Simple & Easy Steps To Create An Interview Confirmation Email

An interview confirmation email lets a recruiter and a job applicant be on the same page by agreeing to meet at a scheduled time for the interview procedure. It shows respect to the recruiter by the applicant by respecting their time out of their busy schedule. Acknowledging an email for an interview is one of the major things to prepare yourself for the interview.

Role of An Interview Confirmation Email

Interview Confirmation email plays a very vital role in streamlining the hiring process. An Interview Confirmation email predominantly functions as a reminder to the employer and to showcase your interest in the position. It also works as a confirmation of the availability of both parties at a certain date and time. An interview confirmation takes at least 2-3 business days to send and receive.

This blog is also written to learn how to acknowledge an email for an interview. So, for the convenience of the job applicant after the interview, one can ask the recruiter when you should expect an email from them. An interview confirmation can also be used to enquire about the details of the Human Resources or the hiring manager which include: 

• The location of the company,
• Date and time of the interview, etc.

Since during the time of the comprehension of the Interview confirmation mail, the Employer/interviewer has not yet confirmed the status of an interview, the main idea is to confirm or ask for confirmation in regards to the happening of the interview itself.

Generally, an interview confirmation email is sent soon after communication with the hiring manager or Human Resources over the phone or via mail about the interview invitation. However, sometimes the hiring manager may mention his intention of sending an interview invitation mail to the applicant, in those cases, the job applicant shall not send any confirmation mail until and unless the invitation mail is received.

How to Create an Interview Confirmation Email?

In the response to interview invitation mail, the applicant must make certain to follow professionalism and an upbeat tone, as well as to proofread the mail twice before sending it to avoid any kind of typological/grammatical errors or unprofessional statements. It is also advisable to send a copy of the mail to yourself which makes it easier to review the details before the interview. The following now shall explore how to create an interview confirmation mail. 

The subject line of the interview confirmation email must contain a headline as the following:

Subject: ‘INTERVIEW CONFIRMATION MAIL’

It should be followed by the job applicant’s full name which makes it easier for the recruiter to find the right person’s email easily leaving behind a good impression. The body of the interview confirmation mail should always start with a salutation to the hiring manager or the recruiter. There are several tricks to using a salutation. After the salutation, comes to the body of the email.

Hello (Name of the recipient), (Salutations)

First Paragraph

The first paragraph of the interview confirmation email involves the sender complimenting the recruiter about the whole procedure of short-listing them. This right off the bat sets a tone of respect the sender is willing to reach out with, and makes the recipient who usually is the recruiter, feel assured about their choice.

 It is advisable to ensure that the mail begins with appreciation to the recruiter for finding the sender capable of the position. A good option to add is also to show the sender’s interest in contributing to the growth of the company/organization.

Second Paragraph

Then, the job applicant must mention their desired and convenient date and time for the interview. This can be done both formally and informally, depending on the decision of the sender. Such as: “It will be a pleasure to meet you (the interviewer) at (date and time of the interview) at your (location of the interview) office.”

OR, if the details have yet not been confirmed totally, then it can be followed by the reason for writing the mail, which may include:

1. Confirming the details of the interview.
2. Documents are required at the time of the interview.
3. If the recipient is willing to provide any vital information related to the interview, prior to it.

The mail must also contain the applicant’s detailed contact information as an email signature, even if the employer already has them all, which makes it easier for them to follow up. The sender must assert that they will be bringing the necessary documents and portfolio to the interview and overall keep it concise by showing that they are ambitious regarding the interview. 

Third Paragraph

The third paragraph generally again reiterates the appreciation, similar to the lines expressed in the first. The sender may keep the ending note by adding any further inquiries, or by mentioning that they are up for any change of date/reschedule of the interview itself. And in case any comes by, the sender must request to be notified regarding such. Also, it is crucial to add an ending salutation, which generally contains the overall impact of the letter. 

Examples of such phrases can be, “Looking forward to the interview with you and your firm.”, or “I will be eagerly waiting for your response regarding the interview, and I am willing to be available within short notice.”

(Salutations)
Thanking you,
Yours faithfully/officially,
(Signature)
(Name of Sender)
(Contact information)

The interview confirmation email reply would be somewhat similar to this. The body of the email would provide the mutual date and time of the interview and send thanks for the opportunity given to the job applicant. The response to an interview confirmation email is easier than writing an interview confirmation email.

As one may observe, the interview confirmation email is all about keeping it precise and short and must avoid being lengthy and in-depth. Showing a sense of honesty and courtesy goes a long way in such emails, and can lead to the recruiter (recipient) being prompted to confirm the interview sooner than it would have been otherwise. While sending this email, you can attach your resume to the mail body.

Conclusion

It is indeed a powerful tool in a person’s professional career, but must not be used in a way where the sender ends up expressing themselves as too keen or appreciating, which can on the other hand obstruct the tone of professionalism, which is necessary, through the stretch of the email.