Congratulations! You scored that interview. It’s a good idea to accept and confirm with an email, even if you have spoken to the hiring manager or human resources representative on the phone. That way, you can be certain that you have all the details correct.
It is also a good opportunity to ask logistical questions — where is the office located, who exactly will you be speaking with during the interview, etc. An email also serves as a reminder to you and the hiring manager and is an excellent opportunity to reiterate your interest in the position.
Read below for more information on sending an interview acceptance email, as well as some sample emails in which the writers accept and confirm a job interview. The first letter is a simple confirmation of the details, and the second example letter asks for clarification on some interview details. The second example also reiterates the job candidate’s interest in the job.
Use these sample emails as a guideline when you craft your confirmation email about the interview. However, do not simply copy these emails. Change the language in the email to fit your situation and the job you are applying for.
When to Send the Email
Ideally, you'll send this email soon after the notice (often a phone call, or perhaps an email) about the interview. Here's one exception to sending an interview acceptance email: When you receive notice of an interview, hiring managers may mention that they plan to send a confirmation email to you. There is no need for you to send an email if the hiring manager plans to do so.
The Template for an Interview Acceptance Letter
Here are some guidelines to keep in mind as you are writing your interview confirmation email.
Subject Line
Include the job title and your name in the email subject line: Interview Confirmation Job Title - Your Name. Remember, the hiring manager may be setting up several interviews; including your name makes it easier for him or her to keep emails sorted. It's also helpful if your email is forwarded to interviewers.
Why You're Writing
Lead off the email with the reason you're writing. You can start by saying "Thank you for the opportunity..." or "I'm writing to confirm the interview details..."
Thank You
Make sure to thank the email's recipient for the opportunity to interview.
Any Requests
You should always bring several copies of your resume to your interview.
However, some companies may want other documents — social security card, portfolio of work, etc. — on hand during the interview. Others may want for you to send a sample of work prior to the meeting.
In your email, you can ask if there is anything that you should bring on the interview or if there is any information you can share prior to the interview.
Review these guidelines for sending professional email messages if you need help formatting your message.
Sample Interview Confirmation Letters
Review a sample email message accepting an interview and confirming the time of the appointment, as well as an example that asks for confirmation of the interview location. Both letters offer to provide any additional information the employer may need.
Letter Accepting an Interview Invitation Example
Subject: Interview Confirmation Account Analyst Position - Sara Potts
Dear Mr. Gunn,
Thank you very much for the invitation to interview for the Account Analyst position. I appreciate the opportunity, and I look forward to meeting with Edie Wilson on June 30th at 9 AM in your Quincy office.
If I can provide you with any further information prior to the interview, please let me know.
Best Regards,
Sara Potts
sara.b.potts@gmail.com
555-123-1234
Letter Accepting an Interview Invitation and Asking Questions Example
Subject: Interview Confirmation - Bob Steenberg
Dear Ms. Morrison,
It was great speaking with you on the phone earlier today. Thank you very much for the invitation to interview for the Editorial Coordinator position at ABC Company. I'm very much looking forward to our conversation, scheduled for May 6, at 3 PM.
When you have a moment, can you confirm that this interview will take place at the downtown location of ABC Company?
I believe that my editorial experience in the technical publishing field makes me an ideal candidate for the position. I look forward to sharing my passion for and skills in editorial work with you.
If I can provide you with any further information prior to the interview, please let me know.
Sincerely,
Bob Steenberg
bobs@gmail.com
555-123-1234