How to Reply to an Interview Email Request 

Congratulations. You did it. After tailoring your resume and applying to several positions, you received an interview email request from a prospective employer.

Now what?

How are you supposed to reply to interview invitations? Is it as simple as saying yes and showing up at the designated time? Or are there other things you should know?

How to reply to an interview email

In all honesty, there really is not too much for you to do. But here are a few items to consider before you reply to the invitation to interview.

First, respond quickly.  A timely response to an invitation demonstrates professionalism and courtesy.

Second, express gratitude. Regardless of whether you will accept the invitation or turn it down, you should thank whoever reached out for the opportunity.

Third, consider your response.  You have several different options here. First, you can flat-out accept the offer to interview at the proposed date and time.  If the date and time do not work for you (or there is no scheduled date and time) you can propose several options that work best for you or ask if the interviewer is willing to reschedule. Lastly, if you are not interested at all, you can say so.

Fourth, start preparing. Your interview preparation begins as soon as you are given an interview invitation offer. Examine the email closely to learn some details about the interview.  If the email is silent on details, you should seek clarification.  Find out who will be interviewing you, what you need to bring, and specific instructions on how to reach the location (or set up a virtual interview).

How to reply to interview invitation email samples

Now that you know what you need to put in a reply to interview invitations, let’s go over some examples you can use when crafting your own response.

Here is how to reply to an interview email you are declining.

Dear [Name of Recruiter/Hiring Manager],

Thank you for taking the time to review my application and reach out to set up a time for a job interview.  Since submitting my application for [Position] with [Company], I received and accepted an offer somewhere else.  And so, I must respectfully decline your interview offer but wish you luck and success as you continue interviewing the remaining candidates.

On that note, I have a colleague I believe would be a great fit for this role. If you would like to speak with [him/her], please let me know.

Sincerely,

[Your Name]

Next, here is how to reply to an interview invite you are accepting. 

Dear [Name of Recruiter/Hiring Manager],

Thank you for your email this morning and for taking the time to review my application and set up a time for an interview. I am really excited about this opportunity, but unfortunately, am unavailable at your proposed time. Could we do it the following week instead? I am available any day after noon.

On that note, is there any information you can provide me to help me better prepare for this interview? Can you tell me who is interviewing me and whether there are any specific documents I should bring?

Sincerely,

[Your Name]

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