When you’ve spent a good amount of time and resources looking for and applying for a job, getting a positive response from the hiring manager to your job application can be one of the most exhilarating feelings you’ve ever experienced. You’ve just crossed the first milestone by applying for a job you want and have received an email from the hiring manager or recruiter calling you for an interview. How you respond to their email defines how you approach the next set of milestones towards your dream job.

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Whenever you receive an email from a prospective employer, it is important that you focus on how you respond to their message. Here are some tips to learn how to respond to an interview request and to help you write the perfect Interview Confirmation Email.

How to write a good Interview Confirmation Email:

When you respond to an email from a recruiter or hiring manager who has replied to your job application, here are some things to keep in mind.

  1. Do not delay your response. It’s important that you respond with your Interview Confirmation within a day and no more than 2 days, as they have to schedule other applicant interviews as well.
  2. Begin the email by thanking them for considering you for the role or position.
  3. Ensure that the content of the email is positive, enthusiastic and professional. You’re writing to a hiring manager and your email should reflect that.
  4. Ensure that you proofread your email before sending it out. Recruiters go through a lot of emails during the day and it’s very easy to be put off by a typo.
  5. Do not use emojis or emoticons in the email.
  6. If they’ve asked for your availability, don’t give them limited scheduling options. Make yourself available on a day and time frame and let them know accordingly.

To help you write the perfect Interview Confirmation Email as a response, here are some free templates to download and edit according to your needs. Read on to know how to reply to an interview email.

Example 1: Simple Interview Confirmation Email

Here is a simple interview confirmation email template that you can use to reply to a recruiter or hiring manager’s email.

Subject: Interview Confirmation - [Your Full Name]

Hello [Name],

Thank you for considering me for the position of the [Job You’ve Applied For] at [Name of the Company] and scheduling the interview. I’m delighted to hear from you.

I am available for the interview on [...] at [...] as scheduled by you, and I look forward to meeting with you.

Please let me know if you need any additional information from me.

Thank you.

Sincerely,
[Your Full Name]
[Your Phone Number]

Example 2: Interview Confirmation Email with Schedule Options

You can use this free interview confirmation email template for when a recruiter has emailed you asking for your availability. In such a case, the recruiter wants you to respond with a few different options when the interview can be scheduled. Here’s how to respond:

Subject: Interview Confirmation - [Your Full Name]

Hello [Name],

Thank you for considering me for the position of the [Job You’ve Applied For] at [Name of the Company]. I am delighted to hear from you.

I am available for the interview any time this week, between X:XX AM and Y:YY PM. If it helps, here are some schedules that work best for me.

[Option 1]
[Option 2]
[Option 3]

I look forward to meeting with you and discussing this role in detail.

Please let me know if you need any additional information from me.

Thank you.

Sincerely,
[Your Full Name]
[Your Phone Number]

In very rare cases, if you don’t hear back from the recruiter with a response to your interview schedule email, you can send them a follow-up. Getting reminded about follow-up emails is hard, but you can let Spark do all the heavy lifting for you.

With its Follow-Up Reminders feature, Spark automatically alerts you and reminds you to send a follow-up email if you don’t get a response by the date and time selected by you.

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