How to Accept a Job Interview Email: Examples & Templates

Key Takeaways

• Familiarize yourself with the proper etiquette for accepting interview invitations, whether they are for phone, virtual, or in-person meetings, before you respond.
• When accepting an interview, be prompt, courteous, and maintain a professional demeanor.
• Minova's Job Application Tracker provides email templates to help you communicate effectively at each stage of your job search.

The job search can be tough, but seeing a new email in your inbox with the name of a company or job title you're interested in can make it all worthwhile. In your excitement, you might overthink (or under-think) your response. What is the best way to respond to a job interview email?

This guide will show you how to accept an interview via email, with examples for different scenarios.

Preparing to Accept an Interview Invitation by Email

Many companies contact job seekers and qualified candidates via email. Make sure that an interview invitation from a recruiter or hiring manager doesn't get missed or end up in your spam folder.

This means carefully reading emails before deleting them and checking your email folders for the hiring manager's (or company's) name. Consider turning on email push notifications on your desktop, mobile, or both.

Much of the job search happens online, so you'll need strong professional email communication skills. Recruiters or hiring managers typically send interview invitations from their email address. You can accept the invitation if you're available and confirm receipt, saying that you look forward to speaking with them.

How to Accept a Job Interview Email

The best way to accept a job interview is to focus on the three P's:

• Promptness
• Politeness
• Professionalism

Ideally, you should respond the same day or within 24 hours of the initial email. Be polite and professional by addressing the sender correctly, providing the necessary information, and closing the email with appropriate language and your full name.

How to Respond to an Interview Request

Ready to write your interview response email? Here's what to include (and not include) in your response to an interview request.

1. Keep the Subject Line as Is

When you get an interview invitation email, the sender will have already filled out the subject line. Don't change it or respond in a separate email. Keeping the subject line and replying within the email makes it easier for hiring managers to track communication. It also lets them take the lead. Changing the email subject line could be seen negatively or cause confusion.

Example subject lines you might receive:

• Interview Request for [Role] at [Company]
• Following Up About Your Job Application
• Availability for an Interview with [Company]

Keep the subject line as is and simply reply.

If you're sending in your application materials, that's different. Make sure you create an effective email subject for your job application.

2. Address Your Response to the Sender

A job interview request email is your chance to make a good first impression. Start your email formally by addressing the sender with "Ms." or "Mr." If you're unsure or don't want to assume gender, use the person's full name. Check who sent the email and how they signed their name.

To avoid spelling errors, copy and paste their last name and remove any formatting to avoid autocorrect issues or accidental spelling mistakes.

Example interview acceptance email opener:

Dear [Ms./Mr. Last Name or First Name Last Name]

3. Show Enthusiasm for the Position

Show your enthusiasm for the interview opportunity. Remember, you're competing with many other job applicants. You've made it to the next step! The last thing you want to do is sound uninterested. Enthusiasm helps, but keep a professional tone. Avoid using emojis or exclamation points excessively.

Email template to accept interview by level of enthusiasm:

Low:

Thank you for reaching out about [job position] at [company]. I’m interested and available for an interview and look forward to learning more.

Medium:

Thank you for reaching out about [job position] at [company]. I’m excited to chat with you further about this position and learn more about the company.

High:

Thank you for reaching out about [job position] at [company]. I’m eager to learn more about the role and how my skills can be an asset.

4. Provide Your Availability

An interview request is the first step. Next, you need to find a time that works for everyone. Include your availability when you respond. It's best to include several times and days or a scheduling link.

Example interview availability email response:

I’m available for the interview on Monday, May 20th from 9am to 12pm ET or 3pm to 5pm ET, as well as Tuesday, May 21st from 12pm to 2pm ET. Let me know if there’s a time that works for you.

or

Regarding my availability for the interview, you can book a time that’s convenient for you using my scheduling link [link]. I look forward to speaking further about this opportunity.

5. Share Necessary Contact Information

Even if the employer likely has your contact info, provide all relevant contact information, including your phone number and email.

Make sure your email address and contact info in your email signature are current and professional. (Avoid inappropriate, silly, or confusing addresses. If your email address is still something like "[email protected]," create a new professional email address like "[email protected].")

Your email signature can be simple: your name, pronouns, email address, and LinkedIn profile link. You can also include your phone number if you want.

In an email message:

My phone number is [phone number] and my email is [email protected] if you need to reach me.

In an email signature:

Full Name (pronouns)

[email protected]

[Phone number]

6. Review the Interviewer's Details

Before sending your response, review the details provided by the interviewer. Do you have all the information you need? Do you know who you'll be meeting with and their job titles?

If you've applied to many jobs, do you remember the role?

If you have the job description saved, you can reiterate keywords in your response to show you read the email.

Thanks for sending all the details! I look forward to discussing the role further with [Ms], the [job title] and [Mr.], the [job title]. I’m passionate about [field] and am very interested in the [role].

