Crafting the Perfect Response to Job Interview Invites

Got an interview request in your inbox? That’s always a great moment. Whether it’s from a recruiter or a hiring manager, how you respond makes more of an impact than you might think. It’s your first real chance to show how you communicate and how seriously you’re taking the opportunity. In this article, we’ll walk through how to handle interview invites like a pro—from writing a solid reply to knowing what details matter most. You’ll also find helpful examples tailored for different scenarios. Let’s walk through it together.

How to Respond When You Get an Interview Request

There’s no need to overthink it, but there are a few best practices that can help you come across as thoughtful, organized, and easy to work with. Here’s what to keep in mind:

1. Don’t Change the Subject Line

When replying, it’s best to leave the original subject line untouched. This helps the hiring manager quickly match your response with their notes. It might seem like a small thing, but it keeps everything organized on their end.

2. Start with a Thank You

Gratitude goes a long way. Open your email by thanking the person who reached out. It shows respect for their time and sets a positive tone right away. You could say something like:

Thanks so much for getting in touch about the [position title] role at [company name]. I really appreciate the opportunity and I’m looking forward to speaking with you to learn more about how I can contribute.

3. Share Your Availability

Assuming you’re interested in the position (and if you’re reading this, you probably are), let them know when you’re available to meet. If you’ve got any conflicts, just be honest and offer other options.

Once you’ve been invited to an interview, the process has already begun. Use your response to reinforce your interest, offer up your availability, and include your preferred contact method. If the times they suggest don’t quite work, be proactive and share a few that do.

— Genevieve Northup, MBA, SHRM-CP, HCI-SPTD

4. Keep It Professional

This isn’t a text to your friend—tone matters. Keep your response polite, professional, and to the point. Avoid using emojis or overly casual phrases. And before sending, double-check for typos, especially the recruiter’s name and job title.

5. Ask Clarifying Questions

If you’re unclear about anything—whether it’s the interview format, location, or who you’ll be speaking with—go ahead and ask. It shows that you’re engaged and want to come prepared.

Sample Replies to Interview Requests

Here are a few email examples you can use or adapt depending on the situation:

When You’re Accepting the Interview

Dear Ms. Wade,

Thank you for considering me for the Social Media Manager role at XYZ Company. I’m available this Wednesday at 1:30 p.m. and excited to learn more about the position.

Best regards,
Jaime Jones
(555) 555-1234

When They Ask You to Call

Dear Ms. Wade,

Thanks for reaching out. I’ll give you a call tomorrow at 3 p.m. to schedule the interview as discussed.

Looking forward to it!
Best,
Jaime Jones
(555) 555-1234

When You Need to Reschedule

Dear Mr. Smith,

Thank you for getting in touch. I’m very interested in the role and eager to speak with you. Unfortunately, I won’t be available Monday at 10 a.m., but I’d be happy to connect later that day after 1 p.m., or anytime Tuesday through Friday.

Appreciate your flexibility!
Best,
Jaime Jones
(555) 555-1234

When You’re Declining the Interview

Dear Mr. Smith,

Thanks so much for reaching out about the opening. I wanted to let you know I’ve recently accepted another offer, so I’ll be withdrawing from consideration.

I truly appreciate the opportunity and your time.
Best wishes,
Jaime Jones
(555) 555-1234

Extra Tips for Handling Interview Invites

• Suggest alternatives if needed: If their proposed time doesn’t work, list a few options that do.
• Reply quickly: Try to respond within 24 hours. It shows you’re engaged and respectful of their time.
• Double-check the details: Make sure you’ve spelled their name correctly, and verify the role, company, and interview time in your message.

Also, be sure you’re clear on the logistics before the interview. Confirm the platform (Zoom, phone, in-person?), the exact time and time zone, and who you’ll be speaking with. Knowing the details in advance helps you feel calm, prepared, and ready to shine.

Common Questions

What should I include in my reply to an interview invite?

Make sure your response thanks the sender, confirms your interest in the job, and outlines your availability. If you’re not clear on certain details, it’s totally fine to ask. Keep it professional and friendly.

How fast should I reply?

Ideally, within 24 hours. A quick reply signals that you’re excited and dependable—two traits hiring teams love to see.

What if the time doesn’t work for me?

Don’t panic! Just respond respectfully and offer one or two other time slots that work better for your schedule. Most hiring managers will appreciate your honesty and effort to stay involved.

Can I decline an interview without burning bridges?

Absolutely. Life happens. Whether you’ve accepted another job or just changed your direction, you can still turn down an interview politely. A brief thank-you and well wishes can leave the door open for future roles with that company.