Interview request
How to respond to an interview request
A recruiter wants to talk Thursday. Reply within a day: thank them, confirm the time with its time zone and the format, and ask who you'll meet. Then use the days you have to practice. Copy-ready replies below.
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What to put in your reply
Reply within one business day, from the address you applied with. Keep it to a few lines. If they sent a scheduling link, book through it, then send a two-line thank-you anyway.
Interview invitation reply templates
Four replies for the four usual cases. Copy one as plain text and replace everything in [brackets].
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Reply 1
Accept the time they offered
Confirm the day, the time with its time zone, and the format in one line, so a mix-up shows now and not on the day.
Subject: Re: Interview for the [Role] position Hi [Name], Thank you for the invitation. I'd be glad to interview for the [Role] position. [Day, date] at [time and time zone] works for me. I'll [join the video call / call you at this number / come to the office at the address you sent]. Is there anything I should prepare, and could you tell me who I'll be meeting? Best, [Your name] [Phone number]
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Reply 2
They asked for your availability
Give two or three specific windows over the next few business days. Wide windows are easier for them to fit.
Subject: Re: Availability for the [Role] interview Hi [Name], Thank you for reaching out. I'm interested in the [Role] position and would be glad to talk. Here are a few times that work for me ([your time zone]): - [Day, date]: [time] to [time] - [Day, date]: [time] to [time] - [Day, date]: [time] to [time] If none of these suit, let me know a few options and I'll make one work. Best, [Your name]
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Reply 3
The time doesn't work: ask to reschedule
Reply soon, give a short reason without detail, and offer real alternatives in the same email.
Subject: Re: Interview for the [Role] position: another time? Hi [Name], Thank you for the invitation. I'm very interested in the role. Unfortunately I have a conflict at [the time they offered]. Could we meet at one of these times instead? - [Day, date] at [time and time zone] - [Day, date] at [time and time zone] I'm sorry for any inconvenience, and I'm happy to work around your schedule. Best, [Your name]
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Reply 4
Accept and ask what to expect
Asking who you'll meet and how long it runs is normal. The answers tell you what to practice.
Subject: Re: Interview for the [Role] position Hi [Name], Thank you, I'm glad to accept. [Day, date] at [time and time zone] works well. To prepare, could you share a few details? - Who will I be meeting, and what are their roles? - How long is the interview, and is it by phone, video or in person? - Is there anything I should prepare or bring, such as examples of my work? Looking forward to it. Best, [Your name]
What to ask the recruiter before the interview
One or two of these in your reply, or at the end of a scheduling call. Recruiters expect them.
“Who will I be meeting, and what are their roles?”
Why ask: A recruiter asks about your story and pay; a hiring manager asks about the work; a panel asks both. You prepare differently for each.
“How long is it, and is it by phone, video or in person?”
Why ask: Thirty minutes on the phone and two hours on site are different days. For video, ask which tool, so you can test it the day before.
“What will the interview cover?”
Why ask: Some teams tell you about a case, a skills test or a presentation in advance. If you don't ask, you may not hear about it.
“Is there anything I should prepare or bring?”
Why ask: A portfolio, a writing sample, references or an ID for the front desk.
“What are the next steps after this round?”
Why ask: You learn how many rounds there are, and when it's reasonable to follow up.
After you reply: a countdown to the interview
The days between the reply and the interview are your practice time. Say your answers out loud, not just in your head: that's how they'll come out on the day.
Only one evening left? The plan for the night before →
Free job application tracker, with an interview date column →
Questions about replying to an interview invitation
How fast should I respond to an interview request?
Within one business day, and the same day if you can. Slots fill, and a quick reply reads as interest.
Should I reply by email or call back?
Use the channel they used. If they called and left a message, call back, then confirm the time by email so you both have it in writing.
Is it OK to ask to reschedule an interview?
Yes, once, with notice and real alternatives in the same message. Reply 3 above does that.
What if I'm no longer interested?
Reply anyway. Thank them, say you've decided to withdraw, and keep it to two lines. A polite no keeps the door open with that recruiter.
Should I ask about salary in my reply?
Not in the scheduling email. Ask about the budgeted range on the recruiter call, where it's expected.
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