Confirming the Interview

Step 1: Confirming the Interview

First impressions count! The way you interact with recruiters and hiring managers is just as important as the skills and
qualifications you bring to the position you are interviewing for. The way in which you handle both your written and
verbal communication is an integral part of the selection process. With that in mind, you want to make sure that you
exhibit professionalism, respect, and are considerate when confirming your interview.

Email Response

When an employer invites you to an interview, you want to make sure you get back to them quickly and with
enthusiasm. In this digital era, responding quickly is a perk that allows for that timely response. The goal of response is
same business day or within one business day. To respond to an interview request, follow these steps:

  1. Start your email with a greeting: Dear {Insert Recruiter’s Name]
  2. In the opening of your email, thank the recruiter for their consideration and time in reaching out to you.
  3. Reiterate your excitement for the position, or if not interested, politely say you are not interested.
  4. If interested, provide a time for an interview. If they have given times, you want to try and accommodate your
    schedule to meet their needs.
  5. Keep your tone professional and upbeat.
  6. Avoid emojis, emoticons, and slang.
  7. Proofread your email for typos. Your email should use complete sentences and be well thought out (this is an
    example of your communication skills).
  8. End your email with thanking them again and then a salutation: Sincerely, {Your Name}

Phone Response

You may receive an interview request via telephone. If you receive a telephone call from a recruiter inviting you to an
interview, and you answer, you want to always make sure you are professional. In a pleasant voice, always greet by
saying Hello this is {NAME} may I ask who is calling?” Once you have let the recruiter speak, thank them for the
interview request and give them your availability.


If you get a voicemail, you want to respond in a timely manner (same day or within one business day). Call the recruiter
back and say, “thank you for calling and requesting an interview. I am very excited for this opportunity. I am available to
interview with you on Date, Time. Thank you and I look forward to meeting you. Have a great day.


Again, you want to be polite and courteous. Be timely in your communication. Recruiters may not have a ton of time
that they can wait for your response. You do not want to miss an opportunity by not being quick to respond. Most
importantly, always express gratitude. There may be hundreds of applicants, the fact that you were selected says that
you have strong qualifications for the position. It also means that the recruiter extended you a courtesy in inviting you to
an interview; make sure you show your appreciation.