How to Respond to an Interview Request (With Examples & Email Templates)

Published 8 June 2025

Your interview request response sets the tone for your interaction with the company. A well-crafted message shows you’re organised, respectful of others’ time, and genuinely interested in the role. It also confirms essential interview details and allows you to ask for additional information if something isn’t clear. Hiring managers appreciate prompt communication, and it can help move your application forward.

If you’re heading into a group discussion, knowing how to handle a group interview can help you stand out early in the process.

What is an Interview Request Email?

An interview request email is an invitation sent by the employer or hiring manager to the candidate to discuss the job opportunity further. It mainly contains the info about the details about the interview, such as the job title, times and dates, location of the interview (or platform if it’s virtual), and asks you to confirm your availability. Responding to an interview quickly interview within the first 24 hours, shows more professionalism and helps to keep the hiring process smooth. If you’re feeling nervous before responding, reviewing some last-minute interview tips may help.

Why It’s Important to Respond Professionally

If you’re heading into a group discussion, knowing how to handle a group interview can help you stand out early in the process.

How to Respond to an Interview Request

Here are the steps on how to respond to an interview request:

Read the interview request carefully

Read the email carefully, see the job title, who sent the email, and what interview details are mentioned there. Make sure you understand the interview format carefully, whether it’s in phone interview, an in-person interview, or a virtual interview.

Respond within 24 Hours

Replying within 24 hours shows more professionalism and respect towards the interview. Even if you are available for the quick interview, try to inform them about your situation and request to schedule the interview at your request.

Use a Clear Subject Line

Subject line is very important for better understanding. For example, “ Interview Confirmation – [Your Name]” or Re: Invitation to Interview for [Job Title].

Write a Polite and direct email Response

Once you have read the email carefully, write a clear, polite, and brief response to the interview email. Confirm the interview details or suggest an alternative if time isn’t working for you. Ask them to schedule as per their time.

Show Interest and enthusiasm

When writing a email it’s important to show interest and enthusiasm while writing an email, which makes a great first impression. Show them the enthusiasm for this role and the company. Here are some tips on how to show interest in an email.

Thank the hiring manager for giving you this opportunity for the interview.
Highlight your relevant skills, experience, and how excited you are for this role and company.
End the interview, “Looking forward to exploring more about the company culture”.

Example

Subject: Thank You for the Interview

Hi [Hiring Manager’s Name),

Thank you for the opportunity to interview for the [Job Title] position at [Company Name]. I really enjoyed our conversation and learning more about the team and role.

I’m excited about the chance to bring my skills in [mention a key skill or experience) to your company. I truly admire the work [Company Name] is doing and would love to be a part of it.

Looking forward to exploring more about the company culture.

Best regards,
[Your Name]
[Your Phone Number]
[Your Linkedin Profile or Portfolio URL, if applicable]

Also explore: Our Free AI Cover Letter Generator

Confirm or request Interview Details

Reconfirm the dates, time, and location of the interview. If there is any missing information in the email, politely ask them. Different companies may also use different types of interview formats, so don’t hesitate to confirm the format.

Include your contact information

Most importantly, don’t forget to include your name and phone number in your mail at the end, in the employer can reach out to you quickly.

Example of Interview Response on Different Scenarios(Email Templates)

A. How to Respond to an Interview Request If You Are Accepting the Interview Request

Here’s an Example for Accepting the Interview Request

Subject: Interview Confirmation [Your Full Name]

Dear [Hiring Manager’s Name],

Thank you so much for the opportunity to interview for the [Job Title] role at [Company Name). I’m genuinely excited about the chance to learn more about your team and discuss how I can contribute to the great work you’re doing.

I’d like to confirm our interview for [insert date and time]. Please let me know if there are any materials I should review or prepare beforehand.

I really appreciate this opportunity and look forward to our conversation. I’m eager to learn more about the company’s goals, team culture, and how I can be part of the journey.

Warm regards,
[Your Full Name]
[Your Phone Number]
[Your Linkedin or Website (optional)]

B. How to Respond to an Interview Request If You Are Requesting to Reschedule

Here’s an Example for Requesting to Reschedule an Interview

Subject: Request to Reschedule Interview

Hi [Hiring Manager’s Name],

I hope you’re doing well. I’m very grateful for the opportunity to interview for the [Job Title) position at [Company Name).

Due to [brief reason optional, like “a scheduling conflict” or “an unexpected personal matter”), I kindly ask if it would be possible to reschedule our interview originally set for [original date and time). I’m still very enthusiastic about this role and would appreciate the chance to speak at a different time

I’m available on [insert 2-3 alternative dates/times], but I’m happy to adjust to a time that works best for you and your team.

Thank you for your understanding, and I apologise for any inconvenience.

Best regards,
[Your Full Name]
[Your Phone Number)

C. How to Respond to an Interview Request If You Are Declining the Interview Respectfully

Here’s an example of you are declining an interview respectfully.

Subject: Interview Opportunity – [Your Full Name]

Dear [Hiring Manager’s Name],

Thank you very much for considering me for the [Job Title] position at [Company Name]. I truly appreciate the opportunity to interview.

After careful consideration, I have decided to withdraw my application at this time. This was not an easy decision, but I believe it’s the best choice for me right now.

I’m grateful for your time and understanding, and I wish you and your team all the best in finding the right candidate.

