How to Reply to Job Interview Confirmation Email (Templates + Examples)

Congratulation on getting an email invitation for a job interview! 

But before you start celebrating, let me tell you a small secret, “your job interview have already started when you send your job application“.

Your prospective employer is already assessing you as a potential candidate during the pre-interview process. Thus, knowing how to respond to an interview invitation is just as important as the interview itself.

Recommendations: Email your employer and HR for your new job joining date

What is a Job Interview Confirmation?

A job interview confirmation is typically sent via email to respond to an interview invitation and let the interviewer know about your availability to attend the interview.

• Confirmation on a job interview will ensure your interview date and time is set and will not be taken by another candidate.
• Gives you the chance to check important details before the interview.
• Let you make a good impression on your potential employer by appearing professional with your email response.

Here we will guide you on how to reply to an interview invitation email request professionally, with examples you can use.

How to Write an Interview Confirmation Email Effectively

Sending an email reply for interview confirmation is important, even if you have spoken to the hiring manager or human resource representative on the phone.

Properly send an effective job interview conformation email can show you are appreciative of the opportunity to interview and is look forward to meeting them on the said date.

One thing for sure, writing a formal interview confirmation email should be free of typos and grammatical errors.

1. Write a clear interview confirmation email subject line

The subject line for an email reply to the interview invite should clearly state the purpose of the email. The reader should understand what the email is about before opening the email to see its content.

Your subject line should include information such as;

• The job title you are applying for.
• Your first name and last name.
• A short description of what the email is about.

If the interview invitation is sent to you by email, you can simply choose to click “reply all” and respond to the interview invitation.

Interview confirmation email reply subject line templates

• RE: [Original interview invitation subject line]
• Confirmation for interview: [Job Title], [Your First and Last Name]
• Confirm acceptance of the interview: [Job Title], [Your First and Last Name]

Interview confirmation email reply subject line examples

• RE: Interview invitation to John Smith for the position of Marketing Manager
• Confirmation for interview: Software Engineer, Cara Smith
• Confirm acceptance of the interview: Sales Representative, Robert Cordova

2. Start your email with a formal greeting

Start your email with a proper salutation and greet your recipient professionally.

If you’ve received the interview invitation by email, you will be able to know the name of the person contacting you.

When replying to an email, addressing the person by their name is often associated with a sign of respect.

Professional formal greetings

Generally, “Dear Mr./Ms.” followed by the recipient’s last name is the most appropriate way to greet someone professionally.

• Dear Mr./Ms. [Last Name],
• Hi Mr./Ms. [Last Name],
• Hello Mr./Ms. [Last Name],

3. Begin with your reason for sending the email

Begin your email by clearly stating why you are writing the email, and what is your purpose. Be clear with your message, and make it as short as possible.

Most recruiters, HR professionals, and employees of companies received hundreds of emails a day, often they will receive emails that are irrelevant.

Start your first paragraph with your reason for sending your email will let your reader know if they should spend time to read the rest of your email.

The first paragraph should be short and concise with less than 30 words.

Reason for sending the email template

• “Thank you for the opportunity. I am writing to confirm the interview held on [date and time] at [location where the interview will be held].”
• “Thank you for inviting me for the [Online or video interview]. I am writing to confirm the online interview held on [date and time] with [Software used for the online or video interview].”
• “Thank you for the opportunity, I will like to confirm the details of my upcoming phone interview for the [job title] position at [company].”
• “Thank you for your invitation to interview for the role of [job title]. I am writing to confirm the interview we have set for [Date], at [Time].”

Reason for sending the email example

• “Thank you for the opportunity. I am writing to confirm the interview held on Friday, February 28, at 09:30 a.m., at ABC Company.”
• “Thank you for inviting me for the online interview. I am writing to confirm the interview held on Thursday, June 8, at 10:30 a.m., with Zoom.”
• “Thank you for the opportunity, I will like to confirm the details of my upcoming phone interview for the Senior Analyst position at ABC Company.”
• “Thank you for your invitation to the interview for the role of Manufacturing Lead. I am writing to confirm the interview we have set for Monday, March 2, at 2:30 p.m.”

4. Restating the interview time and place

If you’ve not restated the interview time and date in your first paragraph, you can mention this information in the body of your email.

Restating the interview time and place in your reply to the interview invites can help you confirm that there are no changes to the previously proposed time and place. This prompts the hiring manager to cross-check their calendar and confirm that the information that they’ve provided is correct.

Restating the interview time and place prevents any kind of mismatch and prevents confusion before the day of the interview.

Restating interview time and place template

• “I will like to confirm the details for the interview appointment to be on [Time and Date] at [Location].”
• “May I just confirm the details for the online video interview appointment to be on [Time and Date] at [Location].”
• “Can I check that the phone interview will be held on [Time and Date].”

