The year 2018 ended with 312,000 new jobs in December. Throughout the whole year, there were 2.6 million new jobs compared to 2.2 million in 2017. That’s good news for job seekers.
As job seekers, we often wonder about job interview etiquette, but how about email etiquette before the actual interview? What do you do if the message went straight to voicemail–do you call back or email?
There are a few rules to follow when it comes to responding to an interview invite. Want to learn more? Keep reading to learn how to respond to an interview request.
Many times, an interview request from a recruiter or hiring manager will be through email.
We don’t think much about email etiquette. However, email will often be the first mode of communication between you and a potential employer. Here’s how to provide a great first impression through email.
Respond Right Away
Make sure you check your email often and be on the lookout for emails from potential jobs. When you receive the email for an interview request, respond right away. You should respond within that day or by the next day.
Greet By Their Name
When writing up your response, start with a formal greeting such as Dear Ms. X. Make sure spell their name right. Misspelling their name can show that you were in a rush or didn’t pay attention to details.
Next, thank the recruiter or hiring manager for taking the time to contact you. You should also reiterate the purpose of your email.
For example: Thank you for the opportunity to interview with (Your Company) for the (Job Position).
Job recruiters and people in HR go through a lot of emails throughout the day. You want to make your email as clear as possible without them having to go back and look up other details.
Confirm that the time, date, and location works for you.
If it’s a phone interview, include the time zone as many times the interviewer and interviewee are located in different time zones.
If the interviewer is asking for your available times, you can list your availability for that week and the next week.
Offer Alternative Time If Needed
If you have a scheduling conflict during the time of the requested interview, you should try to change your schedule so that you can make the interview.
However, if you can’t make it, offer an alternative time.
Ask Any Questions
If you have any questions, ask them in the email after confirming the time. For example, you might be wondering whether you need to bring any documents to the interview.
You should also ask the interviewer to confirm that they received your message.
If the interviewer asked you any questions, be sure to answer them. Sometimes, interviewers ask preliminary questions before they schedule an interview.
These questions are usually simple and are so the employer can learn a bit about you such as why you’re interested in working for them. They might also ask about your salary expectations.
Find out more if you’re curious about what details an interview scheduling email may include.
Provide Your Contact Details
Toward the end of the email, thank the interviewer again and close out the email with a formality such as Sincerely or Best Regards.
Finally, provide your full name and contact information if the hiring manager needs to reach you. Even though they have your information on file, you want to make things easier for them. Provide both your email and phone number.
Check for Any Grammar or Spelling Mistakes
Before you send out the email, read it over once or twice to check for any typos or grammar mistakes. Also, make sure you space out the email in sections instead of one large block of text so that it’s easier to read.
Here’s an idea of how your email will look like:
Dear Mr. X,
Thank you for your consideration for the X position at Company X.
I am confirming for March 1 at 12:00 PM Eastern Time at (Address).
Looking forward to meeting with you. Again, I appreciate your time and consideration.
Some hiring managers may contact you by phone instead of email. Sometimes it’s quicker to get a confirmation through phone call than through emailing back and forth.
If you miss a phone call, and you get a voicemail about scheduling an interview, make sure to call back promptly. However, call during business hours only. No one wants to get a phone call at 9 pm or before sunrise.
If it’s too late to call back, wait until the morning.
Avoid Background Noise
When you call back to confirm the interview appointment, call in a quiet place so that there’s no background noise. Avoid calling while you’re driving. This can be distracting and dangerous for you.
If They Don’t Answer, Leave a Voicemail
If the interviewer has their voicemail set up, you can leave a message. Include your name and purpose of the call–to interview for X company for the X position.
If they already gave you the details of when the interview will take place, confirm the date, time, and location. End the message by giving them your number and thanking them.
Final Advice For How to Respond to an Interview Request
Now that you know all about how to respond to an interview request, our final advice is to show appreciation when corresponding with hiring managers. They spend hours looking through resumes, setting up interviews, and speaking with potential employees.
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