How To Respond To An Interview Request? 15 Examples

The best time to look for that dream job is now. With inflation raging with no possible end in sight, now seems like a perfect time to take a fresh look at your LinkedIn profile and resume.

It’s possible you might have realized that you are discontent with what you have been doing. Hence, the need to actively start hunting for new opportunities.

There is an urgency to get employees back to work for services that remain unfilled. The urgency to get back to work can be tied to a growing threat of stagflation, a mix of high unemployment and inflation that America experienced in the 1970s.

While economists and economic forecasters may have mixed opinions on assessing this threat, it’s no question that any worker will be much better off getting a job now than waiting until unemployment drops and job competition increases. The world is now cautiously optimistic that the job market will re-stabilize.

A recent study indicates that at least 26% of American workers will be looking for new jobs this year. If you are one of them, now is the time to start thinking of what you want, how you want it, and how to prepare for it.

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We cannot talk about securing jobs without talking about interviews. If done effectively, interviews enable employers to determine if your skills, experience, and personality meet the job requirements.

If you are lucky enough to have received an interview request, you need to think of how best to respond to it. Here is a guide to help you through.

What is an Interview Request?

An interview request is an email sent to a job applicant to express interest in them after reviewing their resume. An interview request informs applicants when and where the interview will take place and is an exciting next step in your job search.

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Recruiters and hiring managers often turn to emails to request an interview. Therefore, crafting the right response can impact the first impression of your potential employer.

Also Read: Best Counter Offer Letter Examples

Things to Consider Ahead of Responding to an Interview Request

Reply quickly

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Sending a reply to the hiring manager within 24 to 48 hours of receiving the interview request shows the employer that you are serious about the position and can help them speed up the recruitment process.

A timely email response also fosters a sense of trust between you and your potential employer. Delays in responding to interview requests can be interpreted as untrustworthiness and could cost you the position.

Treat interview requests with seriousness even if it is a simple email confirming that you received their note. Assume that you are not the only one to be interviewed. A quick response is the key to getting the most convenient time slot to suit your schedule.

Also Read: Part-time vs Full-time

Prepare your response

Make sure you prepare your message before replying. Read through the job interview request several times before settling on the appropriate response.

Carefully reading through the job description before replying can help you note down information that can increase your chances of having an easy interview.

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Reading through a job description can also remind you about the position you applied for. In your response, include your full name, the job title, and use ‘interview confirmation’ as your subject line.

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Open and close with gratitude and enthusiasm

Not every applicant gets to the interview level. Since you are one lucky applicant, start right off the bat by expressing how thankful you are for the opportunity and how excited you are to finally get a chance to meet the team and further discuss the value you bring to the table. You don’t have to go overboard.

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Gratitude is a great way to show that you respect their time and indicate that you are likely to be pleasant to work with. It can also help you get the attention of the recruiter and should demonstrate sincerity and enthusiasm for the role.

Recruiters like to meet candidates who think that the company they wish to work for is great. Gratitude will also show that you are still interested in the position.

How to Respond to an Interview Request With Examples

1. Provide availability

In most cases, hiring managers will give you different windows of time for you to choose from. Some recruiters may suggest that you provide your own time.

Regardless of the situation, make sure that you clearly indicate days and times that will work for you. If the time provided by the recruiter doesn’t work for you, make additional suggestions to your recruiter to avoid any inconveniences.

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Open availability means your current calendar does not have meetings conflicting with your interview schedule. Communicating your availability helps the hiring manager to schedule an interview. Open availability also gives your recruiter flexibility to create your potential work schedule.

Example:

Dear Ms. Claude,

I appreciate the opportunity to join a phone interview with the team. I will be available on Wednesday from 1:30 pm to 4:30 pm, or Friday from 11:00 am to 3:45 pm. The hiring team can reach me at (545) 444-1234.

Thank you again for the opportunity to interview, and I look forward to speaking with the team.

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

Also Read: Top Strengths & Weaknesses For Job Interview

2. Provide requested details

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In most cases, interview requests come with instructions to follow the pre-interview. You may be requested to email your resume, cover letter, references, and additional people, and be asked to answer a series of questions. Make sure that you carefully read your interview invitation request so that you don’t forget to include what the recruiter or hiring manager is asking.

Offer to give more information at the recruiter’s request. It’s likely that they may have all they wanted from you, but offering more details is a polite gesture to let the recruiter know that you have done your research. It is also a chance to let the recruiter know more about you.

While most interview requests include pertinent details such as interview location (either on-site at the office, by phone, or over a video conferencing call), date, and time, provide your own availability if the recruiter fails to include interview details such as time slots.

