
We've all been on the receiving end of an email that could’ve been consolidated into one-third of the length without losing much substance. Here are some tips that will make opening your email a joyful candidate experience:
- Distill down: Take out filler words or repetitive information. Words like basically, really, very, kind of, perhaps, might, currently, actually, and the list goes on.
- Use icons or emojis: Where it makes sense to replace words or phrases, try representing information visually. For example, use the calendar and clock emojis instead of spelling out "date and time." It's a simple fix that makes reading more pleasing to the eye.
- Use hyperlinks: Link to relevant company information on the website instead of including attachments or quoting large bodies of information.
- Write a precise subject line: Keep the information clear and to the point. Other than company name, parties involved, and the role, nothing more is needed.
- Think interactive: Most emails will be read on mobile phones, it helps to make interview confirmation emails somewhat interactive. Buttons for social accounts and a hyperlinked email signature makes it easy for them to access information at their fingertips quickly.
- Use humor: GIFs work well but use them wisely and remember to keep it professional. In the template below, you can add a GIF after "Hi [job candidate]" or before "speak soon" for added personality if appropriate for your company culture.
Interview Confirmation Email Template
After you establish a strong interview confirmation email that you're happy with, it makes sense to use it as a template. Here's a sample email of what I use for potential job candidates:
Subject Line: Interview Confirmation [Name of candidate] <> [Company Name] for [Job Title]
Hi [job candidate],
I'm very pleased to confirm your interview for [job title]. The interview will be a [interview format] with [interviewer name] who's our [interviewer job title]. He/she looks forward to learning more about [work experience/work with a particular project or company]. During the interview, we’ll go over the position in greater detail and leave some time for your questions.
I’ve included some info below:
When: [date, time, duration]
Where: [full address with Google Maps link, floor]
Who: [name and title of the interviewer]
I recommend using the parking lot in our building so that we can validate your parking. We'll have a badge waiting at the security desk where [recruiter/hiring manager name] will be there to greet you and walk you up to our office.
Feel free to contact me at [phone number] if you have any questions or concerns.
We can't wait to meet you.
[your name, title]
Simplify Interview Confirmation Emails With Automation
The coordination of interview confirmation emails can be overwhelming at times. Between ensuring candidates have access to all the latest updates during their candidacy and internally coordinating with hiring managers, it can feel a bit like a game of telephone. There's potential for mixups, which leads to more work.
Prelude has been built with recruitment teams in mind. It supports your coordination effort by sending out automatic calendar invites and interview confirmation emails that sync with your current applicant tracking system.
Prelude enhances the recruiter experience by providing automated support that simplifies the scheduling process for interview appointments.
With intelligent scheduling that recommends the best available interview options according to timezones, preferences, and pool, you'll spend more time with the right candidates than you do scheduling them. Sign up for a free demo to see how strategic interview scheduling can enhance your hiring power and help you uncover the strongest job candidates.