However, in the case that a candidate fits the job description, then an interview is scheduled. When the employer reaches you through an email, it’s only fair to write an interview acceptance email back. By doing so, it leaves a positive impression on the recruitment team of the company. The article provides details about interview acceptance emails and creates a suitable letter to show appreciation.

What Is an Interview Acceptance Email?

An interview acceptance email is similar to an interview acceptance letter. Its purpose is to accept and confirm the interview arrangements. Despite being contacted through a phone call by the company’s recruiter, it is encouraged to write an email. Writing an interview acceptance letter assures the employer you are actively seeking to communicate with them and show interest in the position. It helps the employer understand how much getting the call for an interview impacts you as a potential employee. Communication establishes a rapport between a potential employer and a candidate.

According to Jobvite’s database dated 2017, an average of 1 out of 6 applicants gets interviewed for a job. That’s a less than 20% chance of being offered an interview. From the data, a little note of thanks can go a long way in showing the employer that you are grateful for the opportunity to be interviewed.

Parts of an Interview Acceptance Email

After getting an email or a phone call from a potential employer, it is relevant to respond with an email saying appreciation for reaching out to you. Here are the things to include in your interview acceptance email.

Subject line: The subject line includes the job title the candidate applied for along with their full name. Remember that the recruitment team of the company is classifying through different applicants. It is helpful to add your name in the subject line to help the recruiter sort through a list of potential candidates. Employer details: The email must reflect the name of the person who contacted the candidate, the address of the organization, and contact information. If the letter does not contain a particular person, address the email to the human resource department head.Formal salutation: Include a line, phrase, or sentence of polite greeting to the person who addressed the email letter. Add a courtesy title to the name of the individual who sent the letter, either Mr., Ms., Dr., among others. If the previous email sent to an applicant does not contain a particular person, direct the message to the human resource manager of the business. Details about the job position: It is essential to include the position title of the job vacancy position. Aside from this, it is also advisable to indicate the place the candidate found the vacant position. Adding this information helps the recruiter to discern where their ads reach potential candidates.Location and type of the interview: The section indicates the means of communication of the meeting. Inquire what the interviewer or the representative will use to hold the meeting. It is necessary to include this information in the email, especially if the respondent did not mention a specific means to do the interview. If the entire interview is through a video call or conference, ask if there is a particular application to be used. Ask for the link to the room about the interview. If the meeting is via phone call, inquire if the number calling is from a mobile phone or a local number. It also helps to ask the precise number to be used. If the interviewer states the interview is in person, ask for the specific location of the company.Interviewer’s information: If the email fails to indicate the person conducting the interview, the candidate can ask for the details of the interviewer. It includes the name and the job title of the individual administering the meeting. The knowledge of identifying the interviewer helps to prepare for the interview, especially when addressing the person.Other information relating to the interview: In this section, the candidate states any information that needs clarification. Examples include the link URL and the password for the room of the conference, transportation details, number of attendees or attendance list, and interview time estimates, among others. The person sending the email expects questions about the meeting. Do not hesitate to ask questions before the meeting. It ensures the employer that the applicant understands all the details and has no further inquiries.Date and time of the interview: The email the company sent reflects the possible date and time for the interview. However, if the applicant cannot make it to the assigned time, they can include dates on which they are available. It is essential to let the interviewer know if you can make it to a scheduled meeting. It allows them to make the necessary adjustments and cater to other applicants aiming for the same position.Closing remarks: End the email letter with a thank you note and send best regards to the person who sent the interview invitation. Make sure to sign your name and add your contact information at the end of the email.

Proofreading your letter and sending a copy to yourself are recommended as well. It helps you see if there are inaccuracies in your writing that can be corrected and addressed.

Steps In Responding to an Email Interview Invitation

It is necessary to know when to send an interview acceptance email. Ideally, once you received an email about a job interview, it is advisable to respond within 24 hours to ensure the employer you are still interested in and available. Here are steps to remember when responding to an interview email.

Step 1: Respond to the Email as Soon as Possible

It is ideal to respond immediately to the email as the acceptance letter does not take a long time to create. In addressing the approval letter of the interview, it is fitting to provide a reply within a day of the acceptance date. It sends a message to the recruiter that the applicant is waiting for the interview date and are eager to be a part of the company.

Step 2: Indicate Acknowledgement and Receipt of the Letter

Begin the email by acknowledging the receipt of the interview invitation by the sender. In the acknowledgment, it is essential to indicate the job title and the name of the applicant. It means the letter reached the correct person, and there are no issues faced. It shows respect and gratitude to the hiring manager of the company for reaching out to the candidate.

Step 3: Describe How You Feel

Express your appreciation for the opportunity given by the recruiter. It displays the candidate’s professionalism and gives the impression that the company executed the right decision in reaching out. In describing gratitude, make sure to state words or phrases that show promise relating to performance. Recruiters are pleased to hear the appreciation for their efforts in selecting the best candidates. It helps alleviate any doubts about the candidate’s abilities to perform their jobs.

