Once you have started sending out applications for a new job, you wait with bated breath for a call for the interview. When you get the call or email, asking you to attend your first-ever interview with the recruiters, you should send a confirmation email notifying them that you will be present for the interview at the appointed date and time. This will help them block the slot for you, and it will also show your professionalism and gratitude as you reply promptly.
To put it simply, an interview confirmation email is a response you send back to your employers, thanking them for the opportunity they have presented to you. You tell them that you will be present for the interview. At the same time, you might also ask some questions and clear any doubts you may have regarding the interview procedure.
You may ask them about the office’s exact location in case there are multiple buildings belonging to the organization or whom to report to once you have reached the premises. This will portray that you are committed to the interview and can be counted on to begin with.
What Should You Include in an Interview Confirmation Email?
Although this email might seem like just another acceptance email, there is more to it than meets the eyes. Here are some things you should be mindful of while writing an interview confirmation email.
1. Subject Line
In most cases, hiring managers will often ask you to reply in the same thread you have received the invitation for an interview. However, just in case the email is an automated email or you have received the interview invitation over a phone call, you might need to write a separate email to send your confirmation.
Sending your confirmation in writing is always a good idea as it removes many hassles and confusion later on. And when you are writing this email, you must write the purpose of sending the email clearly in the subject line. In this case, it can be something as simple as “Interview Confirmation for the position of (the designation you have applied for).” This will give the recruiters a clear idea of what this email is about, and they will open it and read it rather than deleting it, assuming it is spam.
When you write your email body, the purpose of writing the email should be mentioned in the first few lines itself. It would be best if you start by saying that you are grateful for the opportunity and that you are confirming that you will be present for the interview on the date allotted and at the appointed hour.
The email need not be extended, and you shouldn’t include too many adjectives and profuse exclamations. And yet, it is good to be polite and keep your tone humble while writing the email.
3. Additional Questions
If you have any doubts about the interview procedure, you can ask them at this point before closing the email. You may ask them about any documents you need to carry if they are not mentioned in the interview invitation or any document to confirm your identity. It is much better to do them at this point rather than making a mistake on the day of the interview.
4. Contact Information
Since you have received your invitation for an interview, it is a given that the recruiters already have your contact information. Nevertheless, it is still a good idea to include your contact information at the bottom of the email just because you never know which person from the hiring team will be reading your confirmation email. In large organizations, there are several people working on the hiring team, and it is best you include this information to avoid confusion.
How to Write an Interview Confirmation Email?
Here are some points you must consider while writing an interview confirmation email.
1. Answer Quickly
No matter how you get the invitation for an interview, you must send your confirmation promptly. Remember, you are not the only candidate who has been called for the interview. The sooner you send your confirmation, the sooner you confirm your slot and increase your chances of getting the job. You should send the confirmation on the same day, and this will show your eagerness and that you are taking this job seriously.
2. Drafting Your Message
Writing a confirmation email for an interview also requires some practice. It is always a good idea to make your emails a little bit personal so that it does not seem like you are sending a template for a response. Start by thanking the recruiter for the opportunity and mentioning the designation.
Tell them that you value their time and take this opportunity seriously; hence, you will be present for the interview at the appointed date and time. This will give you a competitive advantage over the rest of the candidates.
3. Tone of the Email
The tone of the email should be polite and professional at the same time. It would be best if you also were precise as you need to remember that the recruiters would be sifting through hundreds of emails. They cannot devote more time than necessary to your email. Hence, try to keep the email to about five sentences. Tell them you are thankful and that you accept the invitation.
Confirm that you will be present at the date and time stated in the invitation and end with your contact information. If you have any questions, list them with bullet points. Make sure that these questions are essential as the recruiters should not feel that you are wasting their time unnecessarily.
4. Review Your Email
No matter how concise your email is, you should always review it before hitting Send. There should be no grammatical or spelling errors in your email, as it will portray a negative idea about you. You do not want to come across as someone who is shoddy with their work with the first-ever email you send your recruiters. Hence, go through your email properly and proofread it before sending it.
Examples of Sending an Interview Confirmation Email
Here are some examples you may follow while sending your confirmation for the interview. You must customize them according to your designation and include relevant details wherever necessary.
Basic Email Accepting the Invitation for Interview
Respected Sir/ Madam,
Thank you for considering my application and for your invitation to appear for an interview for the position of (Designation) at your reputed organization (name of company). I would like to confirm that I will be present on (the date) at (time) for the interview.
Please let me know in case you need any additional information. I am looking forward to meeting you in person.
Thanking the Recruiter and Asking about Documents
Respected Sir/ Madam
Thank you for the opportunity. I am grateful for the invitation you sent me to appear for an interview for the position of (designation) at (company name). I would like to confirm that I will be present on (date), at (time) for the same.
Your organization already has my CV. It would be most helpful if you could tell me about any documents that I need to carry with me for the interview in person.
I look forward to speaking with you and discussing the opportunity further.
Thanking the Recruiter and Asking About Office Location
Respected Sir/ Madam,
I thank you for considering my application and for your invitation to appear for an interview on (date) at (time) for the position of (designation) at (name of company). I would like to confirm that I will be present on the appointed date and hour.
However, I had a query. Your esteemed organization has multiple premises. While the address shows a particular block, I am unsure which block I am to enter. Could you kindly provide me the details for the premises I am to visit for the interview? It would be most helpful.
I am looking forward to speaking with you in person and discussing the opportunity further.
Once you have sent your confirmation and received the answer to your queries, make sure you send another email thanking the recruiter for clearing your doubts. That will further consolidate your position as a viable candidate who is aware of the formalities of a workplace.
Sending your confirmation email for attending the interview is the first step toward achieving your goals. You mustn’t take this lightly. Those who delay sending their responses inadvertently create a negative impression about themselves. Any organization will always look for proactive employees. When you wait to send your confirmation, you come across as someone who procrastinates. Be prompt in sending your email, draft your response carefully and prepare well for your interview thereafter. You will consolidate your chances of landing your coveted job.