Interview Availability Email Template

Interview Availability Email Template


Use this email template to schedule job interviews, letting candidates know what days and times work for you, before setting the final details.


Clarify all important details, like date and time of the interview and estimated duration during the invitation phase. Offer candidates two or three scheduling options, and decide whether you will use an in-person, phone, or video setting.

You will send three emails during this phase:

  • An initial email to inform candidates you’d like an interview
  • A second email to settle the details with a second email
  • A confirmation email summarizing interview details

Customize this template with times and days that work for you. Clearly state in the subject line that this email is a first or second interview invitation.

Interview availability sample email

Subject line: We’d like to interview you– [Company_name] / Interview with [Company_name] for the [Job_title] position

Hi [Candidate_Name],

Your application for the [Job_title] position caught our attention and we would like to invite you for an interview [at our offices / via phone / via video call] to go over details and get to know your goals.

You will meet with [Department_name] department manager [Manager_name]. You’ll need to carve out about [X] minutes in your schedule. This gives you ample time to discuss the [Job_title] position and learn more about our company. [If applicable, let candidates know what they might need to bring to the interview, like an ID to get past security/reception, a resume or a portfolio.]

Please click the following link and choose the time that works for you:

[Add scheduling link]

If nothing fits your schedule, please let me know of your availability next week, so we can find a convenient time.

Looking forward to hearing from you,

[Your name]