A recruiter sending interview confirmation emails

Hiring Platform

How to Write an Ideal Interview Confirmation Email for Candidates

August 5, 2022

Tima Rassool

Tima Rassool

Content Writer

Are you a hiring manager or recruiter looking to enhance the candidate experience? The interview confirmation email plays a crucial role in achieving this goal. It not only creates a positive impression but also ensures that both you and the candidate are on the same page.

However, let's be real - sending out countless interview confirmation emails can quickly become a tedious and overwhelming task. As a busy professional juggling multiple open positions and coordinating with various parties, it can feel like an uphill battle to find the perfect time that works for everyone.

Thankfully, there's a solution to simplify this process - a hiring platform! By automating the interview scheduling process, you can save time and focus on other crucial tasks. And with the right tips, crafting the perfect interview confirmation email can be a breeze. So why not give it a shot?

What should you include in an interview confirmation email?

Do you enjoy adding a personal touch to your work as a hiring manager?

Then we've got great news for you - crafting your own interview confirmation email is the way to go! Not only does it make the candidate experience more personalized, but it also shows that you care about making a lasting impression.

But we know that crafting the perfect interview confirmation email can be tricky, which is why we're here to help you create a winning template. Here are the most crucial elements of an interview confirmation email:

Interview date and time

When it comes to sending an interview confirmation email, it's crucial to make sure you're covering all the bases. One of the most important details to include is the date and time of the interview. Not only does this ensure that everyone is on the same page, but it also helps to set expectations and avoid any last-minute scheduling mishaps. So, don't forget to double-check the date and time before hitting send – it could make all the difference in the success of your interview process!

Estimated duration

First impressions matter, and that's why sending a well-crafted interview confirmation email is crucial to setting the tone for a positive interview experience. One key detail to include is the estimated duration of the interview. This not only helps both parties plan their schedules but also helps the interviewer structure their questions and topics within the allotted time frame for maximum productivity.

an interview confirmation email sent to multiple candidates

The interviewer’s name(s) and job title(s)

Imagine receiving an interview confirmation email with no mention of who you'll be meeting with or their job title – talk about nerve-wracking! That's why including this crucial information in the email is essential. Not only does it help the interviewee feel more prepared and professional, but it also shows that the interviewer is organized and takes the process seriously. So don't leave your interviewees guessing - be sure to include those names and job titles!

Where the interview will be conducted

It's normal to feel anxious when preparing for an interview, especially if you don't know what to expect. That's why including information about the interview format in the confirmation email is essential in calming the interviewee's nerves. Being aware of whether it's a virtual or in-person interview, the number of rounds, and the types of questions that will be asked can assist them in preparing adequately and putting their best foot forward. Don't keep them in the dark – enlighten them with the necessary details!

Streamlining the interview confirmation process with a hiring platform

Scheduling interviews and sending confirming interview emails can be a nightmare for recruiters and hiring managers. The endless back-and-forth emails trying to coordinate schedules with multiple candidates and interviewers are enough to drive anyone crazy. But with a hiring platform like EVA-REC, those days are long gone.

EVA-REC is a sophisticated hiring platform that makes the recruitment process smoother and more efficient for recruiters and candidates alike. One of its key features is its ability to automate interview scheduling and interview confirmation emails, saving recruiters valuable time and reducing the risk of errors.

With EVA-REC, recruiters can easily schedule interviews by selecting available time slots and sending invitations to candidates. The platform automatically sends emails to the candidate. This eliminates the need for manual tasks.  For example, drafting and sending interview confirmation emails. It ensures that all candidates receive the same information, reducing the likelihood of confusion or miscommunication.

By streamlining the interview scheduling process, EVA-REC frees up recruiters' time to focus on higher-value tasks such as candidate engagement and assessment. It also helps ensure a positive candidate experience by providing clear and concise communication. This can be critical in attracting top talent and improving the company's reputation.

a recruiter sending different emails

Interview confirmation email template to send out to candidates

Similar to all recruiting emails to candidates, use the template below to confirm and/or remind them of a previously set interview. Feel free to modify this email template to better meet your company’s special requirements, needs, and culture.

Subject line: Confirmation for an interview with [Company’s name]

Dear [Candidate's Name],

I hope this email finds you well. I am writing to confirm our scheduled interview for the [Job Position] role at [Company Name] on [Date] at [Time].

The interview will be conducted [virtually/in-person] and will consist of [number of rounds] rounds, with each round lasting approximately [duration of each round]. During the interview, we will be discussing your experience, skills, and how they align with the requirements of the position.

Please let me know if there are any special accommodations that you require or any questions you may have before the interview.

We are looking forward to meeting you and learning more about your qualifications for the position.

Best regards,

[Your Name]

[Company Name]

Bottom line

In a nutshell, nailing the interview confirmation email can be the make-or-break moment for a successful hiring process. Not only does it demonstrate your organizational skills and attention to detail, but it also sets the stage for an enjoyable and engaging interview experience. 

So, put on your creative hat and make the email as fun and engaging as possible while still being professional. Show off your company culture, share a funny meme, or even include a video message from the hiring team. The key is to personalize the email, make it easy to read and understand, and, most importantly, make your candidates excited and eager for the interview. By doing so, you'll not only attract top talent but also make a memorable impression that will leave a lasting impact.

So, let's get cracking on that confirming interview email! It's your chance to shine. 

See how EVA-REC can help you sail through the interviewing scheduling process faster than ever before!

EVA-REC is an end-to-end hiring platform that uses AI technology to automate and improve the recruitment process. It helps companies of all sizes to drive merit-based, objective, and fair hiring practices while minimizing bias. By streamlining repetitive tasks such as resume screening and candidate engagement, EVA-REC saves valuable time and ensures an efficient and consistent process. Request a free demo to see how our ATS can help you make recruiting painless and hassle-free.

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Join hundreds of recruiting teams who increased their hiring success and recruited winning teams with Elevatus.

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Tima Rassool

Tima Rassool

A wordsmith, storyteller, and content strategist – Tima is an MBA graduate with 6+ years of experience in the world of HR. With over 2,000 blogs under her belt, Tima's expertise and insights have helped businesses across the globe take their recruitment to the next level and stay ahead of the curve.

Recruit better, faster, and fairer

Join hundreds of recruiting teams who increased their hiring success and recruited winning teams with Elevatus.

Request a demo