If their date and time conflict with your schedule, politely inform your recruiter that you will not be available at that time and provide alternative times that work with your schedule.

Check Out: Smart Questions To Ask At The End Of An Interview

3. How to respond when the recruiter requests an interview

The way you interact with recruiters and hiring managers is just as essential as your qualifications and skills when looking for a job. Recruiters and hiring managers start to form an opinion about you as a potential candidate even before the company meets you. The way you handle your communication is likely to form an integral part of the job.

Send your response the same day you receive the request as this shows commitment, enthusiasm, and respect for the recruiter’s time. Maintain proper etiquette while responding to interview requests.

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While it might be daunting to get back to your potential employer, especially if you are new in the career, always remember that most recruiters are willing to accommodate your situation.

Keep it short, precise, and positive. The response should emphasize the date and location of the interview. At this point, there is no need to include additional details. Save them for the actual interview.

Dear Ms. Claude, 

Thank you for your consideration and invitation for the digital manager role at your company. 

I am available this Friday at 2:30 pm, and I look forward to meeting with you to discuss the value I bring to your company in further detail. 

Please let me know if I can give any additional details prior to our meeting on Friday at your offices.

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

Also Read: Best Questions To Ask The Interviewer 

4. How to respond when an employer asks you to call to schedule an interview           

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Another interview request you are likely to receive from a potential employer is the request to call the employer’s office to schedule an interview. While the employer expects you to only call, you could consider sending a brief email as a confirmation as follows:

Dear Ms. Claude, 

Thank you for considering me for the role of digital marketing manager at your company. 

As per your request, I will be calling you tomorrow morning to arrange the interview.

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

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

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5. How to respond if a recruiter or hiring manager asks you follow-up questions

Follow-up questions often come once the interview is over. They help you learn what happens next and also about the hiring process. Such questions may include:

• Is there anything you would like to know more about the company?
• When are you ready to start working?
• How much do you wish to be compensated for the role?
• How soon are you available for the role?

Image: Ono Kosuki

Interview follow-up questions are no different from a preliminary interview. When responding, ensure that you respond in detail and with professionalism. Give specific and detailed responses when asked about company-related questions.

Make sure that you carry out thorough research about the company by visiting corporate blogs and social media sites and translate the language on the platforms into your own words.

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6. How to respond when asked about the skills you do not have

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When asked about your own career path, make sure that you align your information with the job description for natural connections.

Make apparent your enthusiasm for the industry and the position you are applying for from this point. Demonstrate how your aspirations align with the company’s long-term goals and vision.

However, when asked about the skills you do not have, be truthful. Demonstrate other transferable skills and prove your adaptability and willingness to learn. It is possible that you’ve never heard of something before.

Explain what you know about the skill, admit that you do not have the skill, then back it up with supportive reasoning. For instance, if a hiring manager asks if you’ve ever used PowerPoint yet you’ve not, respond as follows:

“I haven’t used PowerPoint before, but I understand PowerPoint is used to create presentations, charts, and graphs.”

This demonstrates that while you may lack hands-on experience with PowerPoint, you are well informed and knowledgeable about the required skill.

In the current job market, it’s rare to find candidates with all of the listed qualifications. Don’t feel discouraged or intimidated. Instead, demonstrate your willingness to learn and grow as an employee. Say:

“If I could get a chance to learn advanced programming, I am positive I can master PowerPoint quickly and am more than willing to do so.”

Explore: Killer Interview Questions To Ask Employers

7. How to respond when a recruiter or hiring manager asks you to schedule an interview

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You may be requested to schedule an interview with someone you may not have contacted in the job application process. In most cases, this request comes when the recruiter reschedules the interview.

It may sound disappointing, but it is not necessarily bad news. Learning how to schedule an interview can tell the hiring manager a lot about you. Make sure that your professionalism and graciousness make a good impression.

Keep your positive attitude in check, express enthusiasm to meet your interviewer, and reiterate your interest in the position. Ask if you should call ahead of the interview to confirm your appointment. If you are scheduling an interview with someone you haven’t spoken to during the hiring process, you’ll need to write emails as shown in the following samples:

To the employer:

Dear Ms. Claude,

Thank you for considering me for the digital manager position at your company. As per your request, I will email Ms. Kate Johnsons to arrange for an interview. I look forward to interacting with you and additional members of your team.

Kindly let me know if I can provide any other information in the meantime. 

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

To the person arranging the interview:

Dear Ms. Johnsons,

I received an email this morning from Ms. Claude requesting me to contact you to schedule an interview for the digital manager position role at ABC Company. Please let me know when you have openings in your schedule, at your convenience. 

