3 key takeaways
- Before responding, review best practices for accepting an interview invitation over the phone, virtually, or in person.
- Be prompt, polite, and professional when you accept an interview.
- Email templates, available in Teal’s Job Application Tracker can help you communicate effectively at every stage of your job search.
Job searching can be a grueling process, but it can all feel worth it when you see the subject line of a new email pop up in your inbox with a specific company name or job title you're pursuing. But in your excitement, you may overthink (or under-think) your response.
So what's the best way to accept a job interview email?
In this guide, we'll cover how to accept an interview via email, providing different scenarios with examples.
How to prepare to accept an interview invitation email
Many companies reach out to job seekers and qualified candidates via email, so you'll want to make sure an interview invitation from the recruiter or hiring manager doesn't fall through the cracks or end up in your spam folder.
That means being more careful about reading emails before hitting the delete button and double-checking your email folders for the hiring manager's (or company) name. You may want to turn on email push notifications if you haven't already, either on desktop, mobile, or both.
Because so much of the job search is handled online, you’ll need to perfect your professional email communication skills. To arrange a time for an interview, it's typical for the recruiter or hiring manager to send an invite from their email address. From there, you can accept it if you're available and send a response confirming receipt, noting that you look forward to speaking with them.
How to accept a job interview email
The best way to accept a job interview is to focus on the three Ps:
- Promptness.
- Politeness.
- Professionalism.
This means responding promptly—that same day (or within 24 hours of their initial email) is ideal. It also means being polite and professional; addressing the sender, providing the required information, and closing the email with appropriate language and your full name.
How to respond to an interview request
Ready to write your interview response email? Here's a guide to writing a job interview email and what to include (and not include) in your response to an interview request.
1. Don’t change the subject line
When you receive an interview invitation email, the sender will have filled out the subject line. Avoid changing the subject line or responding in a separate email. Keeping the subject line and responding within the email can make it easier for hiring managers to keep track of communication. It also lets them lead. Changing the email subject line may not be well-received or may lead to confusion.
Example subject lines you might receive from a prospective employer:
Interview Request for [Role] at [Company]
Following Up About Your Job Application
Availability for an Interview with [Company]
Keep the subject line as-is and simply reply to send an accept interview email.
If you’re sending in your materials to apply for a job, that’s a different story. Make sure you’re crafting an effective email subject for job application.
2. Address your response to the sender
A job interview request email is your time to give a good first impression. Start your email more formally by addressing your response to the sender with a "Ms." or "Mr." If you’re unclear or don’t want to assume gender, you can always address the person by their full name. Look at who sent the email and how they signed their name.
To avoid spelling errors, copy and paste their last name and remove any formatting. That way you can avoid any autocorrect mishaps or innocent spelling mistakes with someone’s name that can be embarrassing.
Example interview acceptance email opener
Dear [Ms./Mr. Last Name or First Name Last Name]
3. Express your enthusiasm for the position
Show your enthusiasm and passion for the interview opportunity. Remember, when you’re on the job hunt, you’re competing with many other job applicants. You’ve made it to the next step! The last thing you want to do is sound uninterested. Enthusiasm can help, but maintain a professional tone in your email response. There’s no need to go over the top with emojis or exclamation points.
Email template to accept interview by level of enthusiasm
Low:
Thank you for reaching out about [job position] at [company]. I’m interested and available for an interview and look forward to learning more.
Medium:
Thank you for reaching out about [job position] at [company]. I’m excited to chat with you further about this position and learn more about the company.
High:
Thank you for reaching out about [job position] at [company]. I’m eager to learn more about the role and how my skills can be an asset.
4. Provide your availability
An interview request is the first step. The next step is figuring out a time that works for all parties. When you’re asked for a job interview, include your availability. It’s best practice to include several times and days or a scheduling link.
Example interview availability email response
I’m available for the interview on Monday, May 20th from 9am to 12pm ET or 3pm to 5pm ET, as well as Tuesday, May 21st from 12pm to 2pm ET. Let me know if there’s a time that works for you.
or
Regarding my availability for the interview, you can book a time that’s convenient for you using my scheduling link [link]. I look forward to speaking further about this opportunity.
