Top 6 Email Templates for Scheduling an Interview

An average person spends around 28% of their work week on emails. Mails to vendors, emails to the team, emails to your potential customers, the list goes on…

And while your unread tally mounts with each peal, sounding like it’s all necessary, it feels like your time could be better invested in doing something more beneficial, right? 

The best part is that it’s easy to streamline one of the crucial yet email-heavy aspects of growing your business - outreaching top talent to fill open job roles. 

From writing an easy-to-understand job description for a job opening to scheduling interviews and sending offer letters, it may sound like an uphill task. Don’t worry; we have you covered with easy-to-use email templates you can customise for each hiring process step. 

Here are (6) editable templates that you can CTRL + C and CTRL + V in your email or applicant tracking system without any fuss. Actually, it’s a shortcut! 

6 Email templates to share your interview scheduling link thoughtfully 

Let’s have a look! 

1. Initial interview invitation email template 

Here’s why this email template works! 

It’s concise yet friendly, portraying the initial quick chat you are trying to arrange. After all, the best candidates are considering multiple job applications and get a positive response from other companies. So, this is why writing a short note that helps them move quickly through the job-recruitment process is essential. 

The first impression matters the most for both when recruiting top talent.

Expert’s tricks: 

• Write a personalised email - Though your candidate applied for the job opening, the applicant may not yet be 100 per cent sold on your company. So, it’s crucial to let them know why you’re interested in them. Plus, who knows, the candidate appears to be a good fit and improves the candidate experience. 
• Request for their availability - Three is a safe bet to be played when scheduling interviews as it offers candidates enough choices to minimise the pesky back-and-forth that usually outline the recruitment process. 

2. Referred candidate email template 

Here’s why this email template works! 

It’s simple and to the point. Your resource probably would have asked their references whether they want to vouch for them. So, there’s no point in writing an extended essay when reaching his/her out. 

Expert’s Tricks: 

• Write down the questions beforehand - Understand and respect their time by not just winging the communication. Be straightforward in asking the questions that matter the most. 
• Don’t skip adding time zones - Remember to add time zones, as this will help prevent scheduling slip-ups as you run through your candidate’s list of references. 

3. Offer letter email template  

Here’s why this email template works! 

This type of email shows how excited you are about the candidate joining the team. While your official offer letter should include your responsibilities, reporting manager, benefits, compensation, and more. But, simultaneously, don’t clutter your offer email with these critical details. 

💡A Tip: Draft all the terms of the new job role in a different document, and make them sign it.

Expert’s Tricks: 

• Step up from the conventional email and letter - An excellent rule is to share the news on the call before firing off the email. Ask your team why they’re so elated about the candidate over the phone. 
• Charm your candidate while they acknowledge it - Don’t rush to get your workplace ready for the candidate - a job offer doesn’t always mean a new resource. Nearly one in 10 people who are offered a job turn it down. 

So, to help close the deal, tell your candidate you’re into them by motivating the team to send customised welcome emails or even think about signing a card explaining why they want the candidate to join.

Remember to use whatever you do as an opportunity to show them your team’s uniqueness and that you are all ears to them. 

4. Welcoming new employee email template

Here’s why this email template works! 

It restates that you’re excited to see them joining your company and will willingly answer all the questions before their first day. 

Expert’s Tricks: 

• Ensure your new joiner feels motivated - Offer insights about what the first day will be like and what perspective they should carry to put their mind at ease. And, if you have the budget, offer them a meal on their first date - it proves to be a great way to make them comfortable with their new team. 
• Remember to keep everything ready before they start - Companies with standard onboarding process experience 50% greater new hire retention. So, expediting new hire paperwork and engaging the new joiner in the company culture and job responsibilities is crucial as soon as possible. 

5. Introduction email to the team template 

Here’s why this email template works! 

Sharing a shout-out among the team helps them learn about the new joiner before they start and give them something to discuss as they greet (candidate) on the first day. 

💡A Tip: Inform the team before posting the news on your website’s landing page or social media handles. 

Expert’s Tricks: 

Before sharing the announcement email, ask your new joiner to tell you something more about yourself. Then, you can ask them for more information to include in the email. These icebreakers will help the team find new ways to engage with the new hire. Here are some:

• What would you like to do if someone gave you a million dollars right now?
• What is the one thing you wish people knew about you that they are probably unaware of? 
• What is the most exciting thing you’ve learned recently? 

6. Candidate denial email template 

Here’s why this email template works! 

Firstly, because you’re updating them, you’re proceeding in another direction, which is good. Businesses mostly skip letting applicants know they aren’t moving ahead with them, leaving them surrounded by clouds of what to do next. 

While your candidate may be disappointed, they’ll acknowledge your feedback and possibly think in favour of you in the future.   

💡A Tip: A few reassuring words can make a big difference to someone. 

Expert’s Tricks: 

• Focus on their positives - Chances are, if you chose to interview someone, they impressed you. So, don’t forget to tell them what they are superb at! Someone can be a fantastic applicant without being an ideal fit for your job.
• Give them feedback if you think it will help them - A clear understanding of why you are not moving ahead with their application will help them make peace with the decision and ease the sting of rejection. After all, you never know what gives them an added feather at an interview for a job like that tomorrow. 

So suggesting a particular program or skill set on their resume would be a boon. 

Finally… Everything comes to the hiring process

Although your invitation email might be a tidbit of the overall candidate experience, it dramatically impacts an applicant’s perception of their new employer and excitement throughout the interview process. 

While the above-discussed email templates ensure your ground is covered, we motivate you to craft them like your own and add some allure that makes your company unique.