Interview Confirmation Email: Samples And Tips

Congratulations! You landed the interview. Now it’s time to confirm that you will be at the interview.

A well-written interview confirmation email is a great first step to demonstrate your professional communication skills in action, and increase your chances of landing the job.

Look below for tips on how and when to write an interview confirmation email, along with some helpful samples.

What Is an Interview Confirmation Email?

An interview confirmation email is an email you send to the hiring manager or recruiter to confirm that you will be attending the interview they invited you to.

It’s the best way to keep track of important details (e.g. who will be conducting the email and where the office is located), demonstrate professionalism, and show your interest and enthusiasm for a position. Even if you were initially contacted by phone, an email ensures that both you and the hiring manager are on the same page for the interview.

When to Send the Interview Confirmation Email

First off, if you have already received a confirmation email from a hiring manager, or if you were told one was on the way, there’s no need to send an email yourself. Just review the details, and send a short, simple acknowledgment and “thank you for your consideration.”

Otherwise, timeliness is crucial. The hiring manager is likely busy and organizing multiple interviews with job candidates, so respect their time by responding within two days. However, responding within 24 hours is ideal.

Below are various tips, email templates, and examples for different circumstances. Once you’ve written the email, it’s time to take the next steps of preparing for your interview.

How to Write an Interview Confirmation Email

Here are the basic parts of any good interview confirmation email:

1. A brief, informative subject line. Use the subject line of your email to remind your potential employer of your name and the position you’re applying for. Something like:

   Subject: [Your Name] – [Job Title] Interview Confirmation
   or
   Subject: Interview Confirmation [Job Title] – [Your Name]

2. The reason you’re emailing. Start by telling the recipient that you’re writing to confirm your interview.

3. Confirmation of details. Make sure you know exactly when and where you should be for your interview. If those details haven’t been decided on or aren’t clear, now’s the time to get everything sorted out. You can also ask about the interviewer’s background or the format of the interview.

4. A thank-you. Hiring managers and recruiters appreciate basic manners as much as anyone else. Thank the recipient for the opportunity to interview — not many people make it to this stage, after all.

5. Ask what to bring (optional). If you’d really like to be prepared for your interview, preemptively ask if there are any materials you might need to bring.

   Some companies like to see things like a portfolio of your work, your social security card, or other miscellaneous documentation you wouldn’t automatically think to bring to an interview.

6. Your contact information. Along with your signature, include your phone number so you can be easily reached with any responses or concerns before the interview. They already have your email address, but feel free to include any other contact information you see appropriate.

7. Restate interest (optional). If you’d like, you can reinstate your interest by briefly reminding them why you are a great candidate for the position.

Tips for Writing an Interview Confirmation Email

• Write professionally. Don’t include funky fonts, gifs, emoticons, or text speak in your email. Make sure your voice is in line with the company culture. Some consider exclamation marks unprofessional while others see them as a friendly modifier, so only use them if they have been used in communication with you before.

• Proofread. Make sure there aren’t any spelling or grammar errors. If you are reusing a template you wrote, be sure you included the correct names and details. Any email you send during the hiring process reflects on your communication skills, so don’t lose points on a silly typo.

• Show gratitude. Be sure to include a thank you at some point in your email to show that you’re polite and courteous– traits that people are eager to work with.

• Email yourself a copy. It’s easier to keep your job search organized when all your email correspondence is in one place. Copy yourself on the message using Bcc, and then flag the email chain. That way, the interview details will be easily accessible in your inbox.

• Keep it short. This email should ideally be 1-2 paragraphs and totally fluff-free. There’s no real reason to do anything beyond confirming the details.

  The hiring manager liked your application materials enough to invite you for an interview — the next time you’ll be judged is at the interview itself, so don’t go overboard with your confirmation email.

Confirming Interview Short Email Template and Sample

Confirming Interview with Availability Options Email Example

Confirming Interview with Questions Email Example

Confirming Interview and Reinstating Interest Email Example

Confirming Video-Interview Email Example

Interview Confirmation Email FAQ

• Is it okay to confirm an email?

  Yes, it is always a good idea to confirm a job interview. It makes you appear professional and gives you the opportunity to confirm any information you might be missing.

• How do you say thank you professionally in an email?

  Examples of ways to say thank you professionally are:

  • “I am so very thankful for your time.”

  • “Thank you for connecting with me.”

  • “I appreciate the information you shared.”

• How do you confirm an interview invitation?

  Some examples are: “Thank you for your invitation to interview with [company name]” and “yes, I am available for an interview [insert date available]”

Author

Chris Kolmar

Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.