Step 4: Keep the Content Simple and Short

Refrain from using long paragraphs or highfalutin words if simpler terms are available for use. The message must be clear and thorough, expressing thanks and appreciation for the opportunity given by the company. If there are questions or clarifications to be raised to the recruiter, include them. Do not include repetitive thank you notes across the letter and only state thanks in the introduction and the conclusion.

Step 5: Use a Warm and Professional Tone in Writing a Response

Keeping it short and simple does not mean the content is stoic and bland. It helps to have the tone of the letter friendly and professional. In this sense, your response is well structured and appropriate.


What are the things to keep in mind when doing a job interview?

Due to the circumstances the world is facing right now, candidates have the chance to be interviewed over video conferencing. However, keep in mind that these interviews go the same way as traditional interviews. Preparing for the interview is still essential to land the position. Here are tips to keep in mind to secure the job application interview process.

  • Research about the company: It is essential to research the company, along with its vision, mission, and current conditions. It is also advisable to raise questions about the company’s culture and environment.
  • Familiarize yourself with your resume: The resume serves as a blueprint for the candidate. The candidate must possess knowledge in all parts of the resume. It is necessary to speak to the best of your ability to show your capabilities and skills to secure the position.
  • Analyze the job description: Knowing the job description give the recruiter an idea that the candidate has read and understood the functions required from the employee. It helps the applicant to navigate and tailor the words used to fit the vacant position.
  • Plan an elevator pitch: An elevator pitch in the best response to the interviewer asking, “Tell me about yourself.”. It must include a story that inspired you to take on the position. List previous situations where you showed passion in the field. Highlight the skills relevant to the job description posted by the company.
  • Share previous experiences related to the job: In sharing previous experiences, remember to state the situation clearly, describe the responsibilities related to the task, share the actions you did to alleviate the crisis, and discuss the results after the necessary action.
  • Create a strong impression: It is necessary to build a rapport with the person conducting the interview. It helps to project enthusiasm and energy. It is also important to dress professionally.
  • Respond to small talk: It benefits the candidate to identify topics of shared interest. In the acceptance letter, it is necessary to ask about the interviewer’s information. Researching about current trends or events related to the company is helpful because it shows the interviewer your investment to know the company is fairing.
  • Be aware of your body language: Body language greatly reflects a candidate’s confidence, nervousness, or uncertainty. It is advisable to prepare yourself and exude positive energy. Mind your posture and give importance to movements showing focus and attention.
  • Don’t be afraid to ask questions: Perhaps one of the most important aspects of any job interview relies heavily on the candidate asking questions. Through asking questions, the interviewer not only sees the determination of the applicant to join the company. The candidate also learns more about the company by asking the right questions about career development opportunities, future projects, or employee relations.
  • Write a follow-up letter: Do not forget to write a letter of appreciation to the interviewer for the time to meet with you. The content must focus on relevant details about the interview and express excitement about the possibility of working with the company.

How does a potential candidate land a job interview?

Most employers post vacancies through job search portals and use social media to market ads that people see to get traffic. Recruiters also ask for employee referrals to fill in the openings. Jobs require a well-written resume and cover letter, and in some cases, a work portfolio. The human resource department also initiates cold-calling from candidate referrals, asking if they are interested in a particular position, even if it is for nonvacant and future posts. It is also advisable for applicants to persist and follow up on job applications.

What are the clues that hint an applicant claims a vacant position in a job interview?

Remember to look for indicators if you are eager to land the job even before an interview. These indicators can be signs that the recruitment process is going your way. Take note that these indicators do not guarantee getting the job. How you respond to the entire interview is still the most valuable aspect. Here are some indicators or signs to look for if you’re curious about getting the job.

  • The recruiter uses ‘when’ instead of ’if’.
  • The recruiter repeats that they like what they hear.
  • Discuss perks and negotiate salary expectations.
  • Introduction of the follow-up process.
  • The conversation becomes casual.

What should the job applicant do after an interview?

It is advisable to ask what the next process is, how many candidates are applying for a similar position and an estimate of when to expect a follow-up. It’s a long time to wait for a call. It is recommended you keep your lines of communication open. It also doesn’t hurt to apply for jobs as you wait because it will give you plenty of opportunities to land a job. It is also helpful to ask for details about the recruiter or the human resource manager to send thank you letters. Patience and perseverance are the keys to success.

There are many opportunities for you to land a job interview. In this day and age, there are prerequisite conditions for specific jobs. Some require a degree or previous job experience to qualify for a particular position. With patience and perseverance, along with the ability to research and study about a job, the chances of getting that job interview are high. Make sure that you are keen on the job position and the company because of the culture and vision. It is important to show appreciation for the opportunity of time and trust given by the interviewer. In the words of Voltaire, “Appreciation is a wonderful thing. It makes what is excellent in others belong to us as well.”. Remember to send a quick interview acceptance email to your recruiter and show your gratitude.