How to Respond to an Interview Request: Professional Email Templates
The interview invitation email arrives, and your heart races with excitement. You’ve made it past the resume screening—now the company wants to talk to you. But before you can prepare for the actual interview, you need to handle a smaller but important task: responding professionally to the invitation.
How you respond to an interview request matters more than you might think. Your reply is another data point in the employer’s assessment—an example of your communication skills, professionalism, and attention to detail. A polished response reinforces the positive impression your resume created; a sloppy or confusing reply raises unnecessary doubts.
This guide covers everything about responding to interview invitations: timing, tone, format, and templates for every scenario. Whether you’re confirming, rescheduling, asking questions, or declining, you’ll know exactly how to respond professionally.
Why Your Response Matters
Your interview request response sends signals about you as a candidate.
Demonstrating Professionalism
A well-written response shows you understand professional communication norms. Employers notice:
- Prompt replies
- Clear, organized writing
- Appropriate tone
- Attention to detail
These qualities suggest you’ll communicate professionally on the job.
Showing Interest and Enthusiasm
Your response conveys your level of interest in the position. Enthusiastic but professional language signals genuine motivation, while a perfunctory reply might suggest ambivalence.
Setting the Tone for the Relationship
Your email response often represents your first direct communication with the hiring manager or recruiter. It establishes the tone for future interactions throughout the hiring process.
Avoiding Unnecessary Complications
A confusing or incomplete response can create scheduling problems, missed opportunities, or administrative headaches. Clear communication prevents these issues.
Response Timing Guidelines
When you receive an interview request, response timing matters.
General Timeline
Ideal response time: Within 24 hours of receiving the invitation
Acceptable range: Within 24-48 hours for most situations
Urgent situations: Some invitations have tight timelines—respond as quickly as possible while still being thoughtful
Why Quick Responses Matter
- Demonstrates enthusiasm and interest
- Shows responsiveness—a valued professional trait
- Prevents scheduling conflicts as other candidates fill time slots
- Keeps you top of mind with the hiring team
When to Slow Down
Despite the benefits of quick responses, don’t reply so hastily that you:
- Make scheduling mistakes
- Send an error-filled message
- Accept a time that doesn’t actually work for you
- Miss important details in the original invitation
A thoughtful response 24 hours later beats a careless response 10 minutes later.
Outside Business Hours
If an invitation arrives after business hours:
- It’s acceptable to wait until the next business morning to respond
- However, responding the same evening also shows enthusiasm
- Avoid responses at extremely late hours (11 PM) that might seem odd
Before You Respond: What to Review
Before writing your response, carefully review the invitation.
Information to Identify
Date and time: Confirm the proposed time and check your calendar immediately.
Time zone: Note if a time zone is specified, especially for remote positions.
Interview format: In-person, phone, video call, or panel interview?
Location or logistics: If in-person, where? If virtual, what platform?
Who you’ll be meeting: Names and titles of interviewers.
Duration: How long should you expect the interview to last?
Preparation instructions: Any materials to bring, topics to prepare, or assessments to complete?
Contact information: Who to respond to and who to contact with questions.
Questions to Ask Yourself
- Is this date and time actually available on my calendar?
- Do I need to reschedule anything to accommodate this interview?
- Do I have all the information I need?
- Are there questions I should ask before confirming?
Elements of a Professional Response
Every interview confirmation should include certain elements.
Gratitude
Express appreciation for the opportunity without being excessive.
Good: “Thank you for the opportunity to interview for the [Position] role.”
Too much: “I am incredibly grateful and honored that you would even consider interviewing someone like me for this amazing opportunity.”
Clear Confirmation
State explicitly that you’re confirming the interview.
Good: “I’m pleased to confirm the interview for [Date] at [Time].”
Vague: “That sounds good.”
Repeated Details
Echo back key information to confirm understanding and prevent confusion.
Good: “I confirm that I will meet with [Interviewer Name] via Zoom on Tuesday, March 15th at 2:00 PM EST.”
Enthusiasm
Express genuine interest without overdoing it.
Good: “I’m looking forward to discussing how my experience aligns with the [Position] role.”
Too casual: “Can’t wait!”
Professional Closing
End with appropriate sign-off and contact information.
Good: “Please let me know if you need any additional information from me. I look forward to speaking with you.”
Templates for Common Scenarios
Here are templates for different response situations.
Standard Interview Confirmation
Subject: RE: Interview for [Position] - Confirmed for [Date]
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] position at [Company Name].