Restating interview time and place example

• “I will like to confirm the details for the interview appointment to be on Thursday, June 8, at 10:30 a.m., at ABC Building.”
• “May I just confirm the details for the online video interview appointment to be on Monday, February 15, at 11:30 a.m., with Zoom.”
• “Can I check that the phone interview will be held on Wednesday, October 25, at 3:30 p.m?”

5. Ask questions and confirm on what are the items you’ll need to bring for the interview

A confirmation email to an interview invite is the best opportunity for you to ask any reasonable questions that can help you to better prepare for the interview.

Questions you can ask when replying to an interview invitation include:

• Confirm the location of the interview, such as the floor and department.
• Parking protocol for the area if you are driving.
• The process required to enter the building.
• Contact the person on the day of your interview.
• Things you’ll need to bring for the interview.

Questions such as knowing what to bring for the interview are usually acceptable. Asking questions wisely shows that you are a potential candidate who is enthusiastic and well prepared for the interview.

How to ask what are the items to bring for the job interview?

• “As requested, I will be bringing several copies of my resume, as well as my list of 3 references for the interview. Please let me know if there is anything else I should bring.”
• “I will be bringing ten copies of my resume, my portfolio, a copy of my reference list, and a photo ID for the interview. Do let me know if I’ll need to bring anything else.”
• “I’ve prepared a few copies of my resume and my portfolio for the interview. Is there anything else that I should have on hand?”

What to bring to a job interview

• Resume. Bring at least five copies of your resume for your interview
• List of references. Keep a list of references that your potential employer may need if they’ve decided to further assess if you are the right candidate for the job.
• Stationary. You may not know when will you need to write down something, just bring a pen and paper so that you are prepared to jot down information when required.
• Portfolio. For some jobs, you may need to bring along your portfolio where you can present to your interviewers should what you’ve already accomplished.
• Directions to the interview. Get yourself prepared before the day of your interview. Know how to get to the venue so that you will not be late or miss your interview.
• Breath mints. If you are having a face-to-face interview, you may want to ensure that your breath is fresh, and breath mints can help.
• Water. Water can often help to calm you down before your interview. Just take small sips of water before entering the room, it can often help to calm your nerves.
• Bag or briefcase. Keep all your items in a professional-looking bag or briefcase so that you can easily find what you want during the interview.

6. Sign off professionally

Closing an email with a professional sign-off is the last opportunity for you to make a great impression on your reader.

Email closing for professional sign off

• Regards – Great closing for most emails, I use this as well
• Sincerely – Acceptable closing for most emails, especially for older folks.
• Best wishes – Sounds like a greeting card, but it works sometimes
• Best regards – More formal than just saying ‘Bes’, pretty useful.
• Warm regards – Gives a great vibe if it is sent to someone whom you don’t know.

Email closing for semi-professional sign off

• Cheers – Debatable, if you are talking to someone whom you know well, it might be ok.
• Best – Less formal than best regards.
• Thanks – Good ways of ending a less formal email if you are requesting something.
• Many thanks – Gratitude for thanking someone for a favor they’ve performed for you.
• Talk soon – A good way to end an email if you are meeting soon.

Email closing sign-off to avoid all cost

• Rdg or thx – Any form of a short form of a full word is considered bad in any formal emails.
• [Name] – With just your name as a sign-off, it can be seen as pretty rude.
• Send from my iPhone – No one needs to know what device you send your message from.
• iPhone. iTypo. iApologise – Are you kidding me?
• XOXO – Probably the worst closing, XOXO should never be used for any formal email.
• LOVE – This is a formal email, not a message to your honey.
• TTYS – All abbreviations are bad in any formal email. TTYS is the abbreviation of “Talk to you soon”.
• Ciao – You are a professional sending a professional email, not to a friend.
• Peace – You are a professional sending a professional email, not to a friend.
• [Emoji] – Never send an email with an emoji, unless you are writing to a kid

7. Sign off with your name and contact information

When you are replying or emailing your confirmation for the interview, it is recommended to include your email address and phone number as part of your signature, so that the company can contact you when required.

In addition, you may also want to include any contact information which the company may use to contact you. Such as; Skype name, Zoom ID, LinkedIn profile link, etc.

You want to make it easy for the recruitment team to contact you.

Job Interview Confirmation Email Templates

Confirming an interview appointment is a simple way to differentiate yourself from the rest of the candidates. Knowing how to reply to the interview invitation via email can help you better prepare for the upcoming interview.

Here are the steps to confirm an interview appointment by email

1. Write clear interview confirmation email subject line
2. Start your email with a formal greeting
3. Begin with your reason for sending the email
4. Restating the interview time and place
5. Ask questions and confirm on what are the items you’ll need to bring for the interview
6. Sign off professionally
7. Sign off with your name and contact information

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