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How to Smartly Accept Emailed Interview Invitations?

Have you been on the job hunt for some time?

Finally, open your inbox to an email inviting you for an interview?

Wonderful! You have not landed the job quite yet, but getting an interview is a success in itself. With so much competition these days, people often find themselves applying for several positions with not even so much as a rejection email.

But, have you ever wondered How to Smartly Accept Emailed Interview Invitations?

If so, let’s take an in-depth look at the subject, starting with…

Check your email…

Usually, you will receive an interview invitation by email. Employers can also contact you via LinkedIn if they like the look of your profile. It is unlikely to receive a phone call offering you an interview these days, as most people communicate via email.

However, you should always put your number on your resume and application form. But do not use your work phone number, as this could result in an awkward situation.

Make a dedicated email address…

The same thing goes for your email regarding the application. If possible, it could be a good idea to create an email address for job applications only. There are several reasons why you should not use your work email address; one of them is that some companies monitor staff emails to ensure security.

Also, some emails may bounce back if it’s from an unfamiliar source, and you don’t want that happening and miss out on a great opportunity!

The application process may vary. If you applied on the company website, check for updates. Often you will be issued with a login directly to the website to monitor the staff portal. If you use a job website that states you will be contacted via email, always check your inbox and remember, also check your junk folder, things sometimes end up in there from unfamiliar sources.

how to smartly accept emailed interview invitations

Typical Job Interview Invitation Information

Job Interview Location

Due to the world we live in today, it is not uncommon for companies to conduct job interviews online. If your interview takes place online, it may be virtual through Zoom/Skype. There are benefits to both in-person and online interviews. Interviewing a potential candidate in person allows the hiring manager to view the person’s character.

Type of Interview

There are many different types of interview possibilities, whether it be online or via telephone. Some candidates may prefer video meetings, and that’s completely normal. This allows you to be in the comfort of your own home. It also means you can have notes by your side to guide you throughout the process.

If your interview is in person, there are benefits too, including meeting other employees and checking out the work environment and atmosphere.

how to smartly accept emailed interview invitation

The Person Conducting The Interview

The hiring manager will probably include their name on the invitation email. However, if your interviewer is another member of staff, they should mention the person’s name. If you like, you can check out your hiring manager on LinkedIn or via Google.

Availability

Most companies will offer a few date and time options, allowing you to pick one that best matches your schedule. If the hiring manager gives you a time and date that suits you, the best option is to agree with that time.

If you are unavailable during the time slot they offered, get back to them with three other dates and times you are free. Companies usually understand that you may have other work commitments, so they are often accommodating.

Other Information

The email may also provide information such as a URL link to the interview. If you are required to be there in person, they may provide driving and parking instructions. If they don’t, you can ask them, or you can easily research this online yourself.

If the email they sent missed any information you feel you need to know, you can send some follow-up questions.

Tip to Reply

Here is the exciting part! It is time to reply and confirm your availability for the interview. Accepting the interview could be the beginning of your new exciting career! So make sure you respond professionally.

You should check for spelling or grammar errors. You can avoid this by reviewing your email response in Grammarly, a free online tool to check for grammar errors.

What to include…

Your email should show interest in the position. If you can respond to the invitation as soon as you receive it, that’s great! Employers will appreciate the quick response, and both of you can add it to your diary. If the hiring manager included other employees in the email, make sure to use the reply-all option. Making minor errors will look as if you haven’t read the email properly.

Thank them for the interview invitation. It would help if you also sounded enthusiastic about the interview. You can include that you are looking forward to seeing the manager and discussing the opportunity further.

Confirm the interview type if the interview will occur online by video on a site such as Zoom or Skype.

Confirm the details…

You may receive an invite to an interview at a specific time and date. If what the company offers works for you, agreeing to their date and time is usually the best tactic. If you are currently working from home, there is generally more flexibility with your schedule.

However, if you are office-based and they have offered a time that does not suit, make sure to provide at least three other possible dates and times for them to work around. Doing so means you are offering them the flexibility to choose but on your schedule. They may provide you with more than one date and time for the interview. In this case, you can pick the one that works best for you.

how to smartly accept the emailed interview invitation

Use a laptop…

If you can, use your computer rather than your smartphone or tablet computer. It looks more professional sitting in front of a laptop rather than holding your iPad unsteadily or distracted with phone notifications! Don’t use any of your current work equipment or WiFi.

It is also better to avoid doing your interview in your everyday work environment. If you work in an office, schedule your interview for when you can be at home instead. Doing this also avoids any awkward run-ins with other staff or potential work-related interruptions!

Take work examples…

If the interview is in person, inquire as to whether you should bring anything extra with you. Job hopefuls who provide work examples stand out. Even if they don’t specifically ask for anything in particular, it is a good idea to come with something just in case.

Don’t take anything you are currently working on that could put you in a difficult situation with your current employer. It also looks better if you provide examples of work you have completed because it’s an excellent opportunity to talk about your achievements!

You can include contact details and LinkedIn Profile URL. But remember, do not include your work phone number or email address.

