How to Respond to an Interview Request: Email Templates and Examples
Make the best impression on your interviewer with these 5 easy tips! Learn how to respond to an interview request, the right way to follow-up, and other tips to make a positive impression on your interviewer.
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When an interview request lands in your inbox, reply within one business day. Say clearly that you want the interview, then either accept the time they proposed or offer a couple of windows that work for you. A short, warm, correctly addressed note is really all the hiring team needs at this stage.
Below is a copyable acceptance reply to send first, followed by templates for the trickier moments: asking for another time, confirming the format and logistics, replying after a delay, answering a recruiter screen, handling a video interview, and declining gracefully. After the templates you will find quick guidance on timing, subject lines, tone, and the details you are better off keeping to yourself, plus a table that points you to the right reply.
Send this first: accepting the interview
Most interview emails just need a clean yes. Copy the template below, swap in the bracketed details, and read it once out loud before you hit send. If the recruiter already named a specific date and time, confirm it directly rather than reopening the scheduling question.
Subject: Re: [Job title] interview
Hi [Interviewer name],
Thank you for the invitation to interview for the [Job title] role at [Company]. I would be glad to meet on [date] at [time, timezone], and I have added it to my calendar.
Please let me know if there is anything you would like me to send or bring ahead of time, such as a portfolio link or references. I am looking forward to the conversation.
Best,
[Your name] | [phone number]
How fast to reply, and how it should sound
Reply within one business day, even while you are still checking your calendar. A quick note saying you will confirm exact times by the next morning beats three days of silence. Recruiters manage many candidates at once, and the organized replies tend to get the better slots. If someone referred you into the role, a prompt and polished reply reflects well on them too; when you need another introduction, here is how to go about asking for a job referral.
Keep the subject line simple. Replying straight to the recruiter's email keeps the thread intact and holds on to their original subject, which is usually the cleanest choice. If you are starting a fresh message, something like "Interview confirmation - [Your name], [Job title]" works well.
Match the recruiter's tone. If their note was warm and casual, you can be warm back; if it was formal, stay formal. Address people by the name they signed with. Always state the timezone when you mention a time, since remote roles often put you and the interviewer in different places. Write "2:00 PM ET" rather than just "2:00 PM," and read your draft once for typos before it goes out.
Reply sent? Get interview-ready.
Simplify Services pairs you with a coach for mock interviews, resume review, and a prep plan built around the exact role you are interviewing for.
Explore Simplify ServicesTemplates for other situations
Not every interview email is a simple yes. Open the template that matches your situation, adjust the details, and keep the same polite, low-drama tone as the acceptance reply.
Ask for a different time
Hi [Interviewer name],
Thank you for the invitation to interview for the [Job title] role. I am very interested in the conversation. The time you suggested on [date] will not work for me, so I wanted to share a few windows when I am free:
[Day, date]: [time range, timezone]
[Day, date]: [time range, timezone]
[Day, date]: [time range, timezone]
If none of these fit your schedule, I am happy to work around whatever is easiest for you. Thank you for the flexibility.
Best,
[Your name] | [phone number]
Ask about format and logistics
Hi [Interviewer name],
Thank you for setting this up. I am confirming [date] at [time, timezone] and looking forward to it. So that I can prepare well, could you help me with a few details?
Will the interview be in person or over video? If in person, what is the office address and who should I ask for at the front desk? If it is virtual, which platform will you use?
Roughly how long should I plan for?
Who will I be meeting with, and is there anything specific I should prepare, such as a portfolio or code sample?
Thanks again for your help.
Best,
[Your name]
Reply when you are a few days late
Hi [Interviewer name],
Thank you for reaching out about the [Job title] role, and my apologies for the slow reply. I am still very interested and would welcome the chance to interview.
If the time you suggested is still open, [date] at [time, timezone] works well for me. If those slots have filled, I am glad to find another time that suits you.
Thank you for your patience.
Best,
[Your name] | [phone number]
Reply to a recruiter's phone screen
Hi [Recruiter name],
Thanks for getting in touch about the [Job title] role at [Company]. A phone screen sounds great. I am generally free [days] between [time range, timezone], and I can flex to what works best for you.
Let me know the number to expect the call from, or send a dial-in if you would rather. Talk soon.
Best,
[Your name] | [phone number]
Confirm a virtual interview
Hi [Interviewer name],
Confirming our video interview for the [Job title] role on [date] at [time, timezone]. I have saved the [Zoom / Google Meet / Teams] link you sent and will join a few minutes early.
If there is anything you would like me to have ready to share on screen, just let me know. Looking forward to it.
Best,
[Your name]
Decline or withdraw politely
Hi [Interviewer name],
Thank you for considering me for the [Job title] role at [Company] and for the invitation to interview. After some thought, I have decided to withdraw from the process for now.
I appreciate the time you and your team have already put in, and I hope our paths cross again. I wish you the best in finding the right person for the role.
Best,
[Your name]
What not to share in your reply
Your confirmation reply is not the place to overshare. A few things are better saved for later in the process:
- Your current pay or exact salary expectations. Let the recruiter raise compensation on the screening call when they are ready.
- The names of other companies you are talking to, or offer details you are weighing.
- The full backstory behind a scheduling request. Saying you have a conflict that morning is plenty; you do not owe a medical or family explanation.
- Any criticism of a current or former employer.
Stick to confirming logistics and showing you are glad to be there. The rest can wait for the interview itself.
Which reply should you send?
| Your situation | Template to use | When to send |
|---|---|---|
| The time they proposed works | Acceptance reply | Within one business day |
| The proposed time will not work | Ask for a different time (offer two or three windows) | Within one business day |
| Key details are missing | Ask about format and logistics | Together with your acceptance |
| You went quiet for a few days | Reply when you are late | As soon as you see it |
| A recruiter wants a quick call | Recruiter phone screen reply | The same day if you can |
| It is a video interview | Confirm a virtual interview | Within one business day |
| You are no longer interested | Decline or withdraw | Promptly, and keep it brief |
After you reply, start preparing
Once the time is set, the real preparation begins. Most first rounds lean on behavioral questions, so it helps to have a few concrete stories ready before you sit down. This guide to preparing for a behavioral interview without sounding rehearsed walks through building answers that hold up under pressure.
If you are interviewing for a software role, the technical rounds deserve their own plan. Working through a software engineer interview-prep roadmap helps you sequence data structures, system design, and mock sessions across the weeks you have left.
It also helps to keep other doors open while you interview. Our Top New Grad Jobs list is refreshed constantly, so you can keep applying to strong roles instead of pausing everything on a single result.
A strong reply to an interview request is short and prompt, and it makes the next step easy for the recruiter. Confirm you want the interview, lock in a time, ask about anything that is unclear, and save the extra details for the conversation itself. Handle the email well and you have already shown the hiring team you will be organized once you are on the job.