Thank you again for your consideration.

Best regards,
[Your Full Name]
[Your Contact Information (optional)]

D. How to Respond to a Second Interview Request

If you’ve been invited for a second interview, congratulations! Your response should show increased interest and professionalism. You can use a similar format as before, but add a note expressing gratitude for the opportunity to move forward in the hiring process.

It’s also a good idea to confirm the interview details and ask who you’ll be meeting with, as second interviews often involve more in-depth conversations, technical assessments, or meetings with senior team members. Not sure what to expect? Learn what to expect in a second interview here so you can prepare confidently.

Not sure what to expect in second interview rounds? They often focus more on technical skills, team fit, or involve higher-level managers.”

Example:

Subject: Second Interview Confirmation [Your Full Name]

Dear [Hiring Manager’s Name),

Thank you very much for inviting me to a second interview for the [Job Title] position. I’m excited to have the opportunity to continue the conversation and learn more about the role and your team.

I’m happy to confirm the interview scheduled for [Date] at [Time]. Please let me know if there is anything specific you’d like me to prepare or bring.

Looking forward to speaking with you again!

Best regards,
[Your Full Name]
[Your Phone Number]
[Your Linkedin or Portfolio (optional)]

Preparing for a Job Interview

Preparing well for your interview can make a big difference in how confident and comfortable you feel during the process. Here are some simple tips to help you get ready:

Research the Company and Role

Learn about the company’s background, values, recent news, and the specific role you’ve applied for. This shows genuine interest and helps you give more tailored answers.

Review Common Interview Questions

It’s always helpful to practise answers to common interview questions like “Tell me about yourself,” “What are your strengths?”, and “Why should we hire you?”. This helps you speak more clearly and stay focused during the interview.

Try an AI Interview Assistant

If you’re not sure where to begin with preparation, using an AI interview Assistant can be a great option. These tools help simulate real interview scenarios and guide you on what to expect.

Practice with an AI Interview Answer Generator

For more personalised help, you can try an AI interview answer generator. These tools take your resume or job details and help generate smart, relevant responses to likely questions.

Dress Neatly and Be On Time

Whether online or in person, make sure you look professional and arrive a few minutes early. First impressions matter!

Stay Calm and Positive

Remember to stay relaxed, take a deep breath, and speak with confidence. Your preparation will show.

Key Points to Remember While Responding to an Interview Request

Here are some keys to remember while responding to an Interview Request:

Be prompt: Respond within 24 hours of receiving an interview Request.
Be clear: Review the job title, date, time, location of the company, and who you’re meeting.
Include Contact Details: Before sending, add your name with your contact no, Incase if they want to reach out quickly.
Keep it professional: Avoid slang or overly casual language. Use a professional Closing like “Best Regards” or “Sincerely”.
Ask if unsure: Don’t hesitate to ask if you have any questions.
Double-check spelling and grammar before sending.

Frequently Asked Questions

How to Respond to an Interview Request

When you receive an interview invitation, responding professionally is important. Here’s how to respond to an interview request:

Respond within 24 Hours
Use a clear Subject Line, such as “Interview Confirmation – [Your Name].”
Thank the hiring manager or the employer.
Confirm the interview details ( Date, time, place, and location)
You can also politely request to reschedule.
Most importantly, include your name with your contact number
Keep the response brief, polite, positive, and concise.

How Do You Reply to an Interview Invitation?

Example:
Subject: Interview Confirmation – Jane Smith

Dear Mr. Johnson,
Thank you for inviting me to interview for the Marketing Coordinator position. I am available on Tuesday, June 10th at 10:00 AM and look forward to speaking with you. Please let me know if you need any additional information.

Best regards,
Jane Smith
(555) 123-4567

How Do You Confirm an Invite to Interview?

To confirm, clearly state your availability and appreciation.
Example:

Dear Hiring Manager,
I am writing to confirm my interview scheduled for Thursday, June 12th at 2:00 PM. Thank you for this opportunity, and I look forward to our conversation.

Best regards,
John Doe
(555) 987-6543

How Do I Say I Am Available Anytime for an Interview?

Be polite and flexible by expressing openness to their preferred time.
Example:

Dear Ms. Carter,
Thank you for considering my application. I am available at any time that is convenient for you for the interview. Please let me know your preferred time.

Best regards,
Alex Lee
(555) 555-1234

Should I Include My Phone Number in the Email Response?

Yes. Including your phone number makes it easier for the employer to contact you quickly for any changes or updates.

Is It Okay to Ask to Reschedule?

Yes, it is perfectly fine to ask for a reschedule if you have a conflict. Just be polite and suggest alternative times.
Example:

Dear Mr. Smith,
Thank you for the interview invitation. Unfortunately, I am not available at the proposed time of Friday, June 6th at 3 PM. Would it be possible to reschedule to any time on Monday or Tuesday? I appreciate your understanding.

Best regards,
Emily Johnson
(555) 321-6789

How Do I Respond to a Phone Interview Request?

Confirm the time and make sure your contact number is correct.
Example:

Dear Ms. Brown,
Thank you for the invitation to a phone interview. I confirm that I am available on Wednesday, June 11th at 9:00 AM. You can reach me at (555) 456-7890.

Looking forward to speaking with you.

Best regards,
Michael Green

How Do You Politely Confirm an Appointment?

Here are some of the points, how to politely confirm the appointment: