Ping! Your inbox chimes with an invitation to interview for an incredible job opportunity. Your heart jumps with excitement, but now comes a vital question: how to respond to the interview request professionally? How you accept an interview email can set the tone for the rest of the hiring process, so it's essential to nail it.
By following the tips below, you'll craft a response that not only accepts the interview but also showcases your professionalism and attention to detail.
How to Respond to an Interview Request (with Email Examples)
Before you hit that reply button, take a moment to carefully review the interview invitation. Companies use different interview styles, each with its own considerations:
In-person meetings — These classic interviews let you connect face-to-face and also offer you a preview of the office atmosphere.
Phone interviews — Often the first step, these calls test your ability to communicate clearly and show enthusiasm without relying on body language.
Video interviews — The new norm for many, especially with remote jobs. They blend the personal touch of face-to-face with the convenience of a phone call — but require some tech savvy.
No matter which format you're facing, zero in on these crucial details:
The exact job title you're interviewing forWho you'll be talking to (name and role)When and how long you'll be chattingWhere to go or how to log inWhat to bring or prepareWho to contact if you have questions
Prepare for your upcoming interview by learning how to confidently answer behavioral questions.
Now that you've analyzed the invitation, it's time to prepare your reply. The first thing is to act fast — reply within 24 hours to show you're eager and respectful of the interviewer's schedule. Let your excitement shine through by expressing genuine interest in the role and appreciation for the opportunity. At the same time, keep it professional. Maintain a polished tone and steer clear of slang or excessive exclamation points.
When drafting your interview acceptance email, include these essential elements:
Greeting — Begin with a professional salutation using the interviewer's name and title, such as "Dear Dr. Singh" or "Dear Ms. Johnson." When in doubt, lean toward formality — it's better to be slightly over-formal than too casual.
Confirmation of interview details — Restate the interview's date, time and format. For example, "I'm writing to confirm our interview on Tuesday, August 15, at 2:00 p.m. via Zoom." Don’t forget to specify the time zone, if applicable.
Gratitude and enthusiasm — Express your appreciation for the opportunity and excitement about the potential role. You might say, "Thank you for considering me for the marketing manager position. I look forward to discussing how my skills align with your team's needs."
Closing and signature — End your email professionally with a closing such as "Sincerely" or "Best regards," followed by your full name and contact information.
Here are three templates to guide you in composing your response, depending on how you received your job interview request:
Dear [interviewer's name],
Thank you for the opportunity to interview for the [position] role at [company name]. I'm writing to confirm our meeting on [date] at [time] at your office.
I'm excited to learn more about the position and how my experience in [relevant experience] can contribute to your team's success.
Please let me know if there's any additional information I should bring or prepare.
Best regards,
[Your name]
[Your contact information]
Dear [interviewer's name],
I appreciate your invitation to interview for the [position] role. I look forward to our phone conversation on [date] at [time].
Please confirm the best number at which to reach you. I'm eager to discuss how my background in [relevant experience] aligns with [company name]'s goals.
Thank you for your consideration.
Sincerely,
[Your name]
[Your contact information]
Dear [interviewer's name],
Thank you for inviting me to interview for the [position] role. I'm writing to confirm our video interview scheduled for [date] at [time] via [platform, e.g., Zoom].
I look forward to sharing more about my experience in [relevant experience] and learning how to contribute to [company name]'s innovative projects. I have a quiet space set up for our video call.
Please let me know if there are any specific technical requirements I should be aware of for the interview. In case of any connection issues during the call, may I have a phone number where I can reach you?
Best regards,
[your name]
[your contact details]
Before hitting send, review your email for the following:
Typos and grammatical errors — These can make you appear careless. Always proofread your email or ask a friend to review it.
Overly casual language — While warmth is good, maintain professionalism. Avoid slang, emojis or informal abbreviations.
Incomplete information — Double-check that you've addressed all the interviewer's questions and confirmed all necessary details.
After your interview, make sure to leave a lasting impression by following our tips on writing a great thank-you email.
With your polished acceptance email sent, you've already set yourself apart from the crowd. Now channel that same professionalism and excitement into preparing for your interview. Your meticulous approach has opened the door — now it’s time to step through it with confidence.
Learn more about how Robert Half can help you get to where you want to be, and upload your resume to see job matches.
