Message templates
Interview confirmation email template.
Updated 5 October 2026
Send a confirmation once the candidate has agreed to a time. It should restate the role, date, time zone and format, include the link or address, list anything the candidate should prepare, and tell them how to change the booking. Sending it promptly prevents mix ups.
What should this message include?
A confirmation is a written record. Candidates often save it and refer back to it on the day.
- Thanks for confirming, in one short line.
- The role, date, time and time zone, repeated exactly.
- The joining link or the address and a note about arrival.
- How long the interview lasts and what it will cover.
- A contact and a clear way to change the booking.
Email template
Subject: Confirmed: [Role] interview at [Company] on [Date] Hello [Candidate name], Thank you for confirming. Your interview for the [Role] position at [Company] is booked. Date: [Date] Time: [Time and time zone] Join here: [Interview link] Length: about [Duration] We will talk about your experience and about the role, and you will have time for questions. You do not need to prepare anything formal, but please have a copy of your CV nearby. If anything changes, or if you need an adjustment to take part, reply to this email and we will help. Kind regards, [Recruiter name] [Company]
WhatsApp template
Thank you, [Candidate name]. Your [Role] interview with [Company] is confirmed for [Date], [Time and time zone]. Link: [Interview link] If anything changes, reply here and we will help.
What should you change before sending?
- The preparation notes: add documents, a portfolio or a quiet place if they apply to the role.
- The panel: if you name the interviewers, use only people who have agreed to be named.
- Tone: match the earlier messages, so the candidate hears one consistent voice.
- Reschedule path: state who to contact and how quickly they respond.
Mistakes to avoid
- Writing a confirmation with a different time or link from the one agreed.
- Waiting until the day before. Send it within the hour or the same day.
- Adding long instructions that bury the key details.