Finding a Job

Email Examples: How to Respond to an Employer Interview Request

September 16, 2019

Easily apply to jobs with an Indeed CV

Getting a response from an employer is a highlight of the job search. You’ve put in the work and the job applications, and now it’s time to move the conversation to the next level.

When an employer responds to your job application with an interview request, you want to get back to them as quickly as possible.

If you applied through Indeed, emails from employers will have the subject line “Response to application on Indeed.” Be sure to check your email settings and spam folders so you won’t miss their messages. You can also check your account for notifications from employers.

In your responses, keep your tone professional and upbeat. Avoid emojis, emoticons and slang. Proofread your messages for typos before you hit send. Here are four email examples to get you started.

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If an employer requests an interview

In this case, you should send your response the same day. This shows enthusiasm for the role and respect for the employer’s time.

Begin your email with a note of thanks. If possible, agree to the employer’s suggested day and time. However, if you are currently working and your schedule is not flexible, most employers will accommodate your situation. Below is a sample email to consider if an employer contacts you requesting an interview:

Dear Ms. Roberts,

Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 pm and can meet you at your office.

Please let me know if I can provide any additional information prior to our meeting.

I look forward to meeting with you to discuss this position in more detail.

Yours sincerely,

Emma Edwards

Phone: +44 4777 7777 77

The response is short, clear and positive. It reinforces the date and location of the interview. There’s no need to include additional details—you’ll discuss the specifics during the interview.

Easily apply to jobs with an Indeed CV

If an employer asks you to call to schedule an interview

Another type of email you might receive from an employer is a request to call the employer’s offices to schedule an interview. Even though the employer wants you to call, you could also consider sending a brief confirmation email. Here’s an example:

Dear Ms. Roberts,

Thank you for considering me for the Social Media Manager role at XYZ Company. As per your request, I will call you tomorrow afternoon to arrange a mutually agreeable interview time.

I look forward to speaking with you. Please let me know if I can provide any additional information beforehand.

Yours sincerely,

Emma Edwards

Phone: +44 4777 7777 77

Easily apply to jobs with an Indeed CV

If an employer asks you follow-up questions

Finally, an employer might email you with follow-up questions. These questions are essentially a preliminary interview, so respond with professionalism and detail:

  • When asked company-related questions
    Provide specific, detailed responses. Research company information (including corporate blogs and social media channels), and adapt the language you find there into your own words.
  • When asked about your pay or salary requirements
    Employers ask this question because they want to confirm that your expectations are aligned with what they can offer. You have a few options when answering this question. One is to delay talking about pay until you know more about the job. An example response could be: “I’m looking for a competitive offer that includes benefits and other kinds of compensation. I’d like to know more about the specifics of what this job requires first.” Another option is to provide a range instead of one number. If you’re only interested in this job if it pays a specific amount, be honest. This can help you and the employer determine if this is a match early on.
  • When asked questions about your own career path
    Align information from your CV with the job description to make natural connections. Be sure that your enthusiasm for the position and the industry are apparent.
  • If asked about skills you don’t have
    Be truthful. Mention your transferrable skills, proof of adaptability, ability to acquire new skills quickly, and a willingness to learn. In today’s job market, it’s rare that candidates have all the listed qualifications, so don’t be intimidated or discouraged. Instead, provide examples that show you can learn and grow as an employee.

The following template provides sample opening and closing statements you can use when replying to an employer who asks follow-up questions in an email. This strategy can help move the process to the interview scheduling stage:

Dear Ms. Roberts,

Thank you so much for considering me for the Social Media Manager role at XYZ Company__. My responses are below.

[INSERT YOUR SPECIFIC ANSWERS]

I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.

Yours sincerely,

Emma Edwards

Phone: +44 4777 7777 77

Easily apply to jobs with an Indeed CV

If an employer asks you to email to schedule an interview

Employers sometimes request that you email another individual to schedule an interview. This will likely be someone you have not contacted in the job application process. In this case, you must write two emails: a reply to the employer’s email and another to the person arranging the interview. Again, it’s important to respond promptly to the employer and remain brief in your reply. In the second email, you’ll need to provide context for the reason you’re writing. Here are two templates to help you navigate both situations:

To the employer

Dear Ms. Roberts,

Thank you for considering me for the Social Media Manager role at XYZ Company. As per your request, I will email Kate Duran to arrange an interview time. I look forward to speaking with you and additional members of your team.

Please let me know if I can provide any further information beforehand.

Yous sincerely,

Emma Edwards

Phone: +44 4777 7777 77

To the person arranging the interview

Dear Ms. Duran,

I received an email today from Rebecca Roberts requesting that I contact you to schedule an interview for the Social Media Manager role at XYZ Company. Please let me know what times you have available.

The best times for me include between 1pm and 5pm on Wednesday XX of Month and before 10am on Thursday XX of Month. I am also happy to discuss suitable times by phone.

I am excited to learn more about the opportunities at XYZ Company and look forward to discussing the role in greater detail.

Yours sincerely,

Emma Edwards

Phone: +44 4777 7777 77

If your schedule isn’t flexible, let this second email recipient know. You can add a few more sentences in the first paragraph that explain your circumstances. For example:

Please let me know if you have openings in your schedule. Although I currently work standard business hours, I am available for interviews during lunch hours, before 9am and after 5pm. Is it possible to schedule an interview during these times? If not, please let me know so that I can arrange time off for the interview.

Your response to an employer’s request is the beginning of your communication. Set a great tone in that first response, and you may improve your chances of moving forward in the hiring process.

Easily apply to jobs with an Indeed CV

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