How to Respond to an Interview Request? [by Email or Phone]

How to respond to an interview request? Your response to an interview request is critical in capturing the interviewer’s attention and moving forward in the hiring process. The way you respond will show your potential employer your degree of professionalism and etiquette.

In this article, I will show you several ways of responding to a request for an interview to increase your chances of landing the job.

How do you respond to an interview request? Four great responses to an interview request are as follows:

  • “Thank you so much for the interview request for the (job opening.)”
  • “Yes, I am available for an interview from Monday to Friday next week.”
  • “Yes, I would like an interview with you at (location).”
  • “Thank you for the request for an interview with (name of company).”

You should develop a good quality response that will catch the interest of the interviewer. It’s not enough to just write down or say a few words acknowledging the request. Your response should be well-thought of, clear, concise, grateful, and respectful.

Read on to learn more about how to respond to an interview request. I’ll give you several quality responses that will make the interviewer want to see and talk to you as soon as possible.

How to Respond to an Interview Request

Your education, skills, and experience are the things that make you worthy of the position that you are applying for. The way you interact with the company’s interviewer will increase your chances of reaching the first base, too.

How do you respond to an interview request? Since it is in the job interview where the whole thing starts, your response to a request for interview is just as important as landing the job. You will need the following tips in formulating an appropriate and effective response for a job interview.

Typically, most companies send their interview requests through email or by phone. So, I thought of creating a separate section for each.

A) How to Respond to an Interview Request Email

The opening statement of your email response should catch the interest of your potential employer. So, how to respond to an interview request email? Here are some examples of opening statements, which will elicit this kind of response.

  • “Thank you so much for the interview request for the (job position). I’m glad for this opportunity, and I look forward to meeting with (HR manager) on (date) at (time) in your (location) office.”
  • “Yes, I am looking forward to interview with you at ……..”
  • “Thank you for your request to interview with (name of company). Yes, I’m available on (day, date, month), at (time).”
  • “Yes, I will free myself for an interview on (choice of days) during the week of ……..”

How you structure your response is also important in impressing your future employer. Below are two examples of how to effectively form your response.

Example 1

  • Begin your email response by giving thanks to the HR manager for considering your application.
  • Inform the manager about the time you are available for the interview.
  • Maintain a professional tone in all your statements.
  • Don’t add any slang language, emojis or emoticons on your response.
  • Proofread your response before clicking the send button.

Example 2

  • Start with a formal greeting and salutation (e.g., Dear Mr./Ms.).
  • Thank the sender for the interview request and accept the invitation.
  • Confirm the details of the schedule (date, time, location, and interviewer).
  • If there’s a scheduling problem, provide an alternate date and time.
  • Request confirmation of the interview schedule.
  • End your response with a proper closing salutation (e.g., Regards, Yours, Respectfully, Sincerely, and so on).
  • Provide your full name and email address, including phone number.

Now, I will give you several templates to use in formulating your own response to a request for interview.

how to respond to interview request

Template No. 1 – Response to the Person Who Arranged the Interview:

Dear Mr./Ms. (name),

I received an email today from (name of company staff) requesting that I get in touch with you to schedule an interview for the (job opening) at (name of company). Please let me know, at your convenience, when you have openings in your schedule.

I am excited to know more about the career opportunities at (name of company). I am looking forward to discussing the job in more detail.

Sincerely,

(Your name)

(Your phone number)

Template No. 2: Send This Response If Your Time Is Inflexible:

Dear Mr./Ms. (name),

Thank you very much for the interview request.

Please let me know, at your convenience, if you have other openings in your schedule. While I work during regular business hours, I am still available for interviews from 12 noon to 1 p.m. I am also free before 9:00 a.m. and after 5:00 p.m.

Would it be possible to schedule the interview during these hours? I would really appreciate it if you could. If it’s otherwise, please let me know, and I’ll arrange time off from my work to get to the interview.

Best regards,

(Your name)

Template No. 3 – If There Is Logistical Question, Give This Response:

Dear Mr./Ms. (name),

Thank you very much for considering me for the (job position) interview at (name of company). I’m looking forward to my meeting with Ms. (company manager) on (date).

When you have the time, please let me know if the interview will be held at (company location) and at (time).

I am certain that my (specific work experience) makes me a qualified candidate for this job. If you need any further details before the interview, please let me know.

Respectfully,

(Your name)

(Email address and phone number)

Template No. 4 – Give This Response for a Request to Email Another Company Staff to Schedule the Interview:

In this case, you should write two responses: one for the employer or manager and another to the staff responsible for scheduling your interview.