I am pleased to confirm the interview for [Day of Week], [Date] at [Time] [Time Zone]. I understand this will be a [phone/video/in-person] interview with [Interviewer Name(s)].
I look forward to discussing how my background in [relevant experience/skills] can contribute to [Company Name]. Please let me know if there's anything I should prepare or bring to the interview.
Thank you again for this opportunity.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]Confirmation with Questions
Subject: RE: Interview for [Position] - Confirmation and Quick Question
Dear [Recruiter/Hiring Manager Name],
Thank you for inviting me to interview for the [Position] role at [Company Name]. I'm excited about this opportunity.
I would like to confirm the interview for [Day], [Date] at [Time]. Before our meeting, I have a few questions to ensure I'm fully prepared:
1. [Question 1 - e.g., "Could you confirm which video platform we'll be using?"]
2. [Question 2 - e.g., "Will I be meeting with anyone in addition to [Name]?"]
I'm happy to adjust my schedule to accommodate any changes if needed. I look forward to our conversation.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]Confirmation for In-Person Interview
Subject: RE: Interview for [Position] - Confirmed for [Date]
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] position at [Company Name].
I am pleased to confirm the in-person interview at [Location/Address] on [Day], [Date] at [Time].
Could you please confirm:
- Where I should check in upon arrival?
- If there are any building access procedures I should be aware of?
- If there's parking available or a recommended parking location?
I will bring copies of my resume and any other requested materials. Please let me know if there's anything else I should prepare.
I look forward to meeting with [Interviewer Name(s)] and the team.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]Confirmation for Video Interview
Subject: RE: Interview for [Position] - Video Interview Confirmed
Dear [Recruiter/Hiring Manager Name],
Thank you for inviting me to interview for the [Position] role. I'm excited about the opportunity to speak with you.
I confirm the video interview on [Day], [Date] at [Time] [Time Zone] via [Platform].
I have tested my setup and will be ready to connect at the scheduled time. Please let me know if you need any information from me before the interview.
I look forward to our conversation.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]Confirmation When Given Multiple Time Options
Subject: RE: Interview for [Position] - Time Selection
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] position at [Company Name].
Of the times you offered, [Day], [Date] at [Time] works best for my schedule.
I look forward to meeting with [Interviewer Name/the team] to discuss the role and how my experience in [relevant area] aligns with [Company Name]'s needs.
Please let me know if there's anything I should prepare in advance.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]Templates for Rescheduling
Sometimes you need to request a different time.
Requesting to Reschedule
Subject: RE: Interview for [Position] - Reschedule Request
Dear [Recruiter/Hiring Manager Name],
Thank you very much for the opportunity to interview for the [Position] position at [Company Name]. I'm very interested in this role.
Unfortunately, I have a prior commitment on [proposed date/time] that I'm unable to move. I apologize for any inconvenience this causes.
Would it be possible to reschedule? I am available on the following dates and times:
- [Option 1: Day, Date, Time Range]
- [Option 2: Day, Date, Time Range]
- [Option 3: Day, Date, Time Range]
I'm happy to adjust to whatever works best for your schedule. Please let me know what alternatives might be available.
Thank you for your understanding, and I look forward to the opportunity to speak with you.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]Rescheduling Due to Conflict
Subject: RE: Interview for [Position] - Request to Reschedule
Dear [Recruiter/Hiring Manager Name],
Thank you for inviting me to interview for the [Position] role. I'm genuinely excited about this opportunity at [Company Name].
I apologize, but I have a scheduling conflict on [proposed date] that I cannot avoid. I hope you'll understand.
I would be grateful if we could find an alternative time. I'm flexible and available:
- [Day, Date] - [Time Range]
- [Day, Date] - [Time Range]
- [Day, Date] - [Time Range]
I'm also happy to accommodate any time that works better for you and the team. Again, I apologize for the inconvenience and appreciate your flexibility.
Thank you for your understanding.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email]Same-Day Reschedule (Emergency)
Subject: URGENT: Interview Reschedule Request - [Position] - [Today's Date]
Dear [Recruiter/Hiring Manager Name],
I am so sorry, but I need to request a reschedule of our interview scheduled for today at [Time]. [Brief, appropriate explanation—e.g., "An unexpected family emergency has come up that requires my immediate attention."]
I sincerely apologize for the short notice. I remain very interested in the [Position] position and would appreciate any opportunity to reschedule.
I am available [provide specific alternatives if possible] or will adjust my schedule to meet any time that works for you.
