How to write an interview acceptance email. With examples!

The job search process can often be fraught with missteps and stress, but it doesn’t have to be. One thing that can help is making a great first impression, and that starts from the time you first accept the interview invitation. 

Since this is typically done by email these days, it’s important to know how to write an interview acceptance email that stands out—in a good way—and even increases your chances of landing the job. 

Sound like a tall order? No worries, we’ve got all of the details that will help you do just that.

Start with a great subject line

Chances are, the first thing the hiring manager will see when they receive your interview acceptance email is the subject line, so you want to start strong with this. Make sure that your subject line is clear and concise; don’t make them wonder what your response will be in the body of the email. 

To accomplish this goal, you should include several key elements within the subject line, including your name, the job title, and the date and time of your interview (if you don’t need to adjust it). 

Some good examples of an effective and informative email subject line are:

• Interview Confirmation for Sales Director – Martha Jones

• Confirming Data Scientist Interview: Janet Lane on Wednesday, August 2

• Social Media Manager Interview – Confirming Attendance for Jared Anderson

• Interview Confirmation – Patty Drews – May 21 at 1:00pm

When writing the subject line for an interview acceptance email, remember to be specific and professional. Of course, you’ll include words like “confirming” and “interview,” but don’t make that the entire subject line. 

Hiring managers get hundreds of emails every day, and might not remember your name right away, so you need to make it clear that your email is not spam. 

How to write an interview acceptance email

When accepting an interview invitation, it’s important that you convey your excitement about the opportunity. The best way to do that is to respond right away, ideally within 24 hours of receiving the invite.

But what exactly should you say in your response? Since “yay!” isn’t terribly appropriate (although probably accurate), how should you word the email to convey your acceptance in more professional language? 

Let’s look at the four key steps to write a fitting interview acceptance email:

1. Start by expressing gratitude

Open your acceptance email by letting the reader know that you appreciate the opportunity to interview for the position. Once you’ve greeted the hiring manager by name (i.e., Dear Ms. Jones”), be specific, grateful, and mention the job title early. 

2. Confirm acceptance

Don’t leave the reader hanging—let them know if you’re accepting the interview invitation or not. Again, be specific (are you sensing a theme here?). When saying yay or nay, include the date and time of the interview, and confirm the details in your email response.

3. Ask questions

If you’re still unclear about any details of the interview, don’t make any assumptions. It’s okay to ask for more information. Address any questions you might have after you’ve confirmed the interview details you already know.

4. Close the email

Just like a good cover letter, your interview acceptance email should have a strong closing section. When writing the closing, keep it professional and reiterate your enthusiasm and gratitude for the opportunity.

Tips for accepting an interview invitation via email

Of course, every situation is different, and the exact wording you choose will vary depending on the company, the position, and even the tone of the interview invitation. 

However, a few things will stay the same no matter the circumstances. Think of these tips as your best practice guidelines for accepting an interview invitation via email.

1. Read the interview invitation thoroughly

Yes, you’re excited, and that's okay! But make sure to read over the entire invitation slowly and carefully, making note of the interview date, time, and any other important information. This way, when you craft your response, you won’t ask questions about anything that was already addressed.

2. Use a specific subject line

As discussed above, your subject line should include your full name and the purpose of the email. Remember to keep the subject line concise and direct. When in doubt, simply reply to the original email to maintain consistency and ensure that the recipient recognizes it.

3. Hit “reply all”

Selecting “reply all” isn’t always a good idea, but it is when responding to an interview invitation. Since more than one person may need to be looped in on interview scheduling, always opt to “reply all” when you have the option so that the hiring team can coordinate with one another before your interview.

4. Greet the recipient by name

When writing your interview acceptance email, be sure to use the name of the person who extended the invitation and a professional-sounding salutation, such as “Dear [Name],” or “Hello [Name].” Use only the recipient’s first name if they used it to sign their email; otherwise, go with the honorific, such as “Ms.” or “Mr.” (or another title they’ve used, such as “Mx.”).

5. Be enthusiastic yet professional

Remember, you’re not accepting an invitation to have brunch with a friend. Keep the tone professional, but friendly and upbeat. Don’t add any information that isn’t relevant, or disclose personal details beyond what is necessary to schedule the interview.

6. Provide multiple options

If the date and time you’re offered absolutely doesn’t work for you, or if you’re asked when you are available, make sure to offer some viable options. If you can, provide a few alternatives. Not only is it polite, but it increases your chances of the hiring manager being available.

7. Confirm the interview venue

When accepting an interview via email, make sure to confirm the interview location. You don’t want to assume the interview will be online if they’re expecting you to come into their office. This will also give you time to prepare, as online interviews require a different approach than in-person interviews.

8. Use a professional closing

Sign off with a more formal closing, such as “Sincerely,” “Thank you,” or “Best regards.” This keeps the tone of your interview acceptance email professional but friendly.

9. Proofread your email

Don’t risk embarrassment by having misspellings or typos in your emails! Run it through a spellchecker at the very least, but then also read it over yourself, as spellcheckers don’t always catch everything. Any typos, including spelling the recipient’s name incorrectly, will look sloppy and unprofessional.

10. Add the interview to your calendar

Immediately after sending your interview acceptance email, add the interview date and time to your calendar. Don’t think, “Oh, I’ll remember,” or “I’ll do it later,” and risk forgetting all about it! Stay organized, and start preparing any materials you might need for the interview; don’t wait until the last minute.

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. But sometimes, it’s hard to know where to start. Below, you’ll find a collection of templates that you can customize to your individual situation.

Accepting the interview invitation

Requesting an alternative interview time

Declining the interview invitation

What to avoid when sending an interview acceptance email

Now that you know how to write an interview acceptance email, it’s important to review what you shouldn’t do. If you follow the tips above, or use one of our templates, you’re sure to do well.

However, you should also make sure to avoid the following missteps:

• Being overly personal. Avoid using slang, abbreviations like “LOL,” or emojis in your email. Being friendly is fine, just don’t be too casual.

• Sending the email without proofreading. Typos will make it look like you aren’t taking the opportunity seriously, or lack attention to detail.

• Waiting too long to respond. Respect the interviewer’s time. Even if you have to decline, don’t “ghost” them and potentially burn any professional bridges.

• Restating your qualifications in the email. They already have your resume and think you’re qualified, so you don’t have to tell them again.

• Responding to the email without reading it. Make sure that you’re clear on the details before confirming the interview.

• Calling instead of emailing. If the interview invitation was offered via email, respond the same way. Not only is it polite, but they may need the confirmation in writing for their scheduling and organization process.

Need some help with interview preparation? We’ve got you covered! Career.io’s Interview Prep service provides expert feedback and personal guidance to help you ace your next interview.

Key takeaways:

1. The most important thing to remember when navigating how to write an interview acceptance email is to express gratitude and enthusiasm for the opportunity, while remaining professional.

2. Make sure to confirm the details of the interview, and don’t be afraid to ask any clarifying questions or offer alternatives if you absolutely cannot make the original time.

3. When writing your email response, make sure that it doesn’t contain any overly personal language, slang, emojis, or typos, and that it’s sent within 24 hours.