A) To the Manager or Employer:

Dear Mr./Ms. (name),

Thank you for considering me for the (job opening) at (name of company). As requested, I will email (name) to schedule the interview. I also look forward to speaking with you and perhaps with some additional members of your staff.

Please let me know, in the meantime, if you need additional information about me, and I will gladly provide it.

Yours,

(Your name)

(Your phone number and email address)

B) To the Staff Arranging the Interview:

Dear Mr./Ms. (name),

I just received an email from (employer or manager) requesting me to communicate with you to schedule an interview for the (job opening) at (name of company). Please let me know, at your convenience, when you have openings in your schedule.

I’m excited about the opportunities, which will open for me at (name of company) and am looking forward to discussing more of the job details.

Best regards,

(Your name)

(Your phone number and email address)

Template No. 5 – Give This Response to a Recruiter Email:

Dear Mr./Ms. (name),

Thank you for reaching out to me about this job opening. I am interested and would like to hear more about the job.

Here are the times I am available this week if you want to contact me by phone (indicate available times). You can call me at these numbers (phone numbers).

Thanks so much, and I look forward to speaking with you.

Sincerely,

(Your name)

Template No. 6 – Send This Response to Email Interview Requests:

Dear Mr./Ms. (name),

Thank you for inviting me to interview for the (position) at (name of company). I appreciate that you considered me for the position. I look forward to meeting you soon.

With respect to your availability, I prefer to have the interview on (date, day, and time) at (location). Please let me know what schedule works best for you.

I am excited about the opportunities that (company name) is offering. Again, thank you for your consideration and your time.

Yours,

(Your name)

(Your phone number and email address)

Template No. 7 – Give This Simple Response to an Email Interview Invitation:

Dear Mr./Ms. (name),

I am writing to accept your interview request for the (position). Thank you so much for this opportunity. I definitely look forward to meeting with (name of company staff) at (time) on (date) at the (location of the company office).

I’m confident that my academic background and acquired skill set would be an asset to your organization. Please don’t hesitate to reach out, especially if you need further information about me.

Regards,

(Your name)

(Your email address and phone number)

how to respond to a request for an interview

B) How to Respond to an Interview Request by Phone

There are times when the HR manager decides to schedule a phone interview for their job candidates. If you received such a notice, here are some examples of how you can appropriately and professionally respond to it.

Template No. 8 – Give This Response to an Email Requesting for a Phone Interview:

Dear Mr./Ms. (name),

Thank you for your response. I welcome a phone interview and learn more about the work I applied for.

I am available on (days, dates, and times). The best number to reach me is ________________.

Please let me know which day and time work best for you. I will arrange my calendar to suit yours.

I’d also appreciate it so much if you could inform me who will be calling. That will really help me a lot. I am used to preparing ahead of time, so I hope you understand.

Sincerely,

(Your name)

Template No. 9 – Give This Response to a Voicemail Requesting for a Phone Interview:

Dear Mr./Ms. (name),

Thank you for calling to schedule a time for my interview. I am sorry I wasn’t able to take your call. But I’m available on (day, date, and time) and look forward to speaking with you.

Yours,

(Your name)

(Your phone number and email address)

Template No. 10 – This Is an Alternate Response to a Voicemail for a Phone Interview Invitation:

Dear Mr./Ms. (name),

Thank you for your call scheduling my interview. I’m very sorry I wasn’t able to take your call. I am available for the interview on (day, date, and time), and I understand that the interview will take place at (location).

Please let me know if the time and date I have given works for you. I will gladly adjust my calendar if they won’t.

I look forward to meeting you soon. If you need to call me, the best number you can use is (phone number). But if you want to email me, you can use this address (email address).

Respectfully,

(Your name)

Template No. 11 – This Is an Alternate Response to a Voicemail for a Phone Interview Request:

Hello Mr./Ms. (name),

This is (your name), and I am returning your call to schedule a phone interview for the (job position). Thank you for calling me. I am very happy that you are considering me for the job.

You suggested (day, date, and time). That schedule is just right for me. How much time do I have to block out in my schedule for the interview?

Thanks again for considering me.

Respectfully, how to respond to an interview request email

(Your name)

(Your phone number and email address)

Conclusion – How Do You Respond to an Interview Request

So, to recap, how to respond to an interview request? 4 of the best ways to respond to an interview request are as follows:

  • “Thank you so much for the interview request for the (job opening.)”
  • “Yes, I am available for an interview from Monday to Friday next week.”
  • “Yes, I would like an interview with you at (location).”
  • “Thank you for the request for an interview with (name of company).”

So, how do you respond to an interview request? Responding appropriately to a request for interview is the start of your communication with the company that could be your future employer. If you set the right tone in the first response, you will increase your chances of moving forward in the company’s hiring process.