How to Write an Interview Acceptance Email [+Samples, Template, Tips]

“Congratulations! You have passed the first round and have been invited to the interview with…”

Among job seekers who are actively on a job search, this might be the line that people would like to see the most in an email as emails are becoming the most common medium through which a job applicant normally receives an interview invitation. 

Writing an email to hiring managers or employers is a tricky thing. Especially when it comes to accepting an interview invitation, improper content and/or formatting can be a deal-breaker. In this article, we’ve rounded up a step-by-step guide on how to write an interview acceptance email, as well as useful tips and accepting interview invitation email samples.

Just like a normal email, an email for accepting the interview invitation consists of three vital components: recipient, subject, and body (including greetings, body, closing, and signature).

Check out the section below for 5 essential elements that need to be included in an interview acceptance letter.

1. Include the email sender’s name in the greeting.

Normally, you may find the sender’s name in the email that informs you of the job interview. Including their name in your reply to accept the interview invitation is a sign of respect.

The most popular way in business email etiquette is beginning with “Dear” followed by their first and last name. If you prefer to establish a personal connection with the hiring manager and are sure about their gender, you can use either "Mr." or "Ms.". 

It’s inappropriate to say “Hi” or “Hey” as these greetings are too casual for a job application.

2. Let them know you appreciate the opportunity.

When it comes to employment seeking, saying “please” and “thank you” can help you go a long way. That shows not only your respect but also your appreciation for being offered the job interview. 

The most common way to express this is: 

3. Confirm interview details with them.

It’s essential to double-check the interview details with hiring managers, especially when you’re unsure. 

4. Ask if there’s any additional information or requirements.

In most cases, hiring managers will be impressed by candidates who bring work samples with them to the interview. In addition to that, show them your initiative and eagerness by asking if they would like you to prepare anything else for the interview. 

5. Sign off and include your contact information.

The last element in an email for accepting the interview is a professional closing with your signature, for example:

• Best regards,
• Kind regards,
• Sincerely,
• With gratitude,
• Many thanks,

Make sure you also include your contact information in case they need to reach you right away. 

Now that you already know what should be included in an email for accepting the interview invitation. Read on to learn about useful tips for writing a proper interview acceptance letter.

💡 Write a clear, professional subject line.

The subject line should reflect exactly what the body content is about. Hiring managers and employers receive hundreds of emails every day at work, therefore, you will need to write a clear, professional subject line as follows:

In any case, avoid leaving the subject line blank or using informal words or sayings, for example:

• Hi/Hello….
• FYI 

💡 Be timely with your response. 

Think about interview slots as “first come, first serve”, meaning that the sooner you send an email to accept the interview invitation, the better. 

From the perspective of employers, it’s important for you to reply and accept the interview invitation without delay. Time is money for businesses and they usually don’t have a lot of time to wait for your interview acceptance email. Since there are many job applicants for a single position, it takes the employer approximately one week to process a job interview. Hence, a prompt response shows your respectful and serious attitude toward the position as well as the employer. 

💡 Proofread your interview acceptance email.

Before you hit send, make sure that your email to accept the interview invitation has no typos, grammar mistakes, or inaccurate information. Even though it’s just a short email response, minor errors can show hiring managers that you lack professionalism and attention to detail. 

💡 Avoid informal tone and language.

You might think only your resume and cover letter need to be written in a formal manner. Your reply to accept the interview invitation should be, too!

To do so, try to keep your email tone professional and optimistic, and most importantly, avoid using emojis and slang.

💡 ​​Suggest multiple alternative dates. 

If you have a scheduling conflict, feel free to let hiring managers know and be specific by listing out the dates and times that you’re available. 

However, be sure to be polite and make it easier for the recruiter since you're the one seeking employment.

Here is an example:

You may be confused when it comes to different situations. Don’t panic - take a look at the examples of an interview acceptance letter for each circumstance below.

✉️ Accepting a job interview via email

✉️ Confirming a job interview via email

✉️ Accepting a phone interview via email

✉️ Rescheduling a job interview via email

✉️ Replying to an interview invitation email with follow-up questions

✉️ Interview acceptance email template

--- Originally written by May Luong ---