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September 23, 2025
Quick Answer:
Responding to an interview invitation professionally means replying promptly with a polite, clear confirmation of details, demonstrating organisation and enthusiasm.
Key Takeaways
Even in these modern times, there are still some companies that don’t respond to job applications. This is incredibly disappointing, particularly when you have spent so much time creating a covering letter and bespoke CV. So when you receive a response, not only acknowledging your application but also requesting you to attend an interview, it’s natural to be excited.
Receiving this type of positive response from an employer is a great first step. You know that the amount of time and effort you spent on your application was worthwhile. Now you need to move forward, not only replying to the interview request but also doing so in the right way. Your first reaction might be to dash off a quick note, eager to grab the opportunity quickly, but this is not the best way to respond. Your email to them needs to be professional and positive. Never write in the same way as if you were replying to a friend and read your text several times before pressing the ‘send’ button. You should also carry out a spellcheck using the software available on your computer (such as in Word) and use a programme to check the grammar, such as the one supplied by www.grammarly.com.
Your reply will vary according to the sort of email you received:
Email request for an interview from a prospective employer
When you receive this type of email, it’s good business etiquette to respond the same day. This shows that you are organised, interested and appreciative of the employer’s response. Begin by thanking them for their email and then clearly agreeing to the date and time they have set:
Dear Mr X
Many thanks for your email inviting me to attend an interview for the position of Marketing Manager with your company. I confirm that I am available on the 3rd November 2022 at 2 pm and look forward to seeing you at your office.
Should you require any further details from me in advance of our meeting, please let me know.
Regards
John Smith
Mobile 12345 76899
As you can see, your reply doesn’t need to be complicated or fussy. Just confirm your attendance and the date, time and location.
Email from prospective employer requesting a phone call
At times, employers might be less formal. You might receive a brief email from them asking you to phone to schedule an interview. In this case, you should make the phone call, confirm a time, date and location and then send an email to clarify the details:
Dear Mr X
It was great to talk to you today and thank you for considering me for the role of Marketing Manager with your company. I confirm that I will attend for interview on the 3rd November 2022 at 2 pm.
Should you require any further details from me in advance of our meeting, don’t hesitate to let me know.
Regards
John Smith
Mobile 12345 76899
Email from a prospective employer asking you to reply to a third party to fix an interview
The third-party in this case will usually be the HR department, but not always. It could be one of the other managers, a P.A. or even a supervisor. In these circumstances, you should email the named person with a c.c. of the message to the person that contacted you (the person you will see at the interview). This helps to keep everyone in the communication loop. Here is a sample email that you would send to the person arranging the interview:
Dear Mrs S
c.c. Mr X
I am contacting you in response to an email I received today from Mr X, asking that I get in touch to fix an interview for the position of Marketing Manager. It would be great if you could let me know what times suit you best. I will then make myself available.
Alternatively, if you would like to give me a call, we can discuss times over the phone.
I look forward to hearing from you and to finding out more about the position with your company.
Regards
John Smith
Mobile 12345 76899
Always try to make yourself available, but if there are times that are difficult for you, let the recipient know. You might wish to say, “I am available for interview during my lunch hour or before 9 am or after 5 pm. If this is not suitable, I will arrange to take time off to agree with your time and date.”
No matter what type of request you are responding to, any communication from a prospective employer should be treated with care. Make the most of this by responding in the right way and you will already be one step up on the ladder of success. Follow our lead, make your reply to an interview request professional and well written and the reader will notice. Don’t be tempted to think that because it is an email you can be informal or lacking in attention to detail. If you want to dash your hopes of obtaining this new position, send an email full of spelling and grammatical mistakes; you will immediately go to the bottom of the pile as far as interest from your prospective employer goes. When you have worked so hard to get to this point, make the most of the situation.
The team at CMD Recruitment are well versed in helping candidates with their job search. Our website is full of useful information and we are always available at the end of the phone if you wish to discuss a certain position in more detail. Check out our candidate downloads and blogs for useful information. Alternatively, you can search for suitable jobs here.
This refers to responding appropriately to interview invitations with clear, professional communication that reflects positively on you as a candidate.
Your response sets the tone for your interaction with the employer and can influence their perception of your professionalism and attention to detail.
For job seekers, a well-written response improves their chances of progressing. For employers, it helps identify organised and professional candidates early in the process.
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About the Author
CMD Recruitment Career Team
This article was written by recruitment specialists at CMD Recruitment, a UK recruitment consultancy supporting employers and candidates across Wiltshire, Bath, Bristol and the wider South West.
The team regularly shares insights on recruitment trends, hiring challenges and career advice to help professionals navigate the evolving job market.
Reviewed by senior recruitment consultants at CMD Recruitment.
