Hiring Platform: How to Write a Perfect Interview Confirmation Email for Candidates

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Do you sometimes feel like scheduling interviews with candidates can be a hassle sometimes? Well, you’re not alone.

Especially when you have hundreds of open vacancies, and scheduling interviews starts to feel like an email tag game.

Finding a time that is convenient for both candidates and interviewers can sometimes take days, if not weeks.

So, how can recruiters streamline the process?

Through a hiring platform!

A hiring platform ultimately eliminates routine tasks, delivers a personalized experience, automates interview scheduling, and streamlines the hiring process for both candidates and recruiters alike.

To arrange or confirm job interviews with candidates through a hiring platform, use the following interview confirmation email template.

What should you include in an interview confirmation email?

A recruiter writing an email through a hiring platform

Some hiring managers prefer to write their own interview confirmation email and then send it through a hiring platform – rather than using a previously prepared template. And there’s nothing wrong with that. In fact, this personalizes the candidate experience!

With that in mind, we’re here to help you craft the best interview confirmation template in your very own hiring platform.

After agreeing on a date and time to schedule the interview with candidates, we advise you to send an interview confirmation email to confirm and clarify details such as:

  • Interview date and time
  • Estimated duration
  • Interviewer name(s) and job title(s)
  • How the interview will be conducted

You could also use this email to remind candidates to bring in their resumes, portfolios, degrees, or any other documents needed.

Tips and tricks to keep in mind

tips to follow while using a hiring platform to send an email

The interview confirmation email can be sent for the 1st, 2nd or 3rd interview.

So if this is the first interview with candidates at your office, you must include the following:

  • Directions on how to reach your office. Provide candidates with a link to a map or mention some landmarks nearby.
  • If the interview will be conducted online, specify whether it will be using an automated video interviewing software or a regular face-to-face video interview.

Keep the email brief, with all necessary information communicated clearly. If your subject line is misleading, candidates may reject and ignore your message.

If the interview was scheduled a while ago, send this interview confirmation email through the hiring platform one to two days before the scheduled interview. It will serve as a helpful reminder.

After you’ve discussed your availability by email or phone, you might also use the following email to determine the agreed time and date for the interview.

Interview confirmation email to send out to candidates through a hiring platform

Recruiter sending out an email through a hiring platform

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 interview with (Company’s name)

Hi / Dear (Candidate’s name),

I hope all is well,

I would like to confirm your interview for the (Job title) position. During this meeting, we’ll have the chance to discuss the position further and get to know you a bit better. As we agreed on, we will be having the interview on the (X date) at (Y time) – the meeting will be around (#) minutes.

We will be meeting in our office (mention full address – if needed include written directions or a link with the specific location). You will be having the interview with (Name and job title of the interviewer).


The interview will be automated through a video interviewing software. Here is the link of the interview (add link of video interview) and a small introduction of how the interview will be conducted and how you will be assessed.

Feel free to contact me via email if you have any questions.

I look forward to getting to know you and discussing this job opportunity at (Company’s name).


Bottom line

Whether you’re confirming or reminding candidates of their interview, make sure the email is clear, straight-forward and personalized! Keep it professional and friendly, include the necessary interview details and use a hiring platform to streamline administrative tasks.

See how our hiring platform, EVA-REC can help you  ensure a positive candidate experience and evaluate top talent efficiently!

EVA-REC is an end-to-end hiring platform that automates and improves the hiring process with AI technology. From small businesses to industry giants – EVA-REC helps companies drive merit-based, objective, and fair hiring practices that minimize bias, without dehumanizing the hiring process. Request a free demo and see how our ATS can help you save time and make recruiting painless and hassle-free.

Attract and hire top talent faster

Attract and source candidates, automate manual tasks and streamline the hiring process with our award-winning hiring platform. And never lose top talent to competitors again!
Request demo

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