An interview appointment letter is used to schedule an appointment between an interviewer and an interviewee.
This official letter may be written by a hiring agency with a need to acknowledge a job application or by an interviewee who wants to decline or schedule the appointment.
Irrespective of who is sending the letter, an interview appointment letter is a key too;
- Creating awareness for the recipient (interviewee)
- Providing the date and time of the interview
- Revealing the items and documents needed for the interview
- Rescheduling or declining an interview invitation
Writing the Interview Appointment Letter
When writing a professional interview appointment letter, below are the components to consider and how to go about them:
Start with the address of the sender: This should be written on the left side of the interview appointment letter, telling the reader where the organization is located.
The date: The date of writing follows the recipient’s address on the left side. It reveals the date the letter was typed.
The address of the receiver: It is Usually written on the left side also, is the recipient’s address. The applicant must have provided it when applying for the job.
A subject line: This gives the letter a topic and hints to the applicant of what to expect in the body of the interview appointment letter.
The body of the letter: This is the most important paragraph of the letter.
This essential part of the letter is divided among;
The purpose of the interview: As a hiring agency looking to invite a job applicant, the open position must be included in the letter. Something like “After reviewing your application for the sales representative role, we would like to meet with you to discuss the possibility of your joining our firm” is a good way to indicate the open position.
The location, date, and time of the interview: This provides the recipient of the interview appointment letter about where and when the hiring organization wants to meet. This section of the letter often read like this “Can you meet with us on November 23, at 11 a.m., at our branch office in Springfield?”
What is needed for the interview: This may be in the form of necessary documents such as a hard copy of the resume, a printout of the interview invitation to confirm that the candidate was selected, and more.
How long the interview is expected to last: An interview is expected to be brief irrespective of the activities it may entail.
The process of the interview: Some hiring agencies provide their candidate with a hint of what to expect before the interview like a short aptitude test and the likes. How the interviewee performs results in further exercises not mentioned in the interview invitation letter.
Signing off: It is preferred to sign off with a salutation such as ‘sincerely’. Below it should be your name and below your name, your signature.
Interview Appointment Letter Templates
Following are a few templates for you to understand the sentence structuring better:
Dear (name of the recipient),
This letter is to inform you that we have received your application for the job (state the role applied for) and we would like to interview on (date and time of the interview). Kindly bring with you (mention the documents required for the interview).
We expect your presence on (include a date). Contact our office if you would not be available on that date and rewrite your application to be scheduled for a new date. Failure to do this or any form of delay would result in the eventual termination of the interview.
Dear (name of the recipient),
I have reviewed your application and would like to interview you for a position in (name of the department). Would you be available to meet on the 3rd or 4th of April? Kindly contact my assistant (name of the assistant) to confirm which day works for you.
Have in mind that you would be asked to discuss how your experience would benefit our mission (state the mission. Kindly come along with a hard copy of your resume also.
I look forward to meeting you.
Dear (name of recipient),
We have reviewed your application and would like to interview for the position of (state the role) in our organization(name of organization). You are expected to meet with our hiring committee on May 12, by 1 p.m. This meeting will be held at (state the exact location of the meeting).
Be prepared to discuss why you are such a good fit for the role and come along with a hard copy of your resume. If you would be unable to keep to this appointment on the said date, kindly call the Human Resources Office (insert phone number) to reschedule the interview to your date of choice.
We hope to see you soon.
Dear (name of recipient),
This is to notify you that your application for the position of (state the position) has been received and you have been scheduled for an interview on the 5th of June. Kindly come along with a copy of your CV and 2 passport photographs.
If the date stated above does not your schedule, contact me immediately on (insert phone number) to reschedule your appointment. Failure to show up without prior notice is tantamount to the dismissal of your application.
We look forward to meeting you.
The following templates will help you send refined and engaging interview invitation emails to candidates at every stage in the recruitment process.
An interview appointment letter is just as important as a job advert (although the former follows the latter) because it is an organization’s first designated letter to a potential employee. Since this letter is so important, hiring agencies are expected to invest their time to properly review it.
Frequently Asked Questions
Is an interview appointment letter a contract?
It depends on how you see it. I would say it is ‘unofficial because it comes with a date and time to you must obey if you wish to be present. Also, if you are fortunate and you nail the interview, it may earn you an employment confirmation letter. However, officially, an interview appointment letter is not a contract.
Is an appointment letter the same as an offer letter?
No. An offer letter usually follows an interview to announce to the potential employee that he or she has been offered the job. An appointment letter, on the other hand, follows offer letters once a candidate accepts the job offer. It provides additional detail about the position and serves as proof of employment.