7. Ask Questions

If the interviewer didn’t provide all the details or you want more info, ask. Confirm who you'll be meeting with and the basic interview process. If the recruiter or hiring manager wants to schedule an in-person interview, make sure you have the correct office address.

If the employer requests a virtual interview (video or phone), ask which software they use so you can install it beforehand.

Ask if you have any other questions or need to know anything else to prepare.

Example email question in response to interview invitation:

Thank you for sending the details. I’m excited to discuss the role further with you. Can you let me know who else will be in the interview? If you have any information on the interview process and what to expect, please let me know.

8. Confirm Date, Time, and Platform

Confirm the interview date and time during business hours. If the employer asks about your availability, suggest a few options to avoid scheduling conflicts.

Example job interview confirmation email:

To confirm, the interview is set for Monday, May 20th at 10am ET over Zoom/[address]/[other platform]. I look forward to speaking with you then!

9. Confirm a Virtual Interview with Clarification

You might have a virtual interview first. There are many platforms, with options for audio-only or video. Make sure you understand the platform and video expectations.

Example job interview confirmation email:

I’m confirming our virtual interview on Monday, May 20th at 10am ET. Can you let me know if it’ll be over Zoom, Microsoft Teams, or Google Meet? Will this be video or audio-only? Please let me know at your convenience. Thanks so much and I look forward to speaking with you soon.

Minova provides email templates within the Job Tracker to help you say the right thing the right way.

Job Interview Acceptance Email Templates and Examples

Here are sample emails to accept interview invitations for various situations.

How to Accept a Job Interview via Email

You might hear from an interview coordinator or the hiring manager.

How to respond to the interview coordinator:

Dear [interview coordinator/Mr. Last Name],

Thank you for reaching out and helping schedule the interview. I’m interested in [job title] at [company] and am available on the following dates and times, but am glad to work around a time that's best for the team:

Day, Date, Interview Time - Option 1

Day, Date, Interview Time - Option 2

Day, Date, Interview Time - Option 3

If you have any information about the hiring process, who the interview will be with, and where the interview will take place please let me know.

Thanks for setting this up, and I look forward to interviewing with the company!

Best,

[Full name]

How to respond to the hiring manager:

Dear [Hiring manager/Ms. Last Name],

Thank you so much for reaching out to me about the [job title] at [company]. I'm looking forward to speaking with you and hearing more about the role and your company.

I'm available on the following dates and times, but am glad to work around a time that's best for your team:

Day, Date, Interview Time - Option 1

Day, Date, Interview Time - Option 2

Day, Date, Interview Time - Option 3

To help prepare for the interview, would you mind sharing more information about the hiring process, who the interview will be with, and where the interview will take place?

As a courtesy, I've attached a copy of my resume (and cover letter, if necessary). Thanks for setting this up, and I look forward to interviewing with the company!

Best,

[Full name]

How to Accept a Phone Interview via Email

If the company wants to schedule a phone interview, here's an email template:

Dear [Mr./Ms. Last Name],

Thank you for reaching out about the [job title] at [company]. I’m interested in the role and can do a phone interview at the following times:

Day, Date, Interview Time - Option 1

Day, Date, Interview Time - Option 2

Day, Date, Interview Time - Option 3

Please let me know what time works for you. For the interview, the best number to reach me at is [phone number]. Thank you and I look forward to speaking soon.

Sincerely,

Full Name

Phone Interview Tips

On the phone, there are more variables and you can’t read body language. So it’s key to create the right environment and showcase enthusiasm and confidence with your voice. Here are some phone interview tips and best practices.

• Pick a quiet location
• Make sure the reception is good
• Bring a charged phone
• Answer the phone in a polite, upbeat manner
• Have pen and paper around, or a digital calendar to record a potential interview date and take notes

Once on the phone with the company asking for an interview, you can respond by sharing your excitement and confirming the details.

Feel free to take notes on a piece of paper or your computer. You can also use Minova's Notes feature to automatically save and attach your thoughts to that role in your Job Application Tracker. It pulls up next to the job description, making it easy to analyze all the necessary keywords. Make any edits and additions you need, and your changes will be saved automatically.

How to Accept an In-Person Interview via Email

You might get a request for an in-person interview. Here's an email template:

Dear [Mr./Ms. Last Name],

Thank you for contacting me about the [job title] at [company]. I’m interested in the role and would love to meet in person to discuss the opportunity with you. I have some availability on:

Day, Date, Interview Time - Option 1

Day, Date, Interview Time - Option 2

Day, Date, Interview Time - Option 3

Please let me know what time works for you or if you have another time in mind. To confirm, is the interview going to be at [company address]? Please let me know the correct address and who I’ll be meeting in the interview. Thank you for reaching out about this opportunity, I am looking forward to the interview.

