Message templates
Interview invitation email template.
Updated 5 October 2026
Send an interview invitation as soon as you have decided to interview a candidate, ideally within a day or two of the screening decision. The message must state the role, the interview format, the date and time with the time zone, how to join, how long it takes and who to contact with questions.
What should this message include?
A candidate should be able to decide and reply from this one message, without searching for details elsewhere.
- The role and company name, so the candidate knows which application this refers to.
- The format: phone, video, in person or a spoken AI interview, plus the expected length.
- The date, the time and the time zone, written out in full.
- The joining link or the address, and what the candidate should have ready.
- A reply-by date and the name of the person to contact for a different time.
- A short line on what happens after the interview.
Email template
Copy the text below and replace everything in square brackets.
Subject: Interview invitation for [Role] at [Company] Hello [Candidate name], Thank you for applying for the [Role] position at [Company]. We would like to invite you to an interview. Date: [Date] Time: [Time and time zone] Join here: [Interview link] The conversation will take about [Duration]. We will talk about your experience and the role, and you will have time to ask your own questions. Please confirm that this time works for you by [Reply-by date]. If it does not, reply with two or three times that suit you and we will find a slot. If you need any adjustment to take part, tell us and we will arrange it. Kind regards, [Recruiter name] [Company]
WhatsApp template
Hello [Candidate name], this is [Recruiter name] from [Company]. We would like to interview you for the [Role] position. [Date], [Time and time zone] Link: [Interview link] Please reply to confirm by [Reply-by date], or send a time that suits you better.
What should you change before sending?
- Tone: match your employer brand. A formal firm may drop the second paragraph, a startup may use a lighter greeting.
- The reply-by date: leave enough time for working candidates to answer outside office hours.
- The contact person: use a named person or a shared mailbox that someone actually reads.
- Accessibility and rescheduling: keep the line that invites candidates to ask for an adjustment.
Mistakes to avoid
- Leaving out the time zone, which causes missed interviews when candidates are in another city or country.
- Sending a link with no explanation of the format or how long it will take.
- Giving only one slot and no way to ask for another.