Interview invitation message for a candidate: templates

A candidate decides whether to come to you from the very first message. The principle: write clearly, give the time and format, and leave the person room to answer. Here are seven short texts: the invitation, the reminder and the reply after a no-show.

The invitation

The first invitation

Hi {Name}, I’m {your name} from {company}. We liked your resume for the {position} role. We’d like to invite you to a conversation on {date} at {time}, format: {format}. Does that work for you?

Fits when: the resume has been reviewed and the decision to invite has been made.

When the time needs to be agreed

Hi {Name}. We’d like to meet you in person. When would suit you this week? We’ll fit around your schedule.

Fits when: the candidate is working and the time has to be arranged.

When you found the candidate yourself

Good afternoon, {Name}. I saw your experience in {field} and thought the {position} role might interest you. If it does, I’ll tell you more and invite you for a conversation.

Fits when: the candidate did not expect you and did not apply.

Reminding about the meeting

The day before

{Name}, a reminder: we expect you tomorrow at {time} for the conversation. {address or link}. If your plans have changed, let me know and we’ll reschedule.

Fits when: the day before the meeting.

A couple of hours before

Hi {Name}. Our meeting is today at {time}. Is everything still on?

Fits when: in the morning of the interview day.

After a no-show

A calm reply

Hi {Name}. We were expecting you today at {time}, but it seems something came up. If you are still interested in the role, write to me and we’ll find another time.

Fits when: the candidate did not come and did not warn you.

The last attempt

{Name}, I won’t insist. If you want to return to the conversation about the {position} role, I’m around. Have a good day.

Fits when: after a no-show and one more message left unanswered.

What not to write

• Promises you cannot keep: “high salary”, “fast growth”.
• Reproaches to someone who did not come. The reason could be anything.
• Vague invitations without a time, format and address.
• Messages to candidates at night or on weekends without need.

Respect for a candidate shows in the first message. Good people notice it.