How to Respond to an Employer Interview Request (with example)

Recruiters and hiring managers often turn to email to request an interview you for a position. How you respond to that email can set you apart from other candidates. In this article, we offer step-by-step instructions on how to confirm an interview appointment by email along with helpful tips and examples to help you write your own.

How to respond to an interview request

To respond to an interview request, follow the steps below:

1. Start your email by thanking the hiring manager for their consideration.

2. If you’re interested in the position, provide your availability along with your phone number.

3. If you are not interested, respond politely with a short explanatory message.

4. Keep your tone professional and upbeat.

5. Avoid emojis, emoticons and slang.

6. Proofread your messages for typos before you hit send.

Here are a few email examples of how to respond to an interview request and follow-up questions:

Upload your resume on Indeed

Let employers find you when you create an Indeed Resume

How to respond when an employer requests an interview

In this case, you should send your response the same day. This shows enthusiasm for the role and respect for the employer’s time.

Begin your interview confirmation email with a note of thanks. If possible, agree to the employer’s suggested day and time. However, if you are currently working and your schedule is not flexible, most employers will accommodate your situation. Below is a sample email to consider if an employer contacts you requesting an interview:

 

Dear Ms. Wade,

Thank you for your consideration and the invitation to interview for the Social Media Manager role at XYZ Company. I am available this Wednesday at 1:30 pm, and I look forward to meeting with you to discuss this position in more detail.

Please let me know if I can provide any additional information prior to our meeting on Wednesday afternoon at your offices.

Sincerely,
Jaime Jones
Phone: (555) 555-1234

The response is short, clear and positive. It reinforces the date and location of the interview. There’s no need to include additional details—you’ll discuss the specifics during the interview.

How to respond if an employer asks you to call to schedule an interview

Another type of email you might receive from an employer is a request to call the employer’s offices to schedule an interview. Even though the employer wants you to call, you could also consider sending a brief confirmation email. Here’s an example:

 

Dear Ms. Wade,

Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will call you tomorrow afternoon to arrange for an interview.

I look forward to speaking with you. Please let me know if I can provide any additional information.

Sincerely,
Jaime Jones
Phone: (555) 555-1234

How to respond if an employer asks you follow-up questions

Finally, an employer might email you with follow-up questions. These questions are essentially a preliminary interview, so respond with professionalism and detail:

When asked company-related questions

Provide specific, detailed responses. Research company information (including corporate blogs and social media channels), and adapt the language you find there into your own words.

When asked about your pay or salary requirements

Employers ask this question because they want to know your expectations are aligned with what they can offer. You have a few options when answering this question. One is to delay talking about pay until you know more about the job. An example response could be: “I’m looking for a competitive offer that includes benefits and other kinds of compensation. I’d like to know more about the specifics of what this job requires first.”

Another option is to provide a range instead of one number. If you’re only interested in this job if it pays a specific amount, be honest. This can help you and the employer determine if this is a match early on. For more example responses to this question, visit How to Talk About Salary in a Job Interview.

When asked questions about your own career path

Align information from your resume with the job description to make natural connections. Be sure that your enthusiasm for the position and the industry is apparent.

When asked about skills you don’t have

Be truthful. Instead, discuss transferable skills, proof of adaptability, ability to acquire new skills quickly, and a willingness to learn. In today’s job market, it’s rare that candidates have all the listed qualifications, so don’t be intimidated or discouraged. Instead, provide examples that show you can learn and grow as an employee.

The following template provides sample opening and closing statements you can use when replying to an employer who asks follow-up questions in an email. This strategy can help move the process to the interview scheduling stage:

 

Dear Ms. Wade,

Thank you so much for considering me for the Social Media Manager role at XYZ Company. I’ve outlined responses to your questions below.

[INSERT YOUR SPECIFIC ANSWERS]

I appreciate the opportunity to provide this additional information, and I look forward to speaking with you and members of your team soon.

Sincerely,
Jaime Jones
Phone: (512) 555-1234

How to respond if an employer asks you to email to schedule an interview

Employers sometimes request that you email another individual to schedule an interview. This will likely be someone you have not contacted in the job application process. In this case, you must write two emails: a reply to the employer’s email and another to the person arranging the interview. Again, it’s important to respond promptly to the employer and remain brief in your reply. In the second email, you’ll need to provide context for the reason you’re writing. Here are two templates to help you navigate both situations:

To the employer

 

Dear Ms. Wade,

Thank you for considering me for the Social Media Manager role at XYZ Company. Per your request, I will email Kate Duran to arrange for an interview. I look forward to speaking with you and additional members of your team.

Please let me know if I can provide any further information in the meantime.

Sincerely,
Jaime Jones
Phone: (555) 555-1234

To the person arranging the interview

 

Dear Ms. Duran,

I received an email today from Elaine Wade requesting that I contact you to schedule an interview for the Social Media Manager role at XYZ Company. At your convenience, please let me know when you have openings in your schedule.

I am excited to learn more about the opportunities at XYZ Company and look forward to discussing the role in greater detail.

Sincerely,
Jaime Jones
Phone: (555) 555-1234

If your schedule isn’t flexible, let this second email recipient know. You can add a few more sentences in the first paragraph that explain your circumstances. For example:

 

At your convenience, please let me know if you have openings in your schedule. Though I currently work standard business hours, I am available for interviews during lunch hours, before 9 a.m. and after 5 p.m. Is it possible to schedule an interview during these times? If not, please let me know so that I can arrange time off for the interview.

Responding to an interview request is the beginning of your communication. Set a great tone in that first response, and you may improve your chances of moving forward in the hiring process. Once you secure a first-stage or phone interview, you should be prepared to answer common interview questions and discuss your salary expectations. If you’re unsure about what salary is appropriate to ask for the position, visit Indeed's Salary Calculator to get a free, personalized pay range based on your location, industry and experience.