How to write an interview scheduling email

Erik Fiala
Erik Fiala
Founder, CEO at Source
Feb 24, 2023
9 min read
Two women talking while sitting at a table

In today's fast-paced world, scheduling an interview has become easier thanks to emails. But, what makes a scheduling email effective? How can you ensure that the recipient responds positively to your email and agrees to an interview? In this comprehensive guide, we will explore how to write an interview scheduling email that will increase your chances of securing the interview.

Table of contents

  1. What to include in an interview schedule email
  2. Interview schedule email template
  3. Conclusion
  4. FAQ

What to include in an interview schedule email

Start with a clear and engaging subject line

The subject line of your email is the first thing that the recipient will see. It should be clear, concise, and engaging. Make sure it accurately reflects the purpose of the email and entices the recipient to open it. Avoid generic subject lines like "Interview Request" or "Job Application," as they may not stand out in the recipient's inbox. Instead, use something like "Interview Request for the Marketing Manager Position" or "Application for the Sales Associate Role."

Address the recipient appropriately

The opening of your email should be professional and respectful. Address the recipient using their formal name and title, such as "Dear Mr. Smith" or "Dear Dr. Jones." If you are unsure of the recipient's gender, use their full name, such as "Dear Jordan Smith." Avoid using casual greetings like "Hi" or "Hey" as they can come across as unprofessional.

Introduce yourself and your purpose

After greeting the recipient, introduce yourself and explain the purpose of the email. Provide a brief background of who you are and why you are interested in the position. State the position you are applying for and how you learned about the opportunity. This helps the recipient understand the context of your email and increases the chances of them responding positively.

Offer some details about the interview

In the body of your email, provide some details about the interview, such as the date, time, and location. Be clear and specific about these details, and double-check to ensure that they are accurate. If you have any special requests or requirements, such as accessibility needs, mention them here as well.

Suggest alternative dates and times

In case the recipient is unable to attend the interview at the proposed date and time, suggest some alternative options. This shows that you are flexible and willing to work with the recipient's schedule. Be sure to suggest dates and times that are within the same timeframe as the original proposal.

Request confirmation

Towards the end of your email, request confirmation from the recipient that they have received the email and that they will attend the interview. This creates a sense of accountability and ensures that both parties are on the same page. Provide your contact information, including your phone number and email address, in case the recipient needs to get in touch with you.

End on a positive note

Finally, end your email on a positive note. Thank the recipient for their time and consideration, and express your excitement about the opportunity. Sign off using a professional closing, such as "Sincerely" or "Best regards." Do not forget to include your name, job title, and contact information at the end of the email.

Interview schedule email template

Subject: Interview request for Marketing Manager position

Dear [Candidate's Name],

We would like to invite you to an interview for the Marketing Manager position at our company, [Company Name]. Based on your application, we believe you would be a great fit for the role and we are excited to learn more about your qualifications.

We would like to schedule the interview for [Date] at [Time] at our office located at [Address]. Please let us know if this date and time work for you. If not, we are happy to coordinate an alternative that works for your schedule.

During the interview, you will have the opportunity to meet with our Marketing team and learn more about our company culture, as well as discuss your experience and qualifications. The interview is expected to last approximately [Time] hours.

Please let us know if you require any accommodations or have any additional questions or concerns. We are happy to assist you in any way we can.

We look forward to hearing back from you and hopefully meeting you in person soon.

Best regards,

[Your Name]
[Company Name]


In conclusion, writing a well-crafted interview scheduling email is crucial to the success of the hiring process. A clear, concise, and professional email can help you make a positive first impression on the candidate and ensure that the interview is scheduled in a timely and efficient manner. By including all the necessary details in the email, such as the date, time, and location of the interview, you can help the candidate prepare and feel confident going into the interview.

Remember to be polite, professional, and accommodating throughout the scheduling process. Offer alternative dates and times if the candidate is not available at the suggested time, and be clear about your availability constraints. By showing flexibility and understanding, you can help create a positive experience for the candidate and set the tone for a successful interview process.

Overall, writing an effective interview scheduling email requires attention to detail, clear communication, and a focus on providing a positive candidate experience. By following the tips and guidelines outlined in this article, you can create a well-crafted email that helps you schedule interviews efficiently and effectively.


  1. What should be the ideal subject line for an interview scheduling email?

The subject line of your interview scheduling email should be clear, concise, and relevant. It should mention the purpose of the email, such as "Interview Scheduling Request" or "Interview Availability". Including the job title and candidate name in the subject line can also help ensure that the email is not overlooked.

  1. How far in advance should I schedule an interview?

It's important to schedule the interview at a time that is convenient for both the candidate and the interviewer. Generally, it's a good idea to schedule the interview at least a week in advance, allowing the candidate enough time to prepare. However, depending on the urgency of the position, it may be necessary to schedule the interview sooner.

  1. How should I address the candidate in the email?

It's important to address the candidate formally in the email. Use their full name and title (if applicable). Avoid using informal language or nicknames.

  1. What should I include in the body of the email?

The body of the email should include the date, time, and location of the interview, as well as any instructions or additional details (such as what to bring or who to ask for upon arrival). It's also a good idea to include a brief overview of the interview process and what the candidate can expect.

  1. What if the candidate is not available at the suggested interview time?

If the candidate is not available at the suggested interview time, offer them alternative dates and times that work for you. Be flexible and accommodating, but also be clear about your availability constraints.

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