Please let me know if we can arrange an alternative time. I can be reached by phone at [Your Number] if that's easier to coordinate.
Thank you for your understanding.
[Your Name]
[Your Phone Number]Templates for Asking for Information
Sometimes you need clarification before confirming.
Asking About Interview Format
Subject: RE: Interview for [Position] - Format Clarification
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] position. I'm excited about this opportunity.
I would like to confirm a few details about the interview:
1. Will this be a phone, video, or in-person interview?
2. If video, which platform will we use?
3. How long should I expect the interview to last?
Once I have these details confirmed, I'll be happy to officially confirm my attendance for [proposed date/time].
Thank you for your help.
Best regards,
[Your Name]
[Your Phone Number]Asking About What to Prepare
Subject: RE: Interview for [Position] - Preparation Question
Dear [Recruiter/Hiring Manager Name],
Thank you for the interview invitation for the [Position] role. I'm looking forward to our conversation on [Date] at [Time].
To ensure I'm fully prepared, could you please let me know:
1. Is there anything specific I should prepare or bring?
2. Are there particular topics or projects I should be ready to discuss?
3. Will there be any assessments or presentations involved?
I want to make the most of our time together and ensure I'm ready to discuss how I can contribute to [Company Name].
Thank you for your guidance.
Best regards,
[Your Name]
[Your Phone Number]Asking About Interview Panel
Subject: RE: Interview for [Position] - Interview Details
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] role. I'm pleased to confirm the interview for [Date] at [Time].
To prepare appropriately, could you share who I'll be meeting with and their roles at [Company Name]?
I want to ensure I can speak to how my experience aligns with each interviewer's area of focus.
Thank you for your help.
Best regards,
[Your Name]
[Your Phone Number]Templates for Declining
Sometimes you need to decline an interview.
Declining Due to Another Offer
Subject: RE: Interview for [Position] - Withdrawal
Dear [Recruiter/Hiring Manager Name],
Thank you for inviting me to interview for the [Position] position at [Company Name]. I appreciate your consideration.
After careful thought, I must respectfully withdraw from the interview process. I have accepted another position that aligns with my current career goals.
I have a great deal of respect for [Company Name] and the work you do. I hope our paths may cross again in the future.
Thank you again for your time and consideration.
Best regards,
[Your Name]Declining After Researching Further
Subject: RE: Interview for [Position] - Withdrawal
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] role at [Company Name].
After additional research and reflection, I've decided to withdraw my application. While I have great respect for [Company Name], I've concluded that the role may not be the best fit for my career direction at this time.
I appreciate your consideration and the time you've invested in reviewing my application. I wish you success in finding the right candidate.
Thank you for your understanding.
Best regards,
[Your Name]Declining Due to Personal Reasons
Subject: RE: Interview for [Position] - Unable to Proceed
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] position. I was honored to be considered.
Unfortunately, due to personal circumstances, I need to withdraw my application at this time.
I appreciate your understanding and hope we might have the opportunity to connect in the future. I wish [Company Name] continued success.
Thank you for your consideration.
Best regards,
[Your Name]Handling Special Situations
Some interview invitations present unique challenges.
When the Invitation Lacks Details
If an invitation is vague, you need more information before confirming:
Subject: RE: Interview for [Position] - Request for Details
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] position at [Company Name]. I'm excited to move forward in the process.
Before I confirm, could you please provide a few additional details?
- Preferred date(s) and time(s) for the interview
- Interview format (phone, video, or in-person)
- Expected duration
- Who I will be meeting with
Once I have these details, I'll confirm immediately. I look forward to the opportunity to discuss the role.
Best regards,
[Your Name]
[Your Phone Number]When Asked to Provide Your Availability
Subject: RE: Interview for [Position] - My Availability
Dear [Recruiter/Hiring Manager Name],
Thank you for the opportunity to interview for the [Position] position at [Company Name].
I am available at the following times over the next two weeks:
**Week of [Date]:**
- Monday: [Time Range]
- Tuesday: [Time Range]
- Wednesday: [Time Range]
**Week of [Date]:**
- Monday: [Time Range]
- Thursday: [Time Range]
- Friday: [Time Range]
I'm happy to adjust my schedule if none of these times work for you. Please let me know what works best, and I'll confirm accordingly.
I look forward to speaking with you.
