Interview confirmation email template
The confirmation email is where the process should feel locked in. No ambiguity, no missing details, no buried link.
Subject: Interview Confirmation - [Role] at [Company]
Hi [Candidate Name],
Thank you for confirming your availability. This email confirms your interview for the [Role] position at [Company].
Date: [Date]
Time: [Time] [Time Zone]
Format: [Format]
Location or link: [Details]
Interviewers: [Names]
If anything changes before the interview, reply here and I will update the plan.
Best regards,
[Your Name]
Thank you for confirming your availability. This email confirms your interview for the [Role] position at [Company].
Date: [Date]
Time: [Time] [Time Zone]
Format: [Format]
Location or link: [Details]
Interviewers: [Names]
If anything changes before the interview, reply here and I will update the plan.
Best regards,
[Your Name]
Format: Video
Meeting link: [Link]
Interviewers: [Names]
Format: Video
Meeting link: [Link]
Interviewers: [Names]
Format: Video
Meeting link: [Link]
Interviewers: [Names]Location: [Address]
Arrival notes: [Details]
Interviewers: [Names]Format: Phone
We will call you at: [Number]
Interviewers: [Names]
Meeting link: [Link]
Interviewers: [Names]
When to use this template
- After the candidate accepts the interview
- When the scheduling thread ended with a clear time but not a clean summary
Tips for writing the email
- Restate every critical detail even if it appeared earlier in the thread.
- Place the link or address high in the message.
- Mention interviewer names if the candidate should know who they will meet.
What to edit before you send it
Confirmation emails reduce no-shows because they package all the scattered details into one easy reference. That sounds obvious, but a lot of teams skip it and let the thread stay messy.
Candidate nameRoleDateTimeFormatLocation or linkInterviewers