How to confirm interview attendance via email

Landing an interview for a role you’re excited about is a significant milestone in your job search. This signals a perfect match between your resume and the employer’s needs.  

Before you dive into the nuts and bolts of interview prep – rehearsing commonly asked job interview questions or deciding on your outfit – there is a pivotal first step to consider: sending a confirmation email. This action remains crucial, even if the hiring manager or recruiter initially communicated the interview details over the phone.  

This guide covers the importance of job interview confirmation emails and their impact on professional relationships. It includes easy-to-use templates for crafting the perfect message every time.

What is a job interview confirmation email?  

A job interview confirmation email is a reply to the interviewer’s initial communication. After receiving the interview details from the hiring manager or recruiter, the job applicant sends a confirmation email to acknowledge receipt of the information and confirm their attendance.  

This step follows after crafting a standout resume that aligns with the job’s requirements and catches the hiring manager's attention. With your resume setting the stage, the interview confirmation email showcases professionalism and attention to detail while ensuring everyone is aligned on the interview logistics. It’s your chance to let the hiring manager know you are on the same page about when and where your interview is happening, and it is your next act in showcasing your professionalism.  

Despite being a seemingly simple step, it's often overlooked or underestimated in its importance. Many job seekers don't realise how much value a well-crafted confirmation email can add to the overall interview process. It's a small action that can have a big impact, serving as a first impression of your organisational skills, professionalism, and communication style – three qualities that hiring managers care deeply about.  

In short, it's not just about making sure you show up at the right time – it’s about making a solid first impression.  

Why is a job interview confirmation email important?  

Sending an interview confirmation email may seem like a small task, but it’s a powerful way to make a lasting impression. It’s your chance to ensure everything is in place and highlight your professionalism before the big day. Here’s why it matters:  

• Verifies the details a second time: Confirm the time, location, and format to avoid any last-minute confusion.  
• Clears up uncertainty: Use this opportunity to ask about any details you might not have covered – like the interview format or who you'll be meeting with.  
• Shows you’re organised and proactive: A thoughtful confirmation email tells the interviewer you’re on top of things and ready for the conversation.  
• Demonstrates enthusiasm: Reaffirm your excitement for the role and the company, setting a positive tone before the interview even starts.  

Key elements to include in a job interview confirmation email  

A job interview confirmation email should be clear, concise, and to the point. It doesn’t need to be lengthy or overly detailed, but it should contain a few key pieces of information. Here’s what to include:  

1. Subject line: The subject line should clearly state the purpose of the email. A simple phrase such as “Interview Confirmation for [Your Name] as [Job Title]” is professional and effective.  
2. Greeting: Address the hiring manager by name, using a professional salutation such as “Dear [Hiring Manager’s Name]”.  
3. Thank you and acknowledgment: Start by thanking the interviewer for the opportunity and acknowledging the details of the interview they provided.  
4. Restate interview details: Confirm the time, date, location, and format (e.g., in-person, phone, or video) of the interview. If necessary, include any additional information, such as the name of the interviewer, the department, or the specific address.  
5. Availability for adjustments: Politely let them know that you are flexible and open to any changes if needed. This shows that you are accommodating.  
6. Closing and gratitude: Close by expressing your appreciation for the opportunity once again and your excitement for the interview.  
7. Contact information: Include your phone number or another way to reach you if needed.  

Tips for replying to a job interview invitation  

When replying to a job interview invitation, it's crucial to be professional, timely, and clear. Here are some important tips when replying to an interview invitation:  

• Email your reply on the same day or by the next business day to show enthusiasm and respect for the opportunity.  
• Keep your tone enthusiastic but professional to balance excitement with formality.  
• Carefully review the email before sending it, ensuring no spelling or grammatical errors.

4 templates to help you reply to job interview invitations  

If crafting the perfect email reply seems challenging, you're in the right place. Below, we've compiled several sample responses to interview invitations. These templates are crafted to be flexible, allowing you to customise them to showcase your distinct personality and highlight your fit for the desired role.  

1) General interview confirmation template to accept or confirm the job interview  

This is an email template that would be suitable for situations where you are simply accepting or confirming your upcoming interview.  

Dear [Interviewer’s Name],  

Thank you again for your earlier [call/email] inviting me to interview for the [job position] role at [company].  

I am writing to confirm my attendance for the interview will take place at [time], at [place]. Are there any other details I should know before arrival, or is there anything you would like me to prepare?  

I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, my previous work in [most relevant area of work for the position] would make me an ideal candidate.  

If there’s anything else you need from me before the interview, please let me know.  

