An Interview confirmation email is necessary in two case scenarios;
- When an interviewer needs to confirm an interview after a verbal agreement with prospective job candidates
- When an interviewee needs to serve a reminder to the hiring manager, ask logistical questions or confirm the details of the interview.
Regardless of the circumstance, interview confirmation emails demonstrate to both parties that the meeting is some level of importance, and help to straighten out the rough edges of an earlier arrangement. Ultimately, it portrays the professionalism of both parties.
Phone interview confirmation emails are especially important because every detail could be instrumental in determining the success of the meeting. Here are a few tips to set you in the right direction;
When to Send a Phone Interview Confirmation Email
In good practice, you should send the email soon after receiving or giving the notice. Alternately, you may also send the email to confirm the arrangements for the Interview as the date approaches.
For interviewers, it is an excellent way to set the time and date of the interview or to confirm the candidate’s availability.
However, for candidates – there is no need to send an email if the hiring manager has already indicated his/her intention to send one to you. Except, to acknowledge its receipt, details or to inquire about it if you don’t receive it after a significant amount of time.
How to Send a Phone Interview Confirmation Email
The tone of a Phone Interview Confirmation Email must always be professional. However, it shouldn’t contain any unnecessary details, and the language must be simple and straightforward.
The emails should include the following;
- Formal greetings (as appropriate)
- Confirmation of the scheduling details
- Alternative arrangments if there is a scheduling conflict (if necessary)
- Request for a reply to confirm that the other party is available for scheduled time/date (or has received the email)
- Closing salutations
- Your name and phone number
Sample Phone Interview Confirmation Email
Using these Phone Interview Confirmation Email sample; you may customize it to suit your personal or company culture.
Letter Confirming The Availability of the Candidate For The Phone Interview
SUBJECT: PHONE INTERVIEW INVITATION
Dear Ms. Jane
I am glad to inform you that your application to fill the position of the Marketing Manager at XYZ has been processed and considered.
We would, however, like to schedule a 30-minute phone interview to discuss your qualification, prospects and the possible benefits accompanying the Job.
Should you be hired, you will be resuming official duties as the Marketing Manager, XYZ industries immediately.
Does this interest you?
Kindly let me know, and I will set up a date and time that suits your schedule.
Email Accepting Phone Interview Invitation
SUBJECT: RE: PHONE INTERVIEW INVITATION
Dear Mr. John,
Thank you for your phone interview invitation relating to your vacancy at XYZ firms. I appreciate the opportunity, and I’m looking forward to discussing with you at a time that most suits you.
Kindly provide me with further information relating to the interview dates and time, and I will schedule it appropriately
Email Confirming Details of The Phone Interview Invitation
Email subject line: Confirmation for Phone interview with Jane Manuel for the Position of The Marketing Manager XYZ Industries
Dear Jane Manuel
I would like to confirm the details of your Phone interview for the Marketing Manager position. Below are the details of this call:
When: Thursday; May 2nd at 11 a.m – Duration: 30 minutes
Where: Phone Interview – I will call you at 555-123-1234
Who: John Doe
Please let me know if the phone number listed above is incorrect. Also, If you have any questions, feel free to contact me via email or at 1-444-555-2222
I look forward to talking with you and discussing this job opportunity at XYZ Industries
All the best
In the long run, the email should solidify all the arrangements earlier made; and provide sufficient details for a hitch-free interview.
Goodluck out there!