5. Give contact information needed
Even though your prospective employer likely has your contact info, provide all relevant contact information when responding, including your phone number and email.
Ensure your email address and the contact info in your email signature are current and professional. (In other words, not inappropriate, too silly, or confusing. If your email address is still something like "[email protected]," you may want to create a new professional email address like "[email protected].")
Your email signature can be simple: Your name, pronouns, email address, and link to your LinkedIn profile. You can also include your phone number if you feel inclined.
In an email message
My phone number is [phone number] and my email is [email protected] if you need to reach me.
In an email signature
Full Name (pronouns)
[email protected]
[Phone number]
6. Review the interviewer's details
Before hitting send on your response to the interview invitation email, review the details provided by the interviewer. Do you have all of the information you need? Do you know who you’ll be meeting with and their job titles?
If you’ve been applying to a ton of jobs, do you remember the role?
Pro tip: This is where Teal’s Job Tracker can come in handy. If you have all the job description saved, you can also reiterate keywords in your response to show you actually read the email.
Thanks for sending all the details! I look forward to discussing the role further with [Ms], the [job title] and [Mr.], the [job title]. I’m passionate about [field] and am very interested in the [role].
7. Don't be afraid to ask questions
If the interviewer didn’t provide all the details or you’d like additional info, don’t be afraid to ask. Respond to an interview by confirming who you'll be meeting with and what the basic structure of the interview process will be. If the recruiter or hiring manager wants to schedule an interview in person, make sure you have the correct office address or location.
If the employer requests a virtual interview (either a video interview or a phone interview), ask which software the team uses internally so you can install it on your computer ahead of time.
If you have any further questions, now's the time to ask. You can also inquire as to whether there are any other important details you should be aware of so that you can prepare to make a great impression.
Example email question in response to interview invitation
Thank you for sending the details. I’m excited to discuss the role further with you. Can you let me know who else will be in the interview? If you have any information on the interview process and what to expect, please let me know.
8. Confirm date, time, and platform
Confirm an interview date and time within business hours. If the employer asks about your availability, suggest a few options to avoid a scheduling conflict.
Example job interview confirmation email
To confirm, the interview is set for Monday, May 20th at 10am ET over Zoom/[address]/[other platform]. I look forward to speaking with you then!
9. Confirm a virtual interview with clarification
There’s a chance you may have a virtual interview first. Now there are many different platforms to use and there are settings for audio-only or including video. Make sure you understand all of the details regarding the platform and video expectations.
Example job interview confirmation email
I’m confirming our virtual interview on Monday, May 20th at 10am ET. Can you let me know if it’ll be over Zoom, Microsoft Teams, or Google Meet? Will this be video or audio-only? Please let me know at your convenience. Thanks so much and I look forward to speaking with you soon.
To streamline the interview acceptance email process, you can use Teal’s Email Templates located in the Job Tracker to ensure you’re saying the right thing, the right way.
Job interview acceptance email templates and examples
If you need a sample email to accept interview invitation, a variety of situations are covered below.
Here’s how to accept a job interview email:
How to accept a job interview via email
You might hear from an interview coordinator who is simply scheduling the interview or the hiring manager who has a say in whether you get the next interview.
How to respond to the interview coordinator
Dear [interview coordinator/Mr. Last Name],
Thank you for reaching out and helping schedule the interview. I’m interested in [job title] at [company] and am available on the following dates and times, but am glad to work around a time that's best for the team:
- Day, Date, Interview Time - Option 1
- Day, Date, Interview Time - Option 2
- Day, Date, Interview Time - Option 3
If you have any information about the hiring process, who the interview will be with, and where the interview will take place please let me know.
Thanks for setting this up, and I look forward to interviewing with the company!
Best,
[Full name]
How to respond to the hiring manager
Dear [Hiring manager/Ms. Last Name],
Thank you so much for reaching out to me about the [job title] at [company]. I'm looking forward to speaking with you and hearing more about the role and your company.