I feel excited to learn about more opportunities at ABC Company and look forward to discussing the role in further detail.

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

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8. How to respond to an interview request accepting the interview

How you format your email depends on the information provided by the recruiter. By accepting an interview, you do not necessarily commit to the position or company, but you commit to the hiring process. Here is a sample of how to accept an interview request.

Dear Mr. Johnson,

Thank you for the invitation to interview for the digital manager position. I appreciate the opportunity, and I look forward to meeting you on June 3rd at 9 am in your Alabama office.

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

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9. How to respond to an interview request declining the interview

When you are sure that the job you’ll be interviewing for is not a good match, it’s best to decline rather than waste everyone’s time. Make sure that you do it respectfully and professionally.

Dear Ms. Claude,

Thank you for the interest shown in my application and the subsequent interview request. After careful consideration, I don’t believe that I will be a good fit for this role. I appreciate you taking the time to contact me and wish you the best of luck in your search for the right candidate.

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

10. How to respond to an interview request when asked company-related questions

A hiring manager may ask you company-related questions before scheduling an interview. Read the recruiter’s email thoroughly, respond politely, and answer all questions with specific answers.

Research the company on social media, corporate blogs, and news articles. Respond to the company-related questions using the company’s language as displayed on the official website but in your own words.

Dear Mr. Greg,

Thank you for considering me for the role of digital manager in your company. My response to your questions is as follows:

(Insert questions asked)- (your response)

I appreciate the opportunity and I look forward to speaking with you soon. Please let me know in case you require additional information.

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

Also Read: Professional Development Goal Examples

11. How to respond to an interview request on the phone

Image: Andrea Piacquadio

If you receive a call asking you to confirm an interview appointment, try to return it as soon as possible. When making the call, make sure that you are using the correct tone, thank the hiring manager for the interview request, and confirm with them that you’ll be available at the scheduled time. If you receive a voicemail, when returning a call start by saying:

Hi (insert your name), thank you for calling to schedule an interview. I am sorry I couldn’t take your call, but am available for the interview on (day) (date), and (month). Sum it up with, I look forward to seeing you then. 

Use the recruiter’s name when making a call and pick a time that you will not be interrupted by distractive noises in the background.

12. How to respond when asked about your salary expectations

Employers ask you about salary expectations to know if your expectations align with what they plan to offer. This question can be tricky. For this reason, you can delay responding to it for a bit until you know more about the job.

“I will appreciate competitive compensation that includes benefits and other forms of compensation you offer. I’d like to learn more about the specifics of what this job requires first.”

Another option is to give a range instead of a specific amount. Make sure that you are honest, as this can help the recruiter determine whether you are a match from the onset.

Also Read: Best Email Signature Examples With Tips

13. How to respond when asked about your career path

When asked about your career path, make sure that you align it with the job description to achieve organic connections. Respond as follows:

Dear Ms. Jones,

Thank you for considering me for the role of digital manager in your company. My career path is in digital communication and marketing. 

May I assure you that my skill-set and job background will be an asset to your company. Please let me know if I can share any additional information. 

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

14. How to respond to an interview request with a scheduling conflict

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Scheduling conflicts are common when you still have commitments with your current job.

Dear Ms. Jones,

Thank you so much for the opportunity to interview with XYZ Company. I look forward to meeting you. However, I have a scheduling conflict on the requested date. Kindly let me know if the following dates will work for you. (List date options).

Once again thank you for your consideration and please accept my apologies for any inconveniences caused. 

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

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15. Responding to accept a video interview request

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Dear Ms. Claude,

Thank you so much for reaching out. I would love to have a video interview to learn more about this position and your company. Kindly let me know which video platform we’ll be using to help me prepare. Here is my availability for the interview this week:

Monday – Wednesday: 10 am to 3 pm.

Friday: 8 am to 2 pm

Kindly let me know if none of these times work and I’ll be happy to come up with other options. I look forward to speaking with you. 

Sincerely,

Winnie Josephs

Phone: (545) 444-1234

Conclusion

When you are job hunting, impression matters. You start by updating and polishing your resume, researching every hiring company, and tailoring your cover letter to suit your application. Every communication with the recruiter matters.

While an email might seem minor, understand that the email you send to a recruiter is crucial to securing a position you have been eyeing.

Responding to an interview request marks the beginning of communication. Make sure that you set a good tone at the onset to improve your chances of proceeding with the hiring process.

Once you secure an interview, you need to prepare to answer common interview questions and discuss your salary expectations. An interview request can be an exciting next step in your job search, make sure it counts!