Interview invitation email template

An interview invitation is often the candidate's first real contact with you. When it is clear, the candidate arrives prepared and on time. Here is what the invitation must include, a template you can copy, and how to avoid emailing back and forth about the time.

What the invitation must include

1. Job and company. Job title and your name, so the candidate knows which application it is about.
2. Time and length. Date, time and how long the interview takes. Or a link where the candidate picks the time.
3. Format and place. Video (with link), phone or in person (address, floor, who to ask for, parking).
4. Who the candidate meets. Names and roles of the people taking part.
5. What happens. For example "a 45-minute interview and a short tour", and whether there is a task or test.
6. What to bring or prepare, if anything.
7. How to reschedule or cancel, and a contact person.

Template to copy

Subject: Interview invitation: [job title] at [company]

Hi [first name],

Thank you for applying for the [job title] role. We would
like to invite you to an interview.

Time:     [date] at [time], about [45] minutes
Place:    [address / video link / we will call you]
You meet: [name, role] and [name, role]

We will talk about your experience and the job, and you
will have plenty of time to ask questions. [Optional:
Please bring your driving licence.]

If the time does not suit you, pick another one here:
[link] or reply to this email.

We look forward to meeting you.

Best regards
[name], [company], [phone]

Three good habits

• Let the candidate pick the time. A link with open slots saves several emails and makes it easier for people who already have a job.
• Send the invitation quickly. Good candidates are interviewing elsewhere. Invite within a few days of the application deadline.
• Only promise what you keep. Say when the candidate will hear from you after the interview, and keep to it. If the answer is no, use the rejection email template.

Prepare the interview itself with the interview guide: the same questions for everyone and a scorecard template.

How jah.dk does it

In jah.dk you send a personal booking link from the candidate card. The candidate opens it without logging in, sees the times when your interviewers are free, picks one and gets a calendar invite. The candidate can reschedule (up to twice by default) or cancel through the same link. The interview can be video, in person or phone; for video the meeting link is created automatically. Interviewers can connect their own calendar so only "busy" is read, not what the meetings are about. A rule can also send the booking link when a candidate moves to the "Interview" stage (see Automation and Pipeline).

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