Best regards,
[Your Name]
[Your Phone Number]Multiple Interviews at Different Companies
When you’re juggling multiple processes, be organized:
- Track all deadlines and communications carefully
- Be honest about timing constraints without revealing specific companies
- Prioritize responses based on your interest level
- Don’t double-book yourself
Platforms like 0portfolio.com can help you track job applications, interviews, and communications alongside your career documents, keeping your job search organized.
Last-Minute Interview Changes
If the employer changes the interview details:
Subject: RE: Interview for [Position] - Revised Time Confirmed
Dear [Recruiter/Hiring Manager Name],
Thank you for letting me know about the schedule change.
I confirm the revised interview time: [Day], [Date] at [New Time] [Time Zone].
I appreciate your communication and look forward to speaking with [Interviewer Name] at the new time.
Best regards,
[Your Name]
[Your Phone Number]Formatting and Professional Standards
Your response should follow professional email standards.
Subject Line
Keep the original subject line and add relevant information:
- “RE: Interview for Marketing Manager - Confirmed for March 15th”
- “RE: Interview Request - [Your Name] Availability”
- “RE: Phone Screen Scheduling - Confirmed”
Greeting
Use the name and title from the original email:
- “Dear Ms. Johnson,”
- “Dear Dr. Smith,”
- “Hi Sarah,” (if they signed off casually)
Match the formality level they established.
Signature
Include full contact information:
- Your name
- Phone number
- Email address
- LinkedIn URL (optional)
Tone
Strike a balance between professional and personable:
- Warm but not casual
- Enthusiastic but not over-the-top
- Confident but not presumptuous
Length
Keep responses concise—recruiters and hiring managers are busy. Include all necessary information but avoid padding.
Proofreading
Before sending, check for:
- Correct date and time
- Correct company name
- Correct recipient name
- Correct spelling and grammar
- Clear communication of your response
Common Mistakes to Avoid
Steer clear of these response errors.
Responding to the Wrong Person
If the invitation includes multiple recipients, be sure you’re responding to the right person—usually the person who signed the email.
Forgetting Time Zones
For remote positions or companies in different locations, always confirm time zones. “2 PM” means different things in New York and Los Angeles.
Being Too Casual
Even friendly, startup cultures expect professional communication. Save very casual language for after you’re hired.
Over-Explaining Schedule Conflicts
If you need to reschedule, you don’t need to share extensive details about why. A simple acknowledgment of a “prior commitment” or “conflict” is sufficient.
Not Actually Confirming
Expressions like “that should work” or “I think I’m free” aren’t confirmations. Be explicit: “I confirm the interview for…”
Waiting Too Long to Respond
While thoughtful responses are important, waiting three or four days to reply signals low interest or poor responsiveness.
Sending Multiple Follow-ups
If you don’t receive immediate confirmation, wait 24-48 business hours before following up. Multiple messages in quick succession seem anxious.
Using the Wrong Company Name
If you’re interviewing at multiple companies, double-check that you’ve used the correct company name. This mistake is surprisingly common and embarrassing.
Following Up After No Response
If you’ve responded and haven’t heard back:
Follow-up After 48 Hours
Subject: RE: Interview for [Position] - Confirmation Follow-up
Dear [Recruiter/Hiring Manager Name],
I wanted to follow up on my response regarding the interview for the [Position] position. I confirmed my availability for [Date/Time] on [date of your response].
Please let me know if you need any additional information from me or if there are any changes to the schedule.
Thank you, and I look forward to the interview.
Best regards,
[Your Name]
[Your Phone Number]Follow-up After One Week
Subject: RE: Interview for [Position] - Status Check
Dear [Recruiter/Hiring Manager Name],
I hope this message finds you well. I wanted to check in regarding the interview for the [Position] position.
I confirmed my availability on [date of your response] and wanted to ensure you received my response. Please let me know if you need anything else from me to finalize the schedule.
I remain very interested in this opportunity and look forward to speaking with you.
Best regards,
[Your Name]
[Your Phone Number]Conclusion
Responding to an interview request seems simple, but doing it well demonstrates the professional communication skills employers value. A prompt, clear, and enthusiastic response reinforces the positive impression your resume created and sets a professional tone for your interview process.
The key principles are straightforward: respond within 24 hours, confirm all details explicitly, express genuine enthusiasm, ask clarifying questions if needed, and proofread before sending. Whether you’re confirming, rescheduling, asking questions, or declining, approach your response with the same professionalism you’ll bring to the interview itself.
Use the templates in this guide as starting points, then customize them for your specific situation and the tone established by the employer. Your interview response is another chance to demonstrate that you’re the organized, professional, and enthusiastic candidate they want to hire.
