Interview Invitation Email Templates for Recruiters (Phone, Video and On-Site)

A good interview invitation email has a clear subject line, says in the first sentence that you want to interview them, and gives the time options or a booking link, length, format, interviewers, how to join or where to go, what to prepare and how to reschedule. Keep it short and ask for a reply by a set date.

What every invitation should include

Whatever the format, cover the same details. The role and company, so the candidate knows which application this is. The stage, for example first interview or final interview. The proposed times, with the time zone, or a link to pick one. The length. The format: phone, video or on-site. The names and job titles of the interviewers. How to join or the address and arrival steps. What to prepare, if anything. A contact name and number for problems on the day. How to reschedule or withdraw. Adding these once saves a long email chain later and cuts the chance of a missed interview, because the candidate does not have to ask or guess.

Subject lines that get opened

Be specific and put the action first. Examples: Interview invitation: Customer Support Specialist at Northwind. Next step for your application: video interview. Can we schedule your interview for the Accountant role? Avoid vague lines such as Update on your application or Opportunity, and avoid all capitals or exclamation marks, which look like spam. Use the same role title the candidate applied for. If you send many invitations, keep the subject consistent so candidates can search their inbox for it later. Send from a real name and address that can receive replies. Add the company name early if candidates may be applying to many employers, since a subject that mentions only the role can look like one of many. For a reminder, include the date and time in the subject so that it works as a quick check. For a reschedule, say that it is a new time, so the message is not mistaken for the original. Keep the preview text, the first line of the body, useful: it shows in many inboxes beside the subject. Avoid attachments in the first invitation unless needed, because some inboxes treat them with suspicion.

Template: phone screen

Subject: Phone interview for the [Role] position at [Company]. Hello [Name], thank you for applying for the [Role] position. We would like to speak with you by phone for about 15 to 20 minutes to learn more about your background and answer your questions. Could you let me know which of these times suits you: [option 1], [option 2], [option 3] ([time zone])? Or pick any time here: [link]. I will call you on [number]. Please tell me if you would prefer a different number or a video call. Nothing to prepare, but have any questions ready. If you need to reschedule, just reply to this email. Kind regards, [Name, title, phone].

Template: video interview

Subject: Video interview for [Role] at [Company]. Hello [Name], we enjoyed reading your application and would like to invite you to a video interview for the [Role] position. It will last about 45 minutes and you will meet [Name, title] and [Name, title]. Please choose a time: [options or link] ([time zone]). We use [tool] and you do not need an account, just click this link at the time: [link]. Please check your camera and sound beforehand; if the link fails, call [number]. We will ask about [two or three topics from the job], and you will have time for your questions. If you need any adjustment, such as extra time or a different format, please tell me. We will not record the call unless we ask you first. To reschedule, reply to this email.

Template: on-site interview

Subject: On-site interview at [Company]: [Role], [date]. Hello [Name], we would like to invite you to meet the team at our office for the [Role] position. The visit will last about [length] and includes [interview with X, a short task, a tour]. We propose [date and time] or [alternative]. Please confirm which you prefer. The address is [address]. [Parking or transport note.] Please arrive ten minutes early and ask for [name] at reception. Bring [photo ID if needed, and anything requested]. Please tell me if you need step-free access or any other adjustment. If you are travelling from another area, tell me about any travel costs and how we reimburse them [if applicable]. You can reach me on [number] on the day. Kind regards, [Name].

Template: reminder and reschedule

Reminder, a day before: Hello [Name], a quick reminder of your interview tomorrow at [time, time zone] with [names]. Here is the link or address again: [details]. If anything has changed, tell me as soon as you can. Looking forward to meeting you. Reschedule reply: Hello [Name], thank you for letting me know. These times are available: [options]. Please choose one or send a window that suits you. No problem at all. Keep the tone easy and quick, because candidates who feel judged for asking to move a slot sometimes drop out instead.

Rules differ by country

Notice norms, rules on recording or transcribing interviews, expectations about paying travel costs, and what you may ask in advance differ by country. In many places you must tell the candidate if you will record, and sometimes get their consent. Rules on reasonable adjustments for disabilities also differ, so check local requirements and invite candidates to ask for what they need.

Habits that make invitations work

Respond to promising applications quickly, since delay loses candidates. Offer more than one time, including early or late slots for people who work. Send the invitation from a person, not a no-reply address. Include a calendar invitation once the time is agreed. Tell the candidate how long the whole process will take and what the next stages are. Check the time zone for every remote candidate. Proofread the name, the role and the date. Keep all of this in the candidate record so a colleague can step in. Small details, such as a correct name, show that you take the candidate's time seriously. Some extra care pays off. Write the invitation so that it can be read on a phone in under a minute: short paragraphs, the key facts near the top, and the date written in full with the day of the week, such as Tuesday 20 October, to avoid confusion between date formats used in different countries. Put the time zone in words as well as the abbreviation if the candidate lives elsewhere. If the interview is with senior people, tell the candidate their names and roles so they can prepare. If you need a document such as an ID, or a portfolio, ask for it in the invitation and not on the day. Keep a small library of approved templates for each stage and review them twice a year, replacing anything that sounds stiff. When you change a time, say plainly what changed, since people skim. Finally, keep a record of what each candidate was told, so that if someone else takes over the process, the candidate hears one consistent story.

In Rezumz

In Rezumz you can email a candidate from their record, start from a template or write your own, and every email is logged under the candidate. Interview rounds can be scheduled so the candidate picks a time and the invite goes to everyone involved. Notifications and a hiring assistant help you see who is waiting for a reply. Rezumz does not decide who to interview, and you choose the wording of each message.