Email to Confirm the Interview
So you got the call for an interview? That’s exciting! How do you reply?
Securing an interview is a significant step in the job application process, and confirming that interview is equally important. A confirmation email not only shows your professionalism but also helps to clarify details and ensure that both you and the interviewer are on the same page. In this blog post, we’ll explore the key elements of a professional email to confirm an interview, provide examples, and offer tips to make your confirmation email stand out.
Why Confirming an Interview is Important
Confirming an interview serves several purposes:
- Professionalism: It demonstrates your commitment and respect for the interviewer’s time.
- Clarification: It provides an opportunity to confirm the date, time, location, and format of the interview.
- Preparation: It allows you to prepare any necessary documentation or materials ahead of time.
- Relationship Building: A well-crafted confirmation email can help establish a positive rapport with your potential employer.
Tips
- Be Prompt: Send your confirmation email as soon as you receive the interview details. This shows your enthusiasm and professionalism.
- Keep It Short and Concise: Avoid unnecessary details. Stick to the essential information to ensure clarity.
- Check for Errors: Proofread your email for spelling and grammatical errors. A polished email reflects your attention to detail.
- Use a Professional Tone: Maintain a formal tone throughout your email. Avoid slang or overly casual language.
- Follow Up: If you don’t receive a response within a few days, it’s acceptable to send a polite follow-up email to ensure your confirmation was received.
Key Elements of the Email
When writing a confirmation email, ensure that it includes the following elements:
1. Subject Line
Your subject line should be clear and concise. It should indicate the purpose of the email.
Example:
- “Interview Confirmation – [Your Name]”
2. Greeting
Begin your email with a polite greeting. Address the interviewer by their title and last name unless they have indicated otherwise.
Example: “Dear [Interviewer’s Name],”
3. Express Gratitude
Start the body of your email by thanking the interviewer for the opportunity. This sets a positive tone and shows appreciation.
Example: “Thank you for the opportunity to interview for the [Job Title] position.”
4. Confirm Details
Clearly state the details of the interview, including the date, time, location, and format (in-person, phone, or video). If the interview is virtual, include the platform (Zoom, Skype, etc.) and any necessary links or access codes.
Example:”I would like to confirm our interview scheduled for [Date] at [Time]. The interview will take place at [Location/Platform].”
5. Ask Questions (if necessary)
If you have any questions about the interview, such as who you will be speaking with or what materials to bring, this is the time to ask.
Example: “Could you please let me know if there are any specific materials I should prepare for our discussion?”
6. Closing Statement
End your email with a polite closing statement. Reiterate your enthusiasm for the opportunity and express your eagerness to meet.
Example: “I look forward to speaking with you and learning more about the team at [Company Name].”
7. Sign Off
Use a professional closing phrase followed by your full name and contact information.
Example:
“Best regards,
[Your Name]
[Your Phone Number]
[Your LinkedIn Profile or Email Address]”
Example of a Confirmation Email
Here’s a complete example of a professional email to confirm an interview:
Subject: Interview Confirmation – Jane Doe
Dear Mr. Smith,
Thank you for the opportunity to interview for the Marketing Coordinator position at ABC Company. I would like to confirm our interview scheduled for Tuesday, March 15, at 10:00 AM. The interview will take place at your office located at 123 Main Street, Suite 456.
If there are any specific materials you would like me to bring or prepare for our discussion, please let me know.
I look forward to speaking with you and learning more about the team at ABC Company.
Best regards,
Jane Doe
(555) 123-4567
[LinkedIn Profile U
Example Emails
Here are five example emails to confirm an interview, each tailored for different scenarios:
Example 1: In-Person Interview Confirmation
Subject: Interview Confirmation – John Smith
Dear Ms. Johnson,
Thank you for the opportunity to interview for the Software Engineer position at Tech Innovations. I would like to confirm our interview scheduled for Thursday, March 10, at 2:00 PM. The interview will take place at your office located at 456 Technology Way, Suite 200.
If there are any specific materials you would like me to bring, please let me know.
I look forward to our conversation and learning more about the team at Tech Innovations.
Best regards,
John Smith
(555) 987-6543
[LinkedIn Profile URL]
Example 2: Virtual Interview Confirmation
Subject: Confirmation of Virtual Interview – Sarah Lee
Dear Mr. Thompson,
I hope this message finds you well. Thank you for the opportunity to interview for the Marketing Manager position at Creative Solutions. I would like to confirm our virtual interview scheduled for Monday, March 14, at 11:00 AM via Zoom.
Please find the meeting link below for your convenience:
[Zoom Meeting Link]
If there are any specific topics you would like to discuss or materials I should prepare, please let me know.
I look forward to speaking with you soon!
Warm regards,
Sarah Lee
(555) 321-9876
[LinkedIn Profile URL]
Example 3: Phone Interview Confirmation
Subject: Phone Interview Confirmation – Michael Brown
Dear Ms. Garcia,
Thank you for considering my application for the Project Coordinator position at Global Enterprises. I would like to confirm our phone interview scheduled for Wednesday, March 16, at 3:00 PM.
