Interview Confirmation Email: Samples And Tips

Landing an interview can be exciting, but with all that excitement, it’s important to confirm over email that you will be at the interview. A well-written interview confirmation email is a great first step to demonstrating your professional communication skills in action and increasing your chances of landing the job.

Whether you are doing a phone, zoom, or in-person interview, we’ll go over when to send interview confirmation email, how to respond to an interview confirmation email, as well as interview confirmation email samples.

Key Takeaways:

• Interview confirmation emails should be sent within 24 hours of receiving notification.

• Be professional and make sure to proofread your email before you send it.

• Include contact information in your confirmation email to avoid any miscommunication.

What is an interview confirmation email?

An interview confirmation email is an email you send to the hiring manager or recruiter to confirm that you will be attending the interview they invited you to.

It’s the best way to keep track of important details (e.g. who will be conducting the email and where the office is located), demonstrate professionalism, and show your interest and enthusiasm for a position. Even if you were initially contacted by phone, an email ensures that both you and the hiring manager are on the same page for the interview.

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When do you send the interview confirmation email?

You should send an interview confirmation email within 24 hours of receiving notice.

First off, if you have already received a confirmation email from a hiring manager, or if you were told one was on the way, there’s no need to send an email yourself. Just review the details, and send a short, simple acknowledgment and “thank you for your consideration.”

Otherwise, timeliness is crucial. The hiring manager is likely busy and organizing multiple interviews with job candidates, so respect their time by responding within a business day.

Once you’ve written the email, it’s time to take the next steps of preparing for your interview.

How to write an interview confirmation email

You should start with a brief subject line and the reason you are emailing. Next, you should confirm the details of the interview. Below is a more detailed list of how to write an interview confirmation email:

1. A brief, informative subject line. Use the subject line of your email to remind your potential employer of your name and the position you’re applying for. Something like:

   Subject: [Your Name] – [Job Title] Interview Confirmation
   or
   Subject: Interview Confirmation [Job Title] – [Your Name]

2. The reason you’re emailing. Start by telling the recipient that you’re writing to confirm your interview.

3. Confirmation of details. Make sure you know exactly when and where you should be for your interview. If those details haven’t been decided on or aren’t clear, now’s the time to get everything sorted out. You can also ask about the interviewer’s background or the format of the interview.

4. A thank-you. Hiring managers and recruiters appreciate basic manners as much as anyone else. Thank the recipient for the opportunity to interview — not many people make it to this stage, after all.

5. Ask what to bring (optional). If you’d really like to be prepared for your interview, preemptively ask if there are any materials you might need to bring.

   Some companies like to see things like a portfolio of your work, your social security card, or other miscellaneous documentation you wouldn’t automatically think to bring to an interview.

6. Your contact information. Along with your signature, include your phone number so you can be easily reached with any responses or concerns before the interview. They already have your email address, but feel free to include any other contact information you see appropriate.

7. Restate interest (optional). If you’d like, you can reinstate your interest by briefly reminding them why you are a great candidate for the position.

Interview confirmation email examples

Below are some interview confirmation email examples for different scenarios you may face:

1. General interview confirmation email

   Subject: Kaitlin Morris – Software Developer Interview Confirmation

   Dear Mr. Jones,

   Thank you for the opportunity to interview for the software developer position at Communion Bank. I am looking forward to my interview with Patrice Nelson at the Newark branch of Communion Bank on Friday, December 12th at 3 PM. I will bring my portfolio and two forms of ID as requested.

   Please let me know if there is any additional information I can provide you with before the interview. Feel free to reach out with any additional details or concerns.

   Sincerely,

   Kaitlin Morris
   (555)-217-6528

2. Confirming interview with availability options email example

   Subject: Ashton White – Social Media Coordinator Interview Confirmation

   Dear Ms. Grandbois,

   Thank you for your call earlier today. I appreciate being considered for the Social Media Coordinator position at Olson-Emmerich. I’m excited to meet with you at the Olson-Emmerich headquarters downtown.

   I am available for an interview any time this week after 5:30 PM. I am also available Mondays and Wednesdays between 12:00 and 3:00 PM. I am flexible in being available at any time that works best for you, but here are some specific times that work best for me if it is helpful:

   Tuesday, June 12th at 6:00 PM

   Wednesday, June 13th at 1:00 PM

   Friday, June 15th at 6:00 PM

   Please reach out at any time to confirm these details, or if you have any questions or concerns. Thank you again for this opportunity.

   Sincerely,

   Ashton White
   (556)-218-6529

3. Confirming interview with question email example

   Subject: Executive Director Interview Confirmation – Anna Gonzales

   Dear Ms. Samuels,

   Thank you for considering me for the position of Executive Director at Ulia. I look forward to meeting Jane Hunkins on August 9th at Ulia’s office location, as scheduled by you.

