Protect your data

We use cookies to provide our services, improve the user experience, for analysis and marketing purposes. By giving your consent, you also agree that your data may be transferred to the USA by the use of cookies. You can revoke your consent at any time.You can find further information in our privacy policy and cookie policy.

  1. Career Advice
  2. Interviewing
  3. How to write an interview acceptance email that stands out
Envelope with colorful things coming out of it

Holly Skaggs

How to write an interview acceptance email that stands out

Artwork by: Anja Schemeleva-Konovalenko

  • How do you accept an interview invite via email?
  • How do you politely accept an interview invitation by email?
  • What is an example of an interview response email?
  • How do you prepare for an interview?
  • Key takeaways

First impressions matter during the job hunt process. Sometimes that impression can get its start right in the interview acceptance email phase. This blog guides you through the process of writing the perfect email that will help you stand out from the very start.

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.

It is becoming more and more common for interview requests to be conducted over email. Being able to write an interview acceptance email that stands out can help you become the ideal candidate right from the start.

In this article, we’ll look at how to write an interview acceptance email that stands out and that improves your chances of landing the job. Here’s what we’ll look at:

  • How do you accept an interview via email?

  • How do you politely accept an interview invitation?

  • What is an example of an interview response email?

  • How do you prepare for an interview?

How do you accept an interview invite via email?

Replying to an interview request email may appear simple, but there are a few steps involved that you should know about in advance. Here are some areas you will want to be aware of before writing your email to accept an interview.

Subject line: If the original email has a specific subject line, it’s best to leave it unchanged so the hiring manager can easily track your conversations. If you add a subject line, choose one that identifies you.

Reply vs. reply all: When others are copied on the interview request email, you should always select “reply all” so the hiring team can best coordinate with one another before your interview.

Expert Tip

If others are copied on your interview request email, use this information to your advantage and conduct research based on the people on the email thread. Since these are likely individuals who you will encounter throughout the interview process, you can make a better first impression by learning more about them.

Be personal but professional: Always accept an interview by addressing the recipient by name. If you are uncertain who will interview you, then use the name of the person who sent you the request.

Select date and time: While it is great to be flexible, choose a date and time for your interview that is convenient for you. Rushing to get to your interview on time or needing to be somewhere after it concludes can make you seem rushed and uninterested in the position. Plan to give your full attention to the interviewer, arrive early, be ready to go, and don’t appear rushed.

Confirm interview venue: When accepting an interview via email, take the time to confirm where you will conduct the interview. Your prep work will differ depending on where the interview will be held. You will also need to plan out your trip to the facility in advance so you can ensure you aren’t late.

Add to calendar: Immediately after sending your interview acceptance email, add the date and time to your calendar. Many emails prompt you to do this automatically, but you must follow through and add it to whatever time management system you normally use.

Accepting an interview email response time

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.

Expert Tip

If you receive an interview request, but cannot accept the proposed date and time, send multiple options as alternatives when you respond.

How do you politely accept an interview invitation by email?

When writing your interview acceptance email, the first thing you will want to do to stand out from other applicants is to add a quick thank you note. You should also express your excitement about moving forward with the process. Here’s a look at some other ways you can stand out in your acceptance email.

  • Choose either an informal or formal writing tone based on the tone of the interview request email and other correspondence you’ve had with the company.

  • Include personal information in the acceptance email.

  • Write professionally, avoid slang and emojis, and proofread your email before sending.

  • Confirm the date and time of the interview and who you will meet with.

  • List items you plan to bring to the interview. For example, you may need to bring your resume, CV, or a list of references.

  • Toward the end of your interview acceptance email, offer your interviewer the opportunity to request more information from you.

  • Close your email the same way you started, by being grateful while showing enthusiasm.

If you have questions about the interview or need further information about what to expect, include that within the body of the interview acceptance email. Some items you will need to cover include parking instructions for in-person interviews and meeting codes for video interviews. The most important thing to remember when writing a great interview acceptance email is that you should show eagerness, professionalism, and attention to detail.  

What is an example of an interview response email?

Now that we have covered what should be included in an interview acceptance email, you are ready to craft a professional and well-written email that will help you stand out. Here is an example of how you might format your message.


Subject: Invitation to interview for [Position name] at [Company Name]

Hello [Contact Name],

Thank you for considering me for [Position Name] at [Company Name]. 

I am available to interview [list date and time options], and I look forward to meeting with [Contact Name] to further discuss the opportunity.

As discussed, I will bring a copy of my resume and list of references with me.

I am looking forward to meeting with you and sharing how my skills in [industry] can be a benefit to the goals of [Company Name]. Please reach out if you need any further information prior to our meeting on [confirm date and time].


[Applicant Name]

How do you prepare for an interview?

Once you have sent your interview acceptance email, it will be time to get to work preparing for the interview itself. Researching the company, the type of work they do, and the leadership team is always a great first step in this process. Becoming more familiar with the company and the role allows you to create answers to popular interview questions that will showcase your skills in the best light.

Another part of the preparation process should include reviewing your resume and the job description for the position you applied for. It’s a good idea to customize your resume to show off the skills that are most beneficial in the role you are interviewing for. Finally, take the time to practice. Mock interviews can help you get a good feel for the questions they might ask you to answer as well as how you respond in situations. They also create opportunities for you to think of valuable questions you may need to ask your interviewer during the interview.

When it is time for your interview, try to keep your answers short, speak clearly, and maintain a positive attitude throughout the meeting. All it takes to stand out from the other applicants is a professional and enthusiastic demeanor, a great resume and skills that back up your work history, and a fantastic first impression. That first impression can start as early as the interview acceptance email.

Key takeaways

  1. Writing a great email to accept an interview can make you memorable to the hiring manager.

  2. When writing an interview response email, portray enthusiasm, gratefulness, and professionalism.

  3. If you need to adjust the date or time of the interview, be sure to offer several options as alternatives.

  4. Confirm the items you need to bring with you to your interview and the date and time before closing your email.

  5. Don’t forget to prepare for your interview by researching the company, choosing an appropriate outfit, and preparing a list of questions.

Holly Skaggs

Holly is a writer and editor based in Oklahoma. She specializes in social media, small business, and human resources content. She has previously written for a collection of country music media outlets, including Wide Open Country. Holly loves writing cozy mysteries and fantasy stories. She is the proud pet-parent of two dachshunds who are forever taking over all the blankets and pillows.

Share this article