If you have any specific questions or topics you would like to cover during our conversation, please feel free to share them with me.
I appreciate the opportunity and look forward to our discussion.
Sincerely,
Michael Brown
(555) 654-3210
[LinkedIn Profile URL]
Example 4: Follow-Up Confirmation Email
Subject: Follow-Up on Interview Confirmation – Emily Davis
Dear Dr. Wilson,
I hope you are doing well. I wanted to follow up on my previous email to confirm our interview for the Research Analyst position at Data Insights, scheduled for Friday, March 18, at 1:00 PM.
The interview will take place at your office at 789 Research Blvd. If there are any particular documents or information you would like me to bring, please let me know.
Thank you once again for this opportunity. I look forward to our meeting.
Best,
Emily Davis
(555) 432-1098
[LinkedIn Profile URL]
Example 5: Confirmation with a Question
Subject: Interview Confirmation – David Nguyen
Dear Ms. Patel,
Thank you for the opportunity to interview for the Financial Analyst position at Finance Corp. I would like to confirm our interview scheduled for Tuesday, March 22, at 10:30 AM at your office located at 123 Finance Street.
Could you please let me know if there are any specific materials you would like me to prepare in advance?
I am excited about the opportunity and look forward to our discussion.
Kind regards,
David Nguyen
(555) 876-5432
[LinkedIn Profile URL]
Email to Confirm Interview | 19 Example Templates
- Thank you for the meeting invitation. I appreciate the opportunity to meet with you on [date]. I look forward to speaking with you again at that time and wish you a great day.
- I hope you are well. I am writing to confirm my interview with your company on [date]. Thank you.
- I’m writing to confirm that we spoke about the [position] role with your company. I was given [date] as the interview date and would appreciate it if you could provide the address of the office I will be meeting. Also, please let me know if there are any specific forms or documents that need to be sent in before my arrival.
- I am writing to confirm the details of my interview with you on [date] at [time]. Please confirm and let me know if there are any needs on my part to prepare for our meeting.
- Thank you so much for allowing me to interview with your company. I would like to confirm our interview time and date, Wednesday, May 17th at 1:30 pm. If this works out well for everyone, please let me know.
- It was great speaking with you on the phone today and I look forward to meeting you next week. If you have any questions, please let me know. I look forward to discussing how I can contribute to your company.
- Thank you for the chance to interview with your company. I’d love to come in on [date] to meet with you and your team, and I’m looking forward to discussing the position with you further.
- Thank you for the opportunity to meet with you on [date]. I hope you received my resume and cover letter. If not, please let me know so that I can provide them to you. I’m looking forward to discussing how I can help contribute to your company.
- Thank you for agreeing to meet with me and discuss the [position] at your company. I look forward to meeting you on [date] at [time]. I have attached a resume showing my qualifications and experience. Please let me know if there are any questions or concerns, and I will contact you if needed before the interview date.
- I hope you have had a chance to look over my application. If it is still available, I would love the opportunity to meet with you. Please confirm the date/time and location for our interview. Thank you for your time.
- I am writing to confirm the interview you scheduled with me on [date]. Thank you very much! I look forward to meeting with you and learning more about your company.
- I am writing to confirm our interview scheduled for tomorrow, [date] at 2:00 pm. I have attached my resume and the necessary documents. Thank you in advance for your time and attention.
- As you may remember, we spoke on the phone yesterday to confirm an interview with [name]. I wanted to follow up and confirm that the time of 10:00 am on [date] works for you.
- Thank you for the opportunity to interview with your company on [Name of Date]. I am looking forward to meeting with you in person and discussing the opening. Please let me know if there is anything else that needs to be arranged before the interview. Thank you again for your time, and I look forward to hearing from you soon!
- Thank you for confirming the interview on [day] at [time]. I look forward to seeing you then.
- I hope you are having a great week. I wanted to confirm my interview coming up on [date] at [time]. Looking forward to seeing you then!
- The position sounds very interesting, and I would love to learn more about it by meeting with you in person. Thank you for taking the time to interview me.
- Thank you for your time on the phone today. I look forward to meeting with you next week. If you need any more information from me, please feel free to contact me at [phone number] or send an email to [email address].
- Thank you for your time yesterday. I am very excited about the opportunity to work with [company name] and would be delighted to join you for lunch on Thursday at 11:30. Please let me know if any changes are needed as far as scheduling goes. Thank You!
Confirming an interview is a crucial step in the job application process that reflects your professionalism and commitment. By crafting a clear and concise confirmation email, you can ensure that both you and the interviewer are aligned on the details of the meeting. Use the tips and examples provided in this blog post to create your own confirmation email and make a positive impression on your potential employer. Good luck with your interview!
If you found this post on 19 Template Emails to Confirm Interview useful, make sure to check out Email Follow-up After Interview: 25 Email Templates(Opens in a new browser tab)
