Career Fit

How to Respond to an Interview Request

How do you respond to an interview request when you're job searching, not actively searching, or when it's not quite the right time? Here's how to handle interview requests.

By Michele Lando
November 13, 2023

Photo by Hasan Albari

When in the midst of a job search, receiving an interview request can be very exciting.

It means that you’ve made it to the next step of the job application process! Go you!

You should be very proud of yourself for advancing to the next step. Now, you’ll want to ensure that you don’t let your excitement get the best of you. Doing so might make you quickly respond with typos or incomplete information.

Take a deep breath, celebrate this accomplishment, and move on to the next step: Respond to the interview request.

First and foremost, when responding to an interview request, carefully read the interview request and provide any necessary details that the sender might be asking for. If the recruiter or hiring manager asks a specific question, answer it. Not doing so could show a lack of attention to detail and an inability to follow directions.

I talked to two experts in the field to get all the details about the dos and don’ts of going about this process.

How to Respond to an Interview Request

Human Resources & Talent Acquisition Consultant Jennifer Duggan points out, “A general rule of thumb is that if a recruiter is reaching out to you about a position, even if it's one you aren't interested in, RESPOND! Building relationships with recruiters is a great strategy for the long haul.”

When responding to an interview request, you’ll want to keep the following in mind:

Prepare your email
Prepare for the call
Communicate
Maintain composure and professionalism
Be considerate of timing

Let's dive into it!

1. Prepare Your Email Response

When you're looking to send a professional email, it's best to come from a professional email address. This means your high school Gmail username or that random AOL account isn't going to cut it when sending emails to potential employers.

If you've ever worked at a company and been given an email address, you've probably noticed they offer some variation of your first and last names or your initials. You'll want to do the same.

An example is First.Last@company.com

It’s a good idea to set up your email signature as well. Include your name, contact info, and perhaps your job title. This will ensure that the interviewer has all the required contact info going into the interview.

Pro Tip: Create an email signature for your entire job search. According to Meredith Fineman, author of Brag Better, your email signature is a great place to share more about yourself, including your portfolio, skills, and more.

You can also personalize your email account with a professional headshot. This can be added to the account settings section and/or added to your email signature.

Not only will the recipient take notice, but it also lets them know you're not spam, a robot, or some automated message. You're a real person worthy of a reply.

2. Prepare for the Call

The difference between a good phone interview and a great phone interview might lie in the work you do beforehand. Prepare for common phone interview questions, research the company, and practice. Additionally, you’ll want to ensure that your phone is actually set up to accept the call if you're unavailable.

Career Coach Alyson Garrido explains that one of the first things to do in order to respond to an interview request properly is to prepare yourself and your contact information.

She clarifies, “First off, be sure you're ready to take the call. That means setting up your voicemail, which we so rarely do these days. Additionally, be mindful of only answering or returning a call when you can focus on the conversation. You'll feel better about the conversation and will make a more positive impression if you're not on the run.”

3. Communicate With Gratitude and Enthusiasm

It’s generally a good rule of thumb to express how thankful you are for the opportunity and how excited you are for the chance to interview immediately. This will set a positive tone for the email and show the reader that you are excited to move forward in the application process.

Garrido notes, “When applying for roles, communication is so important. If you're expecting someone to reach out to schedule an interview and you'll be unreachable for more than two business days, it's a good idea to put up an out-of-office message.

That way, you're setting appropriate expectations regarding your response times. You won't feel pressure to check messages constantly, and the interviewer will know when they can expect a response.”

4. Maintain Composure and Professionalism

Save your "I'm so freakin' excited" dance for a little later.

While the phone prescreen matters most, you still need to make a great impression in your email response. Keep your tone professional at all times.

Garrido says, “Remember that every interaction makes an impression, so take the same professional approach with the HR assistant scheduling the interview as you would with the hiring manager.”

Pro Tip: Watch your spelling. Another very obvious tip: Spell the recipient’s name correctly. If the recipient has a complicated name, use your copy and paste (CTRL + C, CTRL + V). There is basically no excuse for misspelling a name via email—that’s downright lazy. You have the cheat sheet right there!

A misspelled name communicates that you don’t care enough to take a few seconds to ensure that it's spelled correctly.

5. Be Considerate of Time

You want your email response to be pristine and straightforward. Ideally, you’ll want your reply email to go out on the same day, preferably within an hour or two. Your prompt reply shows enthusiasm and helps you avoid communication red flags.

That said, there are exceptions to this. If you’re out of the office or unable to send a message properly, wait until you can send a message that communicates effectively and professionally.

Garrido feels that it’s important to take your time when crafting a response. “It might feel like you need to respond to an interview request within a few minutes, but it's completely fine to wait longer if it means you can access the information you need to respond and schedule when you're not in a rush," she notes.

"So often, when we're moving too quickly, we make errors, and you don't want to have to go back and correct something later that could have been done right the first time.”

Share your availability and offer a few specific dates and times that work for you. For example, instead of saying “I’m available for a call next week,” say something like “I’m available from Tuesday through Friday from 9:00am to 5:00pm PST.”

Remember that it’s extremely important to put the time zone you’re in along with the time slots that work for you. Because many people are remote, you’ll want to ensure that you properly communicate your availability and don’t get mixed up with timing.

Example Response Emails for Interview Invitation

Whether you’re new to the email game or you’re well versed in it, there are a few pointers when it comes to email etiquette that will launch you from emailing newbie to pro status.