   I had a quick question about the interview time we discussed during our phone call. When you get a chance, could you confirm whether this interview will take place at 8 AM on August 9th, or at 8 PM that day? I appreciate the clarification.

   Please let me know if there is any additional information I can provide you with before the interview. Feel free to reach out with any additional details or concerns.

   Best Regards,

   Anna Gonzales
   (566)-231-6328

4. Confirming interview and reinstating interest email example

   Subject: Marketing Assistant Interview Confirmation – Joseph Burns

   Dear Mr. Hankinson,

   It was great speaking with you today. Thank you for considering me for the Marketing Assistant position at Becker Inc. I’m looking forward to our meeting tomorrow at 5 PM at Becker Inc’s San Francisco office.

   I’m excited to bring my demonstrated marketing skill and creative solutions to the Becker Inc team. I have years of experience in establishing digital marketing strategies and strategic planning through data analysis. I believe my experience and work ethic is a great fit for this position.

   Please let me know if there is any additional information I can provide you with before the interview. Feel free to reach out with any additional details or concerns.

   Sincerely,

   Joseph Burns
   (515)-937-1528

5. Confirming video-interview email example

   Subject: Digital Content Designer Interview Confirmation – Amelia Abrams

   Dear Mr. Fitzpatrick,

   Thank you for the opportunity to interview for the Digital Content Designer position at Kohler PLC. I am looking forward to my video interview with Clarissa Starr on Zoom, Thursday, February 3rd at 2 PM EST.

   Please let me know if there is any additional information I can provide you with before the interview. Feel free to reach out with any additional details or concerns.

   Sincerely,

   Amelia Abrams
   (452)-319-6528

6. Confirming phone interview email example

   Subject: Sales Associate Phone Interview Confirmation – Conrad Johnson

   Dear Mr. Fisher,

   Thank you for considering my application for the Sales Associate position at XYZ Company. I am excited about the opportunity to speak with you and discuss how my skills and experiences align with the requirements of the position.

   I confirm my availability for the phone interview scheduled on July 22 at 10 AM EST. I will ensure that I am in a quiet and distraction-free environment for the duration of the call. Additionally, I will be using a reliable phone with a proper connection and a full charge.

   Please let me know if there are any specific topics or documents you would like me to prepare in advance to make the interview process smoother. Thank you again for the opportunity, I look forward to our conversation.

   Best regards,
   Conrad Johnson
   (123-456-7890)

Confirming interview email template

Below is a interview confirmation email template to help you write your own email. Remember to tailor the email to fit your specific needs:

Tips for writing an interview confirmation email

Be sure your email is professional and you don’t include funky fonts or text speak in your email and proofread before sending it. Here are some more tips to keep in mind when writing your interview confirmation email:

• Write professionally. Don’t include funky fonts, gifs, emoticons, or text speak in your email. Make sure your voice is in line with the company culture. Some consider exclamation marks unprofessional while others see them as a friendly modifier, so only use them if they have been used in communication with you before.

• Proofread. Make sure there aren’t any spelling or grammar errors. If you are reusing a template you wrote, be sure you included the correct names and details. Any email you send during the hiring process reflects on your communication skills, so don’t lose points on a silly typo.

• Show gratitude. Be sure to include a thank you at some point in your email to show that you’re polite and courteous– traits that people are eager to work with.

• Email yourself a copy. It’s easier to keep your job search organized when all your email correspondence is in one place. Copy yourself on the message using Bcc, and then flag the email chain. That way, the interview details will be easily accessible in your inbox.

• Keep it short. This email should ideally be 1-2 paragraphs and totally fluff-free. There’s no real reason to do anything beyond confirming the details.

  The hiring manager liked your application materials enough to invite you for an interview — the next time you’ll be judged is at the interview itself, so don’t go overboard with your confirmation email.

Interview confirmation email FAQ

1. Is it okay to confirm an email?

   Yes, it is always a good idea to confirm a job interview. It makes you appear professional and gives you the opportunity to confirm any information you might be missing.

2. How do you say thank you professionally in an email?

   To say thank you professionally in an email, make sure to use language that matches the tone of the company you are speaking to.

   Examples of ways to say thank you professionally are:

   • “I am so very thankful for your time.”

   • “Thank you for connecting with me.”

   • “I appreciate the information you shared.”

3. How do you confirm an interview invitation?

   Confirm an interview invitation by clearly restating the details of the interview. For example, you could say: “Thank you for your invitation to interview with [company name]” and “Yes, I am available for an interview [insert date available]”.

4. Should you write an interview confirmation email?

   Yes, you should write an interview confirmation email. This email should be sent within 24 hours to confirm the details of the interview. It’s also a great way to keep track of important details such as where the interview is located and if you need to bring any specific documents.

References

1. Illinois State Bar Association- E-mail Etiquette

Author

Lilly Chesser

Lilia Chesser is a professional copywriter and content writer based in Columbus, Ohio. She graduated from Denison University with a BA in communications.