Kind regards,  

[Your Name]  

Related: How to send an engaging follow-up email after your interview  

2) Email template to reschedule a job interview  

Here’s an example of how to reply to a job interview invitation requesting for alternative dates if you’re unable to accommodate the suggested date and time that are communicated to you:  

Dear [Interviewer’s Name],  

Thank you again for your earlier [call/email] inviting me to interview for the [job position] role at [company].  

Due to a prior work commitment, I’m unavailable at [time] on [date]. Would it be possible to reschedule to another time that works for you? I’ll do my best to accommodate your schedule if you could provide a few alternative dates.  

I truly appreciate the opportunity to discuss the role and how my skills and experience are suited to the position. In particular, my previous work in [most relevant area of work for the position] would make me an ideal candidate.  

I look forward to hearing from you.  

Best regards,  

[Your Name]  

3) Email template requesting accessibility accommodations  

Dear [Interviewer’s Name],  

Thank you for inviting me to interview for the [job position] role at [company name]. I am excited about the opportunity to discuss how my skills and experiences align with the needs of your team and contribute to [company name].  

I would like to confirm the interview scheduled for [interview date] at [interview time], to be held at [interview location] via [video conferencing platform].  

Additionally, I would like to discuss arranging for [specific accommodation]. This accommodation would ensure that I can fully participate in the interview process. I greatly appreciate your understanding and support in facilitating this request.  

Please let me know if you need any forms or additional information from me to arrange these accommodations. I look forward to our meeting and discussing my application in more detail.  

Thank you again for this opportunity and for considering my request.  

Kind regards,  

[Your Name]  

Related: Pros and cons of using AI to write resumes

4) Replying to a job interview email invitation: To decline the job interview  

Here’s an example of how to decline an interview invitation by email:  

Dear [Interviewer’s Name],  

Thank you for your earlier [call/email] inviting me to interview for the [job position] role at [company].  

I truly appreciate your interest in meeting with me to discuss my suitability for the role. However, I unfortunately will have to decline as I have decided to take on an opportunity at another organisation, and this role is not the right fit for me at this time.  

I wish you all the best in finding the right candidate for this role.  

Best regards,  

[Your Name]  

FAQs: Nailing your job interview confirmation emails  

How should I respond to an interview invite?  

Responding to an interview invite is your opportunity to echo professionalism with a touch of your flair. Start with a gracious thank you, confirm the nuts and bolts (date, time, place), and let your excitement about the role shine through. Remember to maintain a polite tone and a positive outlook when writing your reply.

This is also a prime time to toss in a line or two about why you are the puzzle piece they’ve been searching for, using your experience and skills as proof.  

Can I really use a sample email as my template?  

Absolutely, a sample email is like having a map when you are exploring new territories. It gives you the outline, but you get to fill it in with your own landmarks.  

Swap out the generic bits with specifics – name, job title, company, the works – to make it unmistakably yours.  

Related: Resignation letter templates

When is the best time to send my interview email confirmation?  

Timing is everything, and in this case, sooner is better. Hit send on your confirmation email the same day you get the invite or the next business day. It shows you are keen and on the ball – qualities every employer appreciates.  

What goes in the email subject line?  

Your subject line is like the title of your favourite book – it should grab the attention of the email recipient. Keep it clear and informative: “Interview Confirmation for [Job Title] at [Company Name]” or “Looking Forward to Our Interview on [Date]”. It’s the first impression of your email, make it confident and strong.  

What if their time doesn't work for me?  

Life happens, and sometimes schedules clash. If you need to request a different time, do so with grace. Explain your conflict and offer alternative slots, showing flexibility. It’s about finding a win-win time slot while maintaining respect for everyone’s calendar.  

How do I politely decline an interview?  

Sometimes a role isn’t the right fit, or another opportunity comes up. To decline, thank them warmly for the offer, briefly explain your decision, and wish them well in their search. It’s about closing the door gently and leaving a positive impression.  

Related: How to decline a job offer gracefully 

What should I triple-check before sending my email?  

Before your confirmation email takes flight, give it a thorough pre-send check. Look for typos, confirm you’ve got the right names and details, and ensure your email radiates professionalism and enthusiasm. A well-polished email speaks volumes about your attention to detail.  

How do I show I'm really into this opportunity?  

Your email should glow with your enthusiasm and professionalism. A respectful tone, a dash of gratitude for the invite, and a succinct showcase of your relevant talents can make your email stand out. And before you press send, a final proofread can be your best friend.  

What if I have more questions?  

Do you have queries about the interview process or need clarity on logistics? It’s completely okay to ask in your confirmation email. It shows you’re thorough and eager to be fully prepared. Just keep your questions concise and relevant.  

Remember, your confirmation email is more than just a logistical checkpoint; it’s your first step in building a relationship with your potential employer. Make it count!  

Read more:   
5 steps to creating your career plan 
How to succeed at a panel interview   
How to ask your boss for more responsibility