There are dozens of creative ways to end your emails. You could find many different ways to go about it, but these tried and true email sign-offs balance personality with respect.

Thanks in advance,
Best wishes,
Regards,
Sincerely,
With appreciation,

Seems simple enough, doesn't it? These email closers are simple and respectful—and they convey a sense of gratitude for the recipient's time.

Here are two email templates you might consider:

Hi [NAME],

Thank you for reaching out about an interview for [JOB TITLE]. I’m excited about the opportunity and am thrilled to set up a time to chat with the team.

This week, my schedule is pretty flexible on Monday, Wednesday, and Thursday. I am available between 9:30 to 11:30am PST, then again from 3:00 PST to 6:00pm PST on all three of those days.

I’ve also reattached my formatted resume and cover letter to this email per your request. If there’s any additional information I can provide for you, please don’t hesitate to reach out.

Looking forward to getting an interview on the calendar!

Thanks again,

[YOUR NAME]

Or, try something like this:

Hi [NAME],

Thank you for reaching out about an interview for [JOB TITLE]. I’m really excited about the opportunity, and am looking forward to the interview. I’ll be out of the office and unavailable next week, but would love to schedule a time to chat the following week.

Here is my availability for the week of the 12th:

Monday: 9:00 to 10:30am PST

Tuesday: 12:00 to 1:30pm PST

Thursday: 11:00 to 12:30pm PST and 3:00 to 6:00pm PST

Friday: 9:00 to 2:00pm PST

Please let me know a time that works for you, and I’ll make it happen! In the meantime, please let me know if there’s any additional information I can provide for you.

Best,

[YOUR NAME]

How to Politely Turn Down an Interview Request

This is where it's important to remember that you can say no.

It’s easy to feel as though you need to accept every interview request when applying for jobs, but that is not the case. While taking an interview in order to practice your interviewing skills might be of interest to you, it’s also normal and acceptable to refuse an interview if you already know that the role isn’t going to be a good fit.

Duggan explains: “You can always use the opportunity to redirect the conversation by professionally, politely, and kindly thanking the recruiter for reaching out, letting them know you aren't looking currently, but would like to connect—or better yet, sharing your resume and letting them know what you are looking for instead if you are. This way, they can keep you in mind for future opportunities.”

If you’re writing an email to turn down an interview request, keep the following in mind:

Maintain positivity and professionalism.
Turn it down graciously.
Know that you don’t have to share any information you’re not comfortable with.

Here are two examples of verbiage you might use to graciously turn down an email in a professional tone:

Hi [NAME],

Thank you for reaching out about an interview for [JOB TITLE]. I appreciate the offer; however, this is not something I’m interested in at this time. I’d love to stay in contact to discuss future opportunities when I’m in the market for a new role.

Wishing you the best of luck finding a candidate for the position!

Thanks again,

[YOUR NAME]

Or, try this...

Hi [NAME],

Thank you for reaching out about an interview for [JOB TITLE]. [COMPANY] sounds like a great organization; however, the job description you provided doesn’t align with my experience in [INDUSTRY]. If you have any available roles at the [EXPERIENCE] level or within the [DEPARTMENT NAME] department, I’d love to discuss those opportunities.

Please see my resume attached to this email for your review.

I appreciate you reaching out, and hope we can discuss possible options that might be a better fit.

Thanks again,

[YOUR NAME]

[EMAIL] | [PHONE] | [LINKEDIN] | [WEBSITE]

How to Write an Interview Request Email

Our founder, Lauren McGoodwin, found her career in recruiting by conducting informational interviews. Over a nine-month period, she reached out to 70+ people to conduct informational interviews, and nearly half of them responded to her!

Ultimately, she found her position working as a recruiter for Hulu through one of those connections.

Here are Lauren’s 5 rules for running a perfect informational interview every time:

Research a specific person
Have a learning goal in mind
Prepare questions to ask
Do not waste their time or energy
Always write a follow-up note within 24 hours

Informational Interview Request Email Template

Hi [NAME],

I hope this message finds you well. My name is [NAME], and I’m reaching out today because I’ve read up on your career and the work you’ve done with [A SPECIALTY OR PROJECT YOU LEARNED ABOUT IN YOUR RESEARCH], and I was hoping to learn more. Would you be willing to hop on the phone for 20 minutes to discuss your career so far and some insight into your industry?

If you’re open to this idea, I'm available to speak by phone at the following times in the next two weeks:

[INSERT A BULLETED LIST OF DATES AND TIMES]

Please let me know if one of those dates and times works for you and a good number to reach you, and I’ll send over a calendar invite!

Thank you for taking the time, and I hope to speak to you soon!

All the best,

[YOUR NAME]

[EMAIL] | [PHONE] | [LINKEDIN] | [WEBSITE]

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Michele Lando

Michele Lando is a certified professional resume writer, personal branding expert, and founder of Write Styles. Amidst the start of her career in recruiting, Michele noticed people struggling to articulate their value through an expertly crafted resume and professional appearance, which is how the idea for Write Styles was born. She has a passion for helping others present the best version of themselves both on paper and in person, and works to help individuals create a perfect personal branding package. As a certified professional resume writer, Michele provides each client with individualized attention to advise on content optimization, resume review, and overall industry insight. Michele works one-on-one with clients to craft effective application documents including resumes, cover letters, and LinkedIn profiles. Additionally, she conducts workshops and creates resources to assist with resume writing, LinkedIn optimization, and career development.