Sincerely,

Full Name

How to Accept an Interview Request via LinkedIn

If a recruiter or hiring manager reaches out via LinkedIn, you can keep the communications on LinkedIn or offer your email address. In this case, you might not be sending an email, but a LinkedIn message instead.

Dear [Ms./Mr. Last Name of the person sending the request],

Thank you so much for reaching out about an interview for [job title] at [company]. I’m interested and have some availability:

Day, Date, Interview Time - Option 1

Day, Date, Interview Time - Option 2

Day, Date, Interview Time - Option 3

Please confirm what time works best for you. At your convenience, please let me know the location of the interview and who I’ll be meeting with. You can also reach me at [email address].

Regards,

Full Name

Responding to interview requests can be time-consuming. Minova provides built-in guidance with copy and paste messaging templates to easily accept a job interview via email or LinkedIn.

How to Reschedule an Interview

Sometimes you have to send a conditional interview acceptance email, requesting changes. If you have to reschedule an interview due to illness or a scheduling conflict, contact the company ASAP. Apologize for the inconvenience and suggest other dates and times quickly. You can include a vague reason or share the reason if you're comfortable.

Vague example for rescheduling:

Dear [Mr./Ms. Last Name],

I hope you’re doing well. I’m excited about the interview for [job title] at [company]. Unfortunately, I have an urgent matter to deal with and need to reschedule the interview. Would it be possible to do the interview at a later date? I have some availability on:

Day, Date, Interview Time - Option 1

Day, Date, Interview Time - Option 2

Day, Date, Interview Time - Option 3

I apologize for the inconvenience and hope we can find a better time. I appreciate your patience and understanding.

Sincerely,

Full Name

Reschedule interview email reply example:

Dear [Mr./Ms. Last Name],

I hope you’re doing well. I’m excited about the interview for [job title] at [company]. Unfortunately, I have [fallen ill, been in a car accident, had to deal with a family emergency] and need to reschedule the interview. Would it be possible to do the interview at a later date? I have some availability on:

Day, Date, Interview Time - Option 1

Day, Date, Interview Time - Option 2

Day, Date, Interview Time - Option 3

I apologize for the inconvenience and hope we can find a better time. I appreciate your patience and understanding.

Sincerely,

Full Name

How to Decline a Job Interview

What if you don’t want to accept an interview? Maybe you’re no longer interested or have found something better. It still warrants a response, and you never want to send a rude reply. You'll likely need a new job at some point, and you'll want to keep your options open. Here’s how to decline a job interview via email:

Dear [Mr./Ms. Last Name],

Thank you so much for reaching out about the [job title] position at [company]. I appreciate your interest in an interview. However, I’m [pursuing other options or changing directions], so I will have to decline at this time. Please don’t hesitate to reach out in the future if there’s a position you think I’d be a good fit for.

I appreciate your time and interest and wish you the best in finding the right candidate for the role.

Sincerely,

Full Name

If you’ve already interviewed, wait for a response before declining.

Mistakes to Avoid When Accepting a Job Interview

Responding to an interview invitation can be tricky. You want to sound enthusiastic and professional without seeming overeager or desperate. Avoid ghosting the employer.

Here are some mistakes to avoid:

• Responding too late (after 48 hours).
• Using typos and casual language (use Grammarly to check for errors). Always maintain a professional tone and proofread.
• Offering only one interview option—multiple choices are better to avoid scheduling conflicts.
• Being unprepared—have questions ready and your calendar nearby.

What to Do After Accepting the Interview

Once scheduling is complete and details are finalized, express your interest and say you're looking forward to the interview, thanking the recruiter or hiring manager for their time.

Prepare for the interview by researching the company and interviewers and practicing answers to tough questions.

How to Use Email Templates in Your Job Search

Getting an interview request can be exciting and nerve-wracking. It's one step closer to a new role that could change your career.

Minova provides thank you and follow-up email templates within the Job Tracker.

Frequently Asked Questions

Is it okay to ask for more time to respond to a job interview email?

Respond within 24-48 hours. If you want more time, consider if you want to decline and feel this is easier. Committing to an interview is not committing to the job. However, if it means an expensive trip for a role that's not your dream job, it may not be worth it.

Is it appropriate to negotiate the interview time or ask for a different date?

You can request a different time or date if you have a conflict. Be polite and provide alternative options. Be flexible, understand the employer's schedule, and be willing to accommodate their needs.

How should I end my interview acceptance email or phone conversation?

Reiterate your appreciation for the opportunity and your eagerness to discuss how you can contribute. Provide your contact information again and sign off with "Sincerely" or "Best regards," followed by your full name.

How long should I wait before responding to a job interview email?

Respond within 24 hours. Responding within minutes or an hour is fine.

Should I always send a “thank you for the interview opportunity” email?

Sending a thank you email after a job interview is good practice. If you want the job, it shows gratitude and keeps you top of mind. If you don't, it's still polite and professional.