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  3. How to write an interview acceptance email. With examples!
How to write an interview acceptance email. With examples!

How to write an interview acceptance email. With examples!

Artwork by: Anja Schemeleva-Konovalenko

  • What to say in an email to accept an interview
  • Top tips for accepting an interview invite via email
  • Interview acceptance email examples
  • Key takeaways

First impressions are everything when you are applying for a job. Put your best foot forward right from the start by crafting an eye-catching interview acceptance email. We explore best practices for writing an interview acceptance email with customizable examples!

Making a stellar first impression is one of the most important things you can do as an applicant. It may surprise you to learn that setting up that great first impression can start even before an interview. It can start as early as accepting an interview, which is typically done via email. That’s why learning how to craft an interview acceptance email that stands out can improve your chances of landing the job.

In this article, we’ll discover exactly what to include in your email and we’ll see some examples of interview acceptance emails that you can customize and use for your own. Here’s what we will cover:

  • What to say in an email to accept an interview

  • Top tips for accepting an interview invite via email

  • Interview acceptance email examples

What to say in an email to accept an interview

One goal of creating a killer interview email response should be to appear eager and excited about the opportunity. Responding to an interview request promptly is one way to do just that. As a good rule of thumb, you should be prepared to accept an email request within 24 hours or as soon as you receive the request.

But what exactly do you say when accepting the interview? Here are four things you should include in the body of your email as well as some examples of what you can say.

1. Expressing gratitude

Begin your email by showing that you are grateful for the opportunity to interview. In this note, you should be specific and call the role by name. Here are some examples you can use.

Introduction
  • “Thank you for sending an invitation for an interview for the [Job Title] role.”

  • “I appreciate the interview invitation for the [Job Title] position.”

  • “I’m grateful for the opportunity to interview for the [Job Title] role.”


2. Confirm acceptance

To keep your email concise and to the point, you should then state whether you are accepting the interview invite. This is another area where you should be specific. Include the date and time of the interview and confirm all details in your response. Here are some examples.

Examples of acceptance confirmation
  • “I am pleased to confirm my availability for the interview on [Date] and [Time].”

  • “I appreciate the opportunity and am confirming my availability to interview on [Date] and [Time].”


3. Questions and logistics

Sometimes all the information you need may not be included in the original interview invite. In that case, you will need to address those questions in your interview acceptance email. Immediately after you’ve included your confirmation statement, include any questions you have.

Example of requesting more information
  • “I have a few questions about the process that I’d like to clear up.

- Could you please provide me with details regarding the location and format of the interview?

- Will there be any assessments I need to complete during or before the interview?

- Is there documentation or materials you would like me to bring with me to the interview?”

  • “Also, could you confirm the location of the interview?”

  • “I have enclosed a copy of my resume in this email, but would you prefer I bring a physical copy with me to the interview?”


4. Closing

The final section of your email will be your closing. When writing the closing, remember to be professional and express your excitement and gratitude for the opportunity yet again.

Examples of a closing
  • “Thanks once again for the opportunity to interview for the [Job Title] role at [Company Name]. I look forward to meeting you.”

  • “I am excited about the opportunity to interview for the [Job Title] role. I’m sure my skills align with what [Company Name] is looking for in this position.”


Top tips for accepting an interview invite via email

While the exact wording you use in your interview acceptance email may vary depending on the situation, some best practices should stay the same. When you are replying to emails, here are some of the things you should do every time you accept an interview via email:

  • Subject line. Your subject line should be specific. It should include your full name and include the purpose of the email. Remember to keep the subject line to the point.

  • Reply vs. reply all. Always select reply all when given the option so the hiring team can coordinate with one another before your interview.

  • Be personal but professional. Address your contact by name when writing the greeting section of your email.

  • Provide options. When asked for your availability or when the original interview date and time won’t work, try to provide some alternate dates and times that work for you.

  • Confirm interview venue. While accepting an interview via email, confirm what medium and location will be used for the interview. Online interviews will require a different approach than in-person interviews.

  • Add to calendar. Immediately after sending your interview acceptance email, add the date and time to your calendar.

Interview acceptance email examples

Sending a well-written interview acceptance email is key when you want to show your professionalism and enthusiasm for the role. Below, you’ll find a collection of templates you can customize or use as a template when crafting an email of your own.

Accepting the interview invite

Copyable Example

Subject: Confirmation of Interview for [Position Title] - [Your Name]

Dear [Hiring Manager’s Name],

Thank you for inviting me to interview for the [Job Title] position. I am excited to move forward with the process and am available to interview on [Date] at [Time].

I am looking forward to discussing my skills and relevant experience in greater detail. Please let me know if there are any specific documents or preparations I should make for the interview.

Thank you again for the opportunity. I look forward to meeting with you.

Best regards, [Your Name]

Requesting alternate time for interview

Copyable Example

Subject: Request for Alternate Interview Date/Time - [Full Name]

Dear [Hiring Manager’s Name],

I appreciate the invitation to interview for the [Job Title] position at [Company Name]. Unfortunately, I am not available on [Original Date]. However, I am available to interview on [alternate dates and times]. Please let me know which of these dates work best for you or if you have an alternate date and time in mind.

I’m excited about the opportunity to interview as I know my skills will be a great fit for the [Job Title] role. 

Thank you again for the wonderful opportunity. I look forward to hearing from you soon.

Best regards, [Your Name]

Declining the interview invite

Copyable Example

Subject: Interview Request - [Full Name]

Dear [Hiring Manager’s Name],

I want to express my sincere gratitude for the invitation to interview for the [Job Title] position at [Company Name]. Unfortunately, due to a change in circumstances, I am no longer able to proceed with the interview process at this time.

I appreciate the opportunity and consideration of my application. Thank you for your understanding, and I hope our paths meet again.

Best regards, [Your Name]

Now that you’ve accepted your interview invite, it’s time to prep. Our Interview Prep tool can help you with that process.

Key takeaways

  1. When sending an interview acceptance email, express gratitude and be professional throughout the body of your email.

  2. In your email, be sure to confirm the details of the interview and ask any questions you have.

  3. The way you structure your interview acceptance email can make you stand out from other applicants.

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