I'm available on the following dates and times, but am glad to work around a time that's best for your team:
- Day, Date, Interview Time - Option 1
- Day, Date, Interview Time - Option 2
- Day, Date, Interview Time - Option 3
To help prepare for the interview, would you mind sharing more information about the hiring process, who the interview will be with, and where the interview will take place?
As a courtesy, I've attached a copy of my resume (and cover letter, if necessary). Thanks for setting this up, and I look forward to interviewing with the company!
Best,
[Full name]
How to accept a phone interview via email
If the company wants to schedule an initial phone interview, here’s an email template to accept an interview.
Dear [Mr./Ms. Last Name],
Thank you for reaching out about the [job title] at [company]. I’m interested in the role and can do a phone interview at the following times:
- Day, Date, Interview Time - Option 1
- Day, Date, Interview Time - Option 2
- Day, Date, Interview Time - Option 3
Please let me know what time works for you. For the interview, the best number to reach me at is [phone number]. Thank you and I look forward to speaking soon.
Sincerely,
Full Name
Phone interview tips
On the phone, there are more variables and you can’t read body language. So it’s key to create the right environment and showcase enthusiasm and confidence with your voice. Here are some phone interview tips and best practices.
- Pick a quiet location
- Make sure the reception is good
- Bring a charged phone
- Answer the phone in a polite, upbeat manner
- Have pen and paper around, or a digital calendar to record a potential interview date and take notes
Once on the phone with the company asking for an interview, you can respond by sharing your excitement and confirming the details.
Feel free to take notes on a piece of paper or your computer. You can also use Teal's Notes feature to automatically save and attach your thoughts to that role in your Job Application Tracker. It pulls up next to the job description, making it easy to analyze all the necessary keywords. Make any edits and additions you need, and your changes will be saved automatically.
How to accept an in-person interview via email
You might get a request for an in-person interview. Here’s an email template to accept interviews in person.
Dear [Mr./Ms. Last Name],
Thank you for contacting me about the [job title] at [company]. I’m interested in the role and would love to meet in person to discuss the opportunity with you. I have some availability on:
- Day, Date, Interview Time - Option 1
- Day, Date, Interview Time - Option 2
- Day, Date, Interview Time - Option 3
Please let me know what time works for you or if you have another time in mind. To confirm, is the interview going to be at [company address]? Please let me know the correct address and who I’ll be meeting in the interview. Thank you for reaching out about this opportunity, I am looking forward to the interview.
Sincerely,
Full Name
How to accept an interview request via LinkedIn
If a recruiter or hiring manager reaches out to you via LinkedIn with an interview request, you can keep the communications on LinkedIn, or offer up your email address for convenience. In this case, you might not be sending an interview confirmation via email, but a LinkedIn message instead.
Dear [Ms./Mr. Last Name of the person sending the request],
Thank you so much for reaching out about an interview for [job title] at [company]. I’m interested and have some availability:
- Day, Date, Interview Time - Option 1
- Day, Date, Interview Time - Option 2
- Day, Date, Interview Time - Option 3
Please confirm what time works best for you. At your convenience, please let me know the location of the interview and who I’ll be meeting with. You can also reach me at [email address].
Regards,
Full Name
Pro-tip: Responding to interview requests can be time-consuming. Teal created built-in guidance within their Job Application Tracker that lets you copy and paste messaging templates so you can easily accept a job interview via email or LinkedIn.
How to reschedule an interview
It’s not just figuring out how to accept a job interview via email. Sometimes you have to send a conditional interview acceptance email, requesting changes. If you have to reschedule an interview due to illness or a scheduling conflict that suddenly comes up, get in touch with the company ASAP. Express your apologies for the inconvenience and propose other dates and times as quickly as possible. You can include a vague reason without getting into unnecessary details. If you feel comfortable, you can also share the reason.
Vague example for rescheduling an interview
Dear [Mr./Ms. Last Name],
I hope you’re doing well. I’m excited about the interview for [job title] at [company]. Unfortunately, I have an urgent matter to deal with and need to reschedule the interview. Would it be possible to do the interview at a later date? I have some availability on:
- Day, Date, Interview Time - Option 1
- Day, Date, Interview Time - Option 2
- Day, Date, Interview Time - Option 3
I apologize for the inconvenience and hope we can find a better time. I appreciate your patience and understanding.