Sample Interview Acceptance Email

Sometimes the employer provides all the information in the email, which is excellent. If everything is there, you need to send a simple acceptance email. If there is some information missing or you need to change the time of your interview, you can inform the manager. You will need to make tweaks to your email slightly.

Example 1 – Simple Acceptance Email

To: John Smith

Subject: Communications Manager, 04/06 11 am

Dear Mr. Smith

Thank You very much for the invitation to interview for the communications manager position. I am incredibly interested in learning more about this opportunity, and I look forward to speaking with you soon!

I understand our interview will take place via Zoom. The 11:00 am slot would suit me best if it is still available. Is it possible to give me a rough estimate of how long the interview will last and if you would like me to present anything?

If you require any additional information about me, please do not hesitate to ask.

Best regards,

[your full name] [phone number].

[your LinkedIn profile]

If some information like time and date isn’t specified or you cannot make the interview time proposed by them, you can add something like this:

I am available to interview on Mondays, Tuesdays, and Thursdays between 10:00 am and 1:00 pm. Would you mind letting me know when you are available and if any of these times suit you?

Example 2 – Agreeing a Date and Time

To: John Smith

Subject: Administrative assistant, 02/13 9 am

Dear Mr. Smith

I want to confirm that I am available to interview for the administrative assistant position on the 2nd of February at 9:00 am. As you previously stated, the meeting will take place over Zoom.

I am interested in learning more about this opportunity and look forward to meeting with you.

If you require any extra information about me, please let me know.

Best regards,

[your full name] [phone number]

Example 3 – Requesting a Different Date and Time

To: John Smith

Subject: HR Assistant Interview

Dear Mr. Smith

Thank you so much for contacting me regarding the HR assistant position. I am eager to interview for this position. However, I am unavailable on Mondays.

However, I am available on Tuesdays, Wednesdays, and Thursdays between 10:00 am and 2:00 pm. Is it possible to reschedule for one of these days?

Sorry for any inconvenience caused, and I look forward to hearing from you soon.

Best regards,

[your full name] [phone number]

Prepare for Your Interview

Once the details are confirmed, it is now time to think about your interview. Don’t be nervous! You’ve made it this far. Your employer is impressed with your resume and wants to meet face-to-face. So, here’s what’s important…

Dress Appropriately

Whether your interview is conducted virtually or in person, it is wise to dress smartly. Just as you would going into any work environment, studies show that dressing well while working from home positively influences mood and productivity.

Technology

If your interview is via zoom or another online platform, ensure you have the correct software installed. It is essential to update your laptop before the interview and check that the software works. Before your interview, please give it a test run.

how to smartly accept an emailed interview invitation

Research the Company

It would be best if you did some research on the company before your interview. They may ask interview questions related to the company. For example, if you apply for a job at Apple. They may ask you about your favorite Apple products. You will stand out if you keep yourself updated on the products they sell or any recent achievements regarding the company.

Interview Questions

With information technology at our fingertips, you can find almost anything you need searching the web. You can find so many links to generic interview questions online. Another great tool to use is Youtube. You can often find former employees’ experiences and give you insight into a business.

Going for Your Dream Job?

Then you might also want to take a look at my article on the best Hobbies Interests to Put on Resumes.

But we have more than just the best resources for writing a great resume! We can also assist with the application processes of various American companies. We have everything from Popeyes Chicken Application to Cintas Application to the ABF Freight System Application process. Simply type your desired employer into the search box; you’ll probably find we have it!

Regardless of who you’re applying with, it’s always best to begin preparing yourself right now for the potential questions that come up in almost any interview. So, check out our comprehensive guides on discussing Strengths and Weaknesses for Job Interviews, Answering Tell Me About Yourself in Interview, or the best responses to Why Do You Want to Work Here? Or, how about how to answer that dreaded, Why We Should Hire You in 2022!

Plus, here are some excellent resources for fantastic interview advice if you’re just starting out in the job market such as Answering Tough Interview Questions For Dummies or How to Create Positive Impressions.

Back to today’s topic…

Final Thoughts

Perhaps you have received multiple interview opportunities. Congratulations! If you decide to accept a job offer from another company and it’s right for you, fantastic. The smart thing to do is always attend the interview even if you are not 100% sure about the job.

Not only does it give you experience, but it also gives you a chance to speak with other staff members in the field. Writing a professional email response sets a great first impression.

The very best of luck with your future interviews.

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About Carmen Smith

Carmen grew up in San Diago but now lives in Boston. She loves traveling, experiencing other cultures, and basically exploring the world, be country at a time.

Her other passion is helping people find the perfect career. We spend 33% of our working lives at work, so it's ridiculous that many people do jobs that they do not enjoy. Carmen wants to change this and thinks that anyone who isn't happy in their employment should keep looking until they find something that they really enjoy. 

She firmly believes that "Everyone's perfect job is out there; it's just a case of continually looking until you find it."

Carmen lives with her husband Johnny, a keen birder who also loves to travel. He finds birds while Carmen makes plans for where they will be eating next...

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