How To Invite Someone For An Interview By Email – The hiring process can be complicated. Sifting through endless piles of resumes takes forever, a day. But once you’ve narrowed down your list of potential interview candidates, does it get any easier?
Whether you have fewer than 50 candidates or a small selection of 2 or 3, inviting candidates to interview requires careful thought and planning to ensure you hire the best candidate. You don’t want to sound too stiff, impersonal or robotic, and you want to make sure you represent your organization as professionally as possible.
How To Invite Someone For An Interview By Email
We’re here to provide you with a process plan, tips, email and phone templates, and checklists to help you invite candidates to interview professionally and sincerely.
Phone Interview Invitation Email Template
There are two main options for determining “how” to invite a candidate for an interview: email or phone. To help you through the process, we’ve done most of the work for you during the evaluation process. Now find the option that best suits your culture and you’re good to go!
Currently, the best way to invite a candidate for an interview is by email. This solicitation allows for personalization while respecting your candidate’s boundaries, as most millennials prefer email. If they are still working, and they are often the best candidates, email allows them to read at any time without interrupting their current work situation.
A carefully prepared email invitation provides the applicant with the information and documents they need all at once. Managing discussions with candidates is important in today’s recruitment culture to ensure correct procedures are followed and there is no bias. Having enough information documented on paper will help protect you in this process.
Avoiding confusion when communicating with prospects is critical. Often, they’re asking for more than just your job ad, so sending them a clear email allows them to stick with it and avoid misunderstandings. Keep the email short, but make sure your excitement is clear to the candidate, see the template below for an example.
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If a phone interview fits better with your company culture, you can call the candidate with an interview invitation. Make sure you call the right number, the environment is quiet, and you have all the right information to get to know the candidate, phone etiquette is very important!
After the initial conversation and extending the invitation, take time at the end of the call to summarize the main points. Reconfirm the location, date, time, length of the interview, and what (if anything) the candidate should bring.
Best practice recommends following up with an email detailing these items in writing, but it’s always good to follow up on these items verbally at the end of the call when inviting a candidate to a phone interview.
At this point, you are most likely to choose between a team email invite or a team phone invite. Wherever you land, here are some tips to help you along the way.
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What we mean is: know the right time to contact a candidate. This is especially true for phone calls. If the candidate is currently working, he may feel uncomfortable answering your call in front of his colleagues or, worse, his boss. Once you’ve found the best candidate, you want to schedule an interview as soon as possible, but you also want to prepare that candidate for a job interview, and job phone calls can be a little stressful.
Some recruiters prefer to communicate via email, especially when searching for candidates. Time does not matter in this case, as candidates can examine the emails (regardless of the environment), read them in a timely manner, and respond accordingly.
The candidate may be applying for other jobs at the same time, so they will want to know exactly which jobs they are applying for and which companies they are applying to. Or maybe your relationship with your current organization was through external recruitment methods – it’s time to bridge the gap! Tailor your invitation to the person you are interviewing for and clearly state the job title you are interviewing for.
In this interview, you should mention specific and personal things like what the candidate will be preparing for, what topics will be covered during the interview, how long the interview process will take, and whether it will be a one-on-one interview. – individual or team interviews.
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Most applicants are already employed, meaning they can work full time. In other words, it may be difficult for them to take time from work to go to an interview or a Skype interview. In this case, try to be as flexible as possible with one-on-one interviews, allowing the candidate to choose a time that best suits their current needs and hopefully not having to reschedule the interview.
To simplify the process, it is easier for the applicant to choose different dates and times, and if one of these is not acceptable to the applicant, we will contact them further.
You want the interview process to be as simple as possible, just as you need to be clear and specific when creating your ideal candidate profile, and inviting a candidate for an interview is no exception. For example, your job description may specify whether you want someone to work remotely or strictly in the office. A description will help your company show their personality and organizational skills.
Try to avoid delays by providing detailed instructions in your invitation to prevent the applicant from becoming physically or mentally disoriented. Be sure to include the position, location (video or face-to-face interview), time, interview, structure and length, everything necessary for the interview, pre-employment screening requirements, and contact details. Give the candidate everything they need to succeed in the interview, after all, you want them to succeed!
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Finally, it is important to consider your tone when inviting candidates to an interview. Not only should you sound polite, approachable, and professional, but you should also maintain a voice that reflects positively on the company and sets the tone for the interview.
Remember that waiting for an interview invitation can be frustrating for job applicants, especially since only 1 out of 7 candidates make it to the interview itself. When they finally hear from you, they will want you to be as relaxed, excited and confident as possible during the interview. It could be because of how you sound on your email or phone call.
If you can’t write an invitation email from scratch or you’re stuck on what to say on the phone, consider these templates to help you on your way.
You’ve done all the hard work at this point! Now that you’ve chosen the invitation method that best supports your organization and used our tips and templates to make your invitations stand out, it’s time to review a checklist throughout the invitation process. Make sure your interview invitation includes the following essentials:
Schedule Interview To Personal Calendar (google Calendar)
With these tips, inviting a candidate for an interview will be less stressful for you and the candidate!
After that, interviewing and asking all the right questions is another critical step in the hiring process that ensures you hire the best candidate for the role.
This is an updated version of an article published on October 26, 2019, with contributions from staff writer Shali Reich. Schedule video calls with candidates during your recruiting process using this video interview invitation email template. Video interviews can help candidates screen before inviting them for an on-site interview.
When writing this email, it is best to make it clear in the subject line that you are sending a video interview invitation. Otherwise, prospects may not open your message.
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To avoid confusion when scheduling a video interview, be sure to enter the correct time zone if you and your candidates are in different locations.
You can customize this video interview email template to have a casual or formal feel depending on your company culture.
If you’re interviewing candidates over the phone, check out our sample phone invitation emails and our phone screening interview questions. You can confirm your interview using our telephone interview confirmation template.
Want to save time during the interview process? Sign up for a free 15-day trial of Workable’s perfect recruiting software and start hiring the best people faster.
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] I would like to arrange a video call with you and […]
For this video call you will need your Skype/Hangouts account details before the interview date / once the date and time of the interview have been agreed I will send you a link to join the call on your computer. .We are still here
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