In-person interview invitation email template
An in-person interview email needs the same core details as any other invite, plus the practical notes that stop day-of confusion.
Subject: In-Person Interview Invitation - [Role] at [Company]
Hi [Candidate Name],
We would like to invite you to an in-person interview for the [Role] position at [Company].
Date: [Date]
Time: [Time] [Time Zone]
Location: [Address]
Arrival notes: [Parking / reception / floor / check-in instructions]
The interview should take about [Duration] and you will meet with [Interviewer Name / Team].
Reply here if the timing works. If not, send over another option and we will find a better slot.
Best regards,
[Your Name]
We would like to invite you to an in-person interview for the [Role] position at [Company].
Date: [Date]
Time: [Time] [Time Zone]
Location: [Address]
Arrival notes: [Parking / reception / floor / check-in instructions]
The interview should take about [Duration] and you will meet with [Interviewer Name / Team].
Reply here if the timing works. If not, send over another option and we will find a better slot.
Best regards,
[Your Name]
Please check in with reception when you arrive and mention the [Role] interview.
Please check in with reception when you arrive and mention the [Role] interview.
Please check in with reception when you arrive and mention the [Role] interview.The interview will take place at [Building / floor / room].Visitor parking is available at [Details].
When to use this template
- When the interview takes place on site
- When the candidate needs arrival instructions, parking notes, or reception details
Tips for writing the email
- Put the address high in the email, not buried near the end.
- Call out parking, reception, or building access if the location is not obvious.
- If the interview involves multiple people or rooms, say that up front.
What to edit before you send it
In-person interviews create more avoidable friction than remote ones. Most of it comes from small missing details: where to park, where to check in, or whether the candidate needs extra time to find the building.
Candidate nameRoleDateTimeAddressArrival notesDurationInterviewers