Sincerely,
Full Name
Reschedule interview email reply example
Dear [Mr./Ms. Last Name],
I hope you’re doing well. I’m excited about the interview for [job title] at [company]. Unfortunately, I have [fallen ill, been in a car accident, had to deal with a family emergency] and need to reschedule the interview. Would it be possible to do the interview at a later date? I have some availability on:
- Day, Date, Interview Time - Option 1
- Day, Date, Interview Time - Option 2
- Day, Date, Interview Time - Option 3
I apologize for the inconvenience and hope we can find a better time. I appreciate your patience and understanding.
Sincerely,
Full Name
How to decline a job interview
But what happens if you don’t want to accept an interview over email? Maybe you’re no longer interested in the position or have found something better. It still warrants a response, and you never want to send a rude reply. Most likely you will need a new job at some point in your career and you'll want to keep your options open, even if you have a good job now. Here’s how to decline a job interview via email:
Dear [Mr./Ms. Last Name],
Thank you so much for reaching out about the [job title] position at [company]. I appreciate your interest in an interview. However, I’m [pursuing other options or changing directions], so I will have to decline at this time. Please don’t hesitate to reach out in the future if there’s a position you think I’d be a good fit for.
I appreciate your time and interest and wish you the best in finding the right candidate for the role.
Sincerely,
Full Name
If you’ve already interviewed, wait for a response before declining.
Mistakes to avoid when accepting a job interview
Figuring out how to respond to an interview invitation email can be a delicate matter. You want to sound just the right amount of enthusiastic and professional without coming off as overeager or desperate. On the other hand, you don't want to ghost an employer either (you wouldn't appreciate that).
Here are some mistakes to avoid when accepting a job interview:
- Avoid responding too late (generally after 48 hours).
- Avoid typos and casual language in an email when accepting an interview (Grammarly can help your email be error-free). Always maintain a professional tone and make sure to proofread before hitting send.
- Avoid offering one option for an interview—multiple choices are better for everyone to avoid scheduling conflicts.
- Avoid being unprepared—have questions ready and your calendar nearby.
What to do after accepting the interview
Once interview scheduling is complete and all details are finalized, you can express interest and mention you're looking forward to the interview and thank the recruiter or hiring manager for their time. Here’s how to respond to a job interview email professionally.
Related reading: Writing a thank you email after a phone interview
Make sure to prepare for the interview by researching the company, who you’re going to meet with, and practice your answers to tough interview questions.
How to use email templates in your job search
At the end of the day, getting an email or phone call about an interview request can be exciting and nerve-wracking. But it's one step closer to getting a new role that could change the trajectory of your life and career. Hopefully you can accept an offer soon!
In the meantime, you can find thank you and follow up email templates using Teal’s Email Templates feature inside the Job Tracker. Sign up for Teal for free to get started.
Frequently Asked Questions
Is it okay to ask for more time to respond to a job interview email?
Typically, you should respond to a job interview email within 24 hours, 48 hours maximum. If you want to ask for more time to respond, evaluate whether you really want to decline the interview and feel this is easier. After all, an committing to an interview is not committing to the job. However, if it means an expensive flight or drive for a role that's not your dream job, it may not be worth the investment.
Is it appropriate to negotiate the interview time or ask for a different date?
It is acceptable to request a different interview time or date if you have a legitimate conflict. However, do so politely and provide alternative options that work for you. Be flexible and understanding that the employer's schedule may also be tight, and express your willingness to accommodate their needs as much as possible.
How should I end my interview acceptance email or phone conversation?
How long should I wait before responding to a job interview email?
There’s no need to wait a specific amount of time before responding to a job interview email. The general recommendation is to respond within the first 24 hours after receiving the email. There’s no harm if you end up responding within a few minutes or an hour.
Should I always send a “thank you for the interview opportunity” email?
Sending a follow-up email after a job interview saying thank you for the opportunity is good practice. If you want the job, it can help show gratitude and keep you top of mind. If you don’t want the job, it’s still polite and professional.
