What is an Interview Invitation Email or Letter?
An interview invitation email or letter is a document used to request the attendance of a potential employer for a job interview. It is used to inform a job applicant that the company they have applied to work with is interested in further discussions.
If you are in the process of hiring someone for your business, you have posted a job opening, received applications then you are on the right page. The next step in the job hiring process is to shortlist the applications you have received and send out an interview invitation email for the first interview.
If you have already talked to the applicant over the phone about the interview, what you need to write is an interview confirmation email.
Before you write your interview invitation email or letter!
Contents of an Interview Invitation Email of Letter
When writing an interview invitation letter, please ensure that you have the following in your email or letter.
The position that you want to fill
Date, time and location of the interview
This is the most important part of the letter. You want your applicants to be able to locate the venue of the interview and be there at the right time. If you know that your office location is difficult to locate, you may attach a map or give some directives.
Optionally you may add information about the person who would be conducting the interview. If you are a small business, you would most likely be conducting the interview yourself or with your partner. In this case, you can mention that they will be interviewed by the hiring manager.
What to bring to the interview
It is important to inform the applicant about the documents that you expect them to bring to the interview. Typical documents include original copies of certificates, list of references, copies of previously completed works etc.
What to expect at the interview
Would you be conducting an aptitude test? Would you be asking your candidates to perform some specific job related tasks? You may choose to let the applicant know so that they can come prepared.
A contact phone number
This is important so that if they run into any challenges on the day of the interview, they can have an alternate method of contacting you. You may also provide a contact email if the email from which you would be sending the interview invitation email is a general one.
Interview Invitation Email Sample
Here is an example of an Interview invitation sent via email to a job applicant who has been selected for a one-on-one interview.
When to send the Interview Invitation Email or Letter
You should give at least one week for the job applicants to prepare for the interview. The more time you give the better. If you have a good number of applicants, you may decide to have the interviews on two different days. Some applicants would need to take time off their current jobs to attend the interview, giving them more time to prepare will increase your chances of getting a better fit for your operation.