Collection of Top 10 Best Interview Invitation Email Samples Every Recruiters Should Learn From

Successful candidate experience is a result of transparent and consistent communication. According to a Career Builder’s survey, 81 percent of candidates reported that continuous updates from employers would improve their experiences significantly.

Today, most recruiters use email templates to keep in touch with their candidates – especially those that the recruiters are interested in during the recruitment process. In this blog, Rakuna is going to share with you the top 10 most time-saving interview invitation email samples that every recruiter should have. Let’s get started!

Sourcing Email Template

If this is the first time you reach out to prospects, you need to be engaging and clear. If they are strong candidates, they are probably shifting through several recruiting messages in their mailboxes. Your goal when sending this email should be to stand out and be direct.

A strong outreach email template is important because it helps you build your applicant pool. You should send this email to individuals you’d like to have as candidates after researching them thoroughly. Review their professional profiles, social media, and personal websites.

Doing extensive research will help you avoid wasting your time and candidates’. Once you’ve identified your prospect, you should send a short and direct message to instigate their interest and engage with them because you don’t have a relationship with the candidate yet.

Template:

Subject Line: Job Title at Company X

Body:

Hi (Name of the candidate)

I came across your professional profile on (Where you found it). We at (Company Name) are looking to hire an excellent (Job Title). I think your experience is outstanding and a great fit for this job. I’d love to connect and hear more from you.

Would you be available for a phone call on (time/date)? If so, please let me know.

Best,

(Your name)

(Email Signature)

Referral Email Template

A successful referral program can help you save a lot of time whilst improving the quality of your hire – two critical recruitment metrics. You should encourage and incentivize employees for their recommendations and communicate with the candidates diligently and regularly.

Making the most out of your employee networks for recruitment can quickly expand your company’s talent pool. Plus, it’s highly likely that your employees know other people who can be your next best employees.

Template:

Subject Line: Job Title – Referred to you by (Contact Name)

Hi (Name of the Candidate)

(Contact Name) shared with me your email address. He/she speaks highly of you and your expertise. (Company Name) is looking for a (Job Title). I think you could be a great fit.

Are you free for a quick call (time/date)?

I look forward to hearing from you soon.

Best,

(Your name)

(Email Signature)

Phone Screening Rejection

Phone screening is a great way to weed out those who aren’t a fit at the moment. Send a polite and thoughtful email when rejecting a candidate even if you haven’t interacted didn’t interact for a long time.

Treating your applicants with respect and courtesy will make them perceive the experience with your organization as positive and share feedback on other platforms. Send the rejection emails immediately after deciding that the candidate(s) won’t be moving forward with the process. You don’t have to give a broad explanation as to why you rejected them.

Template:

Subject line: Application for (Job Title)

Email body:

Hello (Candidate’s name)

Thank you very much for your interest in working with (Company) and meeting over the phone for the (Title) position. I enjoyed learning more about you and your experience.

However, I regret to inform you that we won’t be moving forward with your candidacy for this role at this time. We’ll definitely save your information and reach out to you in the near future.

All the best,

(Your name)

(Email Signature)

Interview Confirmation

Sending an interview confirmation email helps candidates prepare for their interviews. In the email, you should include elements such as time and place, matters that you’ll discuss, and anything a candidate needs to bring or prepare. There are experienced essay writers who can help you write interview invitation emails.

Template:

Subject Line: Interview confirmation

Body:

Hello (Name of the candidate)

This is a confirmation for your interview at (company) for (job title) position. In this email, you’ll find all the details you need to prepare for your interview. Your interview is scheduled for (DATE/TIME). The interview will take place at (Address).

You’ll be speaking with (Name and title). We expect the interview to take (minutes/hours). Please respond to this email to confirm that you’ll attend.

If you have any questions, don’t hesitate to reach out.

(Your name)

(Email Signature)

Interview Reminder

You should send the interview reminder around 1 day before the actual interview. It should be short and friendly. Highlight essential information about the interview.

Template:

Subject Line: Reminder: Interview at (Company) for (Job Title)

Body:

Hi (Candidate’s Name)

Here are the details of the interview again for your convenience:

Date

Time

Duration

Contact information

Please refer to your interview confirmation email for more details. If you have any queries, feel free to reach out.

Best,

(Your name)

(Email Signature)

Request for Work Samples

Before the interview, you may need to review the candidate’s work samples and even ask them for a unique assignment.

Template:

Subject line: Request for work samples

Body:

Hi (Candidate’s name)

Thanks for your interest in (Job Title) position. We are looking forward to meeting you soon during the interview. In the meantime, we’d appreciate if you can share your work samples with us.

Please email me and attach (what you are requesting).

Could you please send me by (date/time)?

Feel free to reach out to me.

Best,

(Your name)

(Email Signature)

Positive Interview

There’s nothing as dispiriting to a candidate as silence after an interview. After a good interview, it’s always a nice idea to send a positive follow up message to maintain momentum and keep them interested.

Template:

Subject Line: Thank you

Body:

Hi (Candidate),

Thank you for spending your time with us. It was a pleasure to meet you and know more about your professional background. We were impressed by your experience. And we’ll reach out soon.

If you have any questions, feel free to contact me.

Best,

(Your name)

(Email Signature)

OK Interview

This is an email sent to a candidate who doesn’t perform so well during the interview but you aren’t ready to let him/her go.

Template:

Subject line: Thank you

Email body:

Hi (Candidate),

Thank you for spending your time with us. We learned a lot about you and your background.

However, we are still in progress with other candidates' interviews to ensure equality for everyone. We’ll reach out to you with an update about our decision in a few days/weeks.

If you have any questions, feel free to contact me.

Best,

(Your name)

(Email Signature)

Rejection

If a candidate has taken his/her time to sit down for an interview, it’s always good to send a rejection letter when you decide not to move forward with him/her. They might not be the best fit at the moment; however, you need to stay in their good graces.

Template:

Subject line: Your Application at (Company)

Email body:

Hello (Candidate Name),

Thank you for your interest in the (Job Title) in (Company Name). We appreciate the chance to meet and learn about your professional background. However, I regret to inform you that we won’t be moving forward with your candidacy for this role at this time. Nonetheless, we’ll save your information and reach out to you when another opportunity arises.

Best,

(Your name)

(Email Signature)

Job Offer

The job offer is the last piece of information a candidate receives before they decide on whether to accept or reject your offer. You need to infuse the email with positive energy.

Template:

Subject Line: Offer from (Company)

Email body:

Dear (Candidate)

Congratulations! We are delighted to offer you the position of (Job Title) at (Company).

(Explanation)

You’ll work with (name) on the (department) team. Your first day of work will be (date) at (job location). As we discussed, this is a (part-time/full time) position with a salary of (amount). You will find the formal offer with detailed information in the attachment.

If you’d like to accept this offer, please sign the copy letter by (expiration date). Once we hear from you, we’ll send you a formal contract of employment.

Yours sincerely,

(Name)

Conclusion

The best interview invitation email samples save recruiters a lot of time and energy because recruiters have to communicate with many candidates regularly. Always remember to personalize your interview invitation emails to keep your candidates feel respected.

Contributor

Leon Collier is a blogger from the UK, who offers assignment help in Sydney and loves to write about everything: pop-culture, history, travel, self-development, education, marketing. When not writing, you can find him behind a book or playing tabletop games with his friends. Follow him on Twitter @LeonCollier12

This blog post is originally appear on Rakuna's blog