How to write an email response to an employer’s interview request

{Click here to read the original article on Monster.}

When an employer extends an interview invitation, your diligence has paid off—but the job’s not yours yet.

If you’re job searching, you know the effort required to capture an employer’s attention—from writing a compelling resume to researching the employer and customizing the cover letter. When an employer extends an interview invitation, your diligence has paid off. But the job’s not yours yet. Here’s how to respond to an interview request.

Respond promptly
After receiving the interview request, email your response on the same day or the next business day. This means you need to be on top of your email game. Check emails regularly, set up push notifications, and make a habit of checking your spam folder. A swift reply shows that you’re responsive and genuinely interested; reply a week later, and you may have already missed the boat.

Follow these guidelines
A few rules of thumb for responding to an interview request:

• Be polite. Thank the employer and express enthusiasm for the opportunity.
• Get to the point. You don’t need to revisit your qualifications in this email—save it for the interview.
• Be professional. Avoid emojis, emoticons, and text/chat abbreviations. All caps and excessive exclamation points should also be on the chopping block.
• Lean towards formality. In most cases, use the hiring manager’s title (e.g., Mr., Ms., Dr.) and last name in the salutation. If you have a close personal relationship with the hiring manager, first names are fine.
• Proofread. Review all sections of the email before sending, making sure they’re error-free.
• Reply to everyone. Hit “Reply All” so you don’t exclude anyone from the email thread.

Confirm interview logistics
If the employer suggested an appointment time that you can accommodate, confirm the date, location, and time in your response. If you’re not available, give several options and ask the employer if one of the alternatives works for them.

For Skype, Zoom, FaceTime, or other video interviews, verify details such as who will initiate the call and any software or app you need to install before the meeting.

Include your contact information
Make it easy for the employer to find your phone and email address—the usual place is below your name at the end of the email. Ditch your email signature with your current employer’s information, which gives the impression that you’re using employer resources to find a new job.

Sample email responses
There are many variables that would dictate the content of your message, so customize your response depending on the employer’s initial message. Here are a few examples.

Sample #1: Confirm the employer’s suggested interview date and time

Dear Mr. Jones:
Thank you for inviting me to interview for the account executive position at ABC Company. I look forward to discussing how I would add value to your sales operation.
Wednesday, June 24 at 10:30 a.m. is perfect. I am excited to meet you and your regional sales manager, Ms. Smith, at the corporate headquarters next week.

Sincerely,
Betty Hampton
Cell: 555-555-5555
Email: betty@somedomain.com

Sample #2: Offer an alternative interview date and time

Dear Mr. Jones:
Thank you for inviting me to interview for the account executive position at ABC Company. I look forward to discussing how I would add value to your sales operation.

Due to a prior work commitment, I am unavailable at 10:30 a.m. on Wednesday, June 24. Is it possible to meet at 10:30 a.m. on Thursday, June 25? If not, please provide a few options and I will do my best to accommodate your schedule.
I am excited about this opportunity and look forward to meeting you.

Sincerely,
Betty Hampton
Cell: 555-555-5555
Email: betty@somedomain.com

Sample #3: Decline the interview invitation

If the job isn’t right for you, you can still take the meeting. You’ll be top of mind for other, more suitable positions after the interviewer gets to know you. If you still want to decline the interview, here’s a sample response.

Dear Mr. Jones:
Thank you for inviting me to interview for the account executive position at ABC Company. I appreciate your interest in my credentials, but I would like to respectfully decline. At this point in my career, I am focused on manager-level opportunities.
I remain interested in employment at your company—please keep me in mind if a management position opens up.

I wish you all the best as you seek to fill this position.

Sincerely,
Betty Hampton
Cell: 555-555-5555
Email: betty@somedomain.com

Get more interviews
It’s always a good sign when a potential employer requests to meet with you, and the more interviews you have, the greater your options (and your negotiating power!).