Writing an email to confirm a scheduled interview is crucial in the recruitment process. It is a confirmation email that specifies that you have shortlisted the candidate for the interview.
Most recruiters lack the skills to craft an effective interview schedule format, and they copy from other websites. However, investing time and effort in writing an effective email can boost candidate engagement and benefit your brand and business.
Depending on when the candidate applied for the job, sending an email is your first interaction with the candidates, and it’s crucial to make a positive first impression and provide the candidate with the relevant information. An effective interview schedule email can positively impact the candidate’s decision, and they’ll choose your company over your competitors.
After the pandemic, remote hiring and video interviewing became the new norm in the corporate world. With such changes in the recruitment process, your email to confirm the scheduled interview should be more than writing the date and the time.
Apart from the date and time of a scheduled interview, you must include the following:
- Log in details of the video interviewing tool
- A calendar link
- Interview start and end time
- A brief outline of the discussion
- Details of the interviewer
- Dress code
- If you want a candidate to deliver a presentation, details on the software
- A backup plan if there are any technical issues during the interview
A well-crafted interview schedule format can improve your business’s perception among candidates and encourage them to attend an interview.
Personalize Your Interview Schedule Format
Personalizing your email means using the candidate’s name in the first line. For example, ‘Hi John,’ or ‘Dear John.’ It’s not necessary to use the full name because emails are less formal than letters.
Thank Your Candidates
Candidates appreciate when their employers value them. So, it’s always imperative to thank them, and it is a great way to start the email. It also enhances the candidate experience and positively perceives your company in the candidate’s mind. For example, “Hi John, we have received your application, and we acknowledge your time and efforts to apply to our organization.”
Schedule The Interview
When writing an email to confirm a scheduled interview, you must always use the active voice to tell that you have shortlisted them for an interview.
Give All The Relevant Details
You should include everything in an email so that there is less confusion among the candidates. Being clear and transparent is the key to attract and hire the right talent and improve candidate experience. Time, date, and overall interview rounds are critical pieces of information that you must not miss out on.
Tell Them Who Will Take The Interview
This step is the continuation of the above step in which you must tell the candidate who will be interviewing them. It will help them to do research and check the social media profiles of the interviewer.
Be Professional At The End
An email is sent to those whom you’ve never met before or to a person in a position of authority. So, you must be polite while closing the email. You must use the words like Sincerely, Your faithfully, Respectfully, Kind regards, Best wishes, etc.
The ending of an email to confirm the scheduled interview consist of three parts:
- Sign-off – using words or phrases like regards, best wishes, etc.
- Your Name – Your full name with your job role in your organization.
- Signature – It includes your title, company name, and other details, such as phone number, website, and office address.
Proofread Your Interview Schedule Format And Email
So, finally, you have written an email to confirm the scheduled interview. But before you send it to the potential candidates, make sure to double-check your email in case of any grammar or spelling mistakes. You may sound unprofessional when you make such mistakes in your email.
Are you ready to craft your interview scheduled email? But before that, you must know what mistakes you should avoid.
Ineffective Subject Line
You have 3-4 seconds to grab the candidate’s attention through your subject lines; otherwise, they’ll ignore your email. An email with a subject line full of ambiguity will confuse candidates, and they will be unable to gather the right information about the interview.
Your Tone Matters
Your tone represents your corporate culture, and it should be friendly, polite, and professional. When sending emails to potential candidates, always remember to personalize your emails using active voice and the candidate’s name.
Providing Irrelevant Information
Sending an email with irrelevant information can confuse candidates, and they will get unsure whether they are receiving the email from the right employer. You must be clear about the interview details and provide as much information as possible, such as time, date, location, interviewer details, etc.
Here’s an example of an effective interview schedule format include all the relevant interview details:
Email Template Source: Yello
Sending an email to confirm the scheduled interview on time plays a crucial role in improving the candidate’s experience. Make sure to write an attractive subject line and include all the relevant details about the interview.
The above-mentioned steps and interview schedule format will help you craft an effective email that will help you improve candidates' experience and create a positive employer brand.