6 Extremely Effective Skills for Writing Interview Invitation Emails

In the recruitment process, email serves as a highly efficient medium for communicating information to candidates. Even subsequent to reaching an agreement via phone, it is advisable to dispatch a confirmation email to mitigate the risk of information gaps during potential subsequent reviews.

This Aniday article is centered around elucidating the essential content that should be incorporated into recruitment-related emails, encompassing critical elements. Concurrently, illustrative examples are provided to facilitate a comprehensive understanding of the implementation process.

In the contemporary landscape of fierce competition within the realm of human resources, the examples I share will center on strategic employer branding. This approach distinguishes these emails from conventional correspondence, placing a distinct emphasis on how to allure candidates by meticulously crafting and effectively conveying a favorable corporate image. 

Information in the interview invitation, scores for the employer!

• Greetings.
• Introduce yourself.
• Brief company overview.
• Short description of the position and its alignment with others (why invite for an interview).
• Express your expectations.
• Leave your complete contact information.
• Example of an interview invitation.

Greetings

Similar to writing an email, the first step is to greet the recipient. Depending on the company's culture or preferences, you can use different greetings, such as: Xin chào (Hello), Hi, or Hello.

• Pro tip: After the greeting, copy and paste the candidate's name. This might seem insignificant, but in most cases, during the initial contact with candidates, very few businesses are actually willing to take this extra step.

Announce who you are and which company you represent.

Following the salutation, it is imperative to introduce yourself, specifying your affiliation with the company. Optionally, include your position. Provide a concise overview of the company.

Example: Clearly state the company's name, its corporate structure (subsidiary or branch), and its affiliation with an international entity. Outline the primary products or services offered by the company. Select details that convey a compelling message to potential candidates.

Briefly describe the open position and explain its relevance to other roles. State the reasons for inviting the candidate for an interview.

The typical approach to job descriptions often involves a simple announcement of the job title. However, you can innovate by using a descriptive sentence to enhance appeal and effectiveness in interview invitations.

• Pro Tip: Consider describing the position from various angles such as skills and qualifications. When reviewing candidate profiles, I often focus on these factors to make informed decisions.

For candidates with little to no practical experience, I use the job title to communicate specific roles or describe a group of individuals interested in a particular job. For experienced candidates within the industry, I seek those with similar traits and state that I'm looking for someone with comparable experience. If they possess unique skills, I explicitly mention that I'm seeking someone knowledgeable in that field. This not only creates a positive impression on candidates but also demonstrates attention and appreciation for their profiles from the company's perspective.

Announce your expectations

After introducing the position for which you are inviting them to interview, you can articulate your expectations. For instance, you may express your preference for them to contact you for further discussion or directly attend an interview. Here are some examples:

If you hope for a callback, please answer the call or...

As I am unable to reach you by phone, please provide a convenient time for further discussion.

If you hope for them to provide contact information...

Currently, in our recruitment process, our HR system allows candidates the option to hide their contact information, especially their phone numbers, making it challenging for businesses to easily access and make direct contact. We are eager to chat and provide details about the position you are interested in. However, due to the inability to contact you directly, we hope for an opportunity to interview to share more detailed information.

If you are interested and open to joining an interview, we invite you to share a convenient time for us to arrange a discussion. This will give you a chance to better understand us and the specific position.

• Pro Tip: To make the invitation more enticing, highlight some attractive aspects of the company. For example, if you're applying for a photography position, we have a dedicated photo studio and editing room. Or if this position has potential for future management, we are positioning it that way for development in the future.

After you've learned about our expectations, please explore the special perks and features of our company below:

[Employee Benefits]

• Each year, every employee is supported with $10,000 for tuition.
• We organize Happy Hour every week, fostering a positive work atmosphere.
• Pro Tip: To help you better understand us, we have attached information in the email introducing our company or our products. This will provide you with a comprehensive view of us before deciding to join the interview.

We hope you will review this information and be willing to participate in an interview with us. We look forward to hearing from you soon.

Leave your complete contact information.

This section is optional, and you may choose to include it based on your preference. If you have concerns about potential disturbances, a signature with your position is adequate. However, including your contact information facilitates easier communication for candidates who wish to reach out.

Examples of Interview Invitation

Dear Mr./ Ms. OO,

I am the representative of Miriam's Human Resources - a company specializing in OO products. We are expanding our team and are eager to connect with talents like yourself in the field of OO.

As we cannot reach you directly, I hope to have the opportunity to exchange more information about our job opportunities. If you have any questions, please feel free to contact me directly.

[Why Join Us]

• Explore the world of OO with diversity and innovation.
• Engage in challenging and meaningful projects, such as OOOO.
• Receive support and personal development in our professional OOOOOOO environment.

I look forward to the opportunity to chat and share more with you.

Best regards,

[Your Name]

Human Resources - Miriam

Hope this article from Aniday is helpful to you!