How to Write an Interview Confirmation Email

An email of confirmation for an interview is just as it sounds — an email sent to confirm that you are interested in attending a job interview and verifying the date and time for the email. This email may be sent to a hiring manager or recruiter and typically occurs after the hiring manager reaches out to you to extend an invitation for the interview. Sending this type of email is imperative to confirm your interest in the position and that you will be attending the interview at the date, time, and venue as indicated by the hiring manager.

You should typically send an email confirming a job interview as soon as possible after the notice of the interview. This ensures that your interview date and time is set and that it isn’t taken by another candidate. It also shows your interest and enthusiasm for the position and the organization.

An exception to this rule is if the hiring manager notifies you that a confirmation email will be sent to you. If this happens, it’s best to wait for the confirmation email to arrive before sending an email affirming the interview details. If you don’t receive this confirmation email after a day or two, reach out to the hiring manager to ensure it’s being sent.

The following are the most important components that should be included in an email confirming a job interview:

• Subject line: When sending an interview confirmation email, it’s important to use a subject line that clearly states the email’s purpose. You should include the job title, your first and last name, and a quick description of what the email is about, such as ‘confirmation for interview.’
• Your contact information: You’ll also want to include all of your contact information in the email, including your phone number, email address, and address. This ensures that the hiring manager has all of this information readily available should they need to contact you prior to the interview.
• Your reason for sending the email: Begin your email by clearly stating why you are writing the email. For example, you could begin the first paragraph by stating, ‘I am writing to confirm the interview for [date] and [time] at [location where the interview will be held.’
• Questions about any additional information or documents you should bring to the interview: While you should already be prepared with several copies of your resume when attending an interview, you should also ask if you need to bring any additional information. For example, the hiring manager may request that you bring your reference letters, work samples, or portfolio to the interview in addition to your resume.
• A thank you to the hiring manager: You should also include a sentence thanking the hiring manager for their time and consideration as well as for the opportunity to interview for the position.

Here are a few tips to keep in mind when writing an email to confirm a job interview:

• Ensure your subject line is concise and clearly conveys your reason for writing.
• Keep the email as short and concise as possible, preferably only one or two paragraphs.
• Include an appropriate and professional greeting using the recipient’s name.
• Avoid colored or ornate fonts that are hard to read or unprofessional.
• Do not use emojis, smiley faces, or other types of emoticons.
• Proofread your email before hitting send and consider having someone else read over it as well.
• Send a copy of the email to yourself as well using the Bcc field.
• Flag or keep your email correspondence in an area where you can quickly find it in your inbox.

Here is a template you can use when formulating an email confirming an interview:

[Subject line: Interview confirmation for [position] — [your first and last name]

[Dear Mr./Mrs./Ms. [last name of the hiring manager or recruiter],

[Introduction paragraph that includes your purpose for writing the email and a thank-you to the hiring manager or recruiter for the opportunity and invitation for the interview.]

[Second paragraph confirming the date and time or providing your available dates and times for the interview.]

[Closing sentence asking for any additional information or documents you should bring to the interview or that are needed prior to the interview.]

[Sincerely,]

[Your first and last name]

[Your phone number]

The following is an example of a confirmation email for a job interview you can use as a guide when writing your own:

Subject line: Confirmation of interview — marketing manager — Kristofer Selmen

Dear Mr. Banks,

Thank you for your consideration and invitation to interview for the role of marketing manager with YTX Marketing Firm. I am writing to confirm the interview we have set for Thursday, October 7, at 2:30 p.m. I look forward to meeting with you to talk about this open position and my qualifications for the role.

Please let me know if you need me to bring any additional documentation in addition to my resume and portfolio or if you need any further information before the interview on Thursday.

Sincerely,

Kristofer Selmen