Sending timely interview reminders is a key part of a recruiter’s workflow. These emails ensure candidates are well-prepared and show up on time, reducing no-shows and enhancing the candidate experience.
In this post, we provide various interview reminder templates tailored for different scenarios. From virtual to last-minute, these templates will help you maintain clear communication with candidates throughout the recruitment process.
Table of contents
Crafting a Professional and Friendly Interview Reminder
Initial Interview Reminder Email Template
Technical Interview Reminder Email Template
Final Round Interview Reminder Email Template
Panel Interview Reminder Email Template
Video Interview Reminder Email Template
Rescheduled Interview Reminder Email Template
Oops! Avoiding Common Interview Reminder Email Fails
Download Interview Reminder Email Templates in multiple formats
Wrapping Up
Crafting a Professional and Friendly Interview Reminder
Sending an interview reminder email is a courteous gesture that helps ensure candidates are prepared and punctual. It's an opportunity to reinforce your company's professionalism while providing essential information to the interviewee.
Start with a clear subject line. Use something like "Interview Reminder: [Position] at [Company] - [Date]" to immediately convey the email's purpose.
Begin the email body with a warm greeting. Address the candidate by name and express your excitement about the upcoming interview.
Confirm the interview details. Reiterate the date, time, location (or video call link), and expected duration of the interview.
Provide any necessary instructions or preparations. This could include parking information, security check-in procedures, or documents to bring.
End with a friendly closing. Encourage the candidate to reach out if they have any questions and sign off with a professional signature.
Initial Interview Reminder Email Template
This template is for reminding candidates about their first interview. It helps to reduce no-shows and ensures candidates are prepared, especially when you are screening candidates.
Subject: Reminder: Your Upcoming Interview with [Company Name]
Hi [Candidate's Name],
We hope this message finds you well. This is a friendly reminder about your upcoming interview with us.
- Date: [Interview Date]
- Time: [Interview Time] (Please arrive 10 minutes early)
- Location: [Interview Location] / [Video Call Link]
- Interviewers: [Names of Interviewers]
Please ensure you have all necessary materials ready and let us know if you need any assistance or further information.
Looking forward to meeting you!
Best regards,
[Your Name] [Your Job Title] [Company Name] [Contact Information]
Technical Interview Reminder Email Template
Use this template to remind candidates about upcoming technical interviews, which often involve coding tests. You can also include specific instructions or links to help them prepare, ensuring a smooth technical screening.
Subject: Reminder: Upcoming Virtual Interview Scheduled
Hi [Candidate's Name],
I hope this message finds you well. This is a friendly reminder about your upcoming virtual interview with [Company Name]. Here are the details:
- Date: [Interview Date]
- Time: [Interview Time] [Time Zone]
- Duration: Approximately [Duration]
- Platform: [Video Conferencing Platform] ([Link to join the meeting])
Preparation Tips:
- Ensure your device is charged and has a stable internet connection.
- Test your microphone and camera beforehand.
- Find a quiet and well-lit space for the interview.
If you have any questions or need to reschedule, feel free to reach out. We're looking forward to our conversation and learning more about you.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Final Round Interview Reminder Email Template
This template is designed for candidates who have reached the final stage of the interview process. Reinforce their interest and provide any last-minute details, as you are closer to making a hiring decision.
Subject: Reminder: Your Upcoming Interviews with [Company Name]
Hi [Candidate Name],
This is a friendly reminder about your upcoming interviews with [Company Name]. We're excited to continue getting to know you!
As a quick recap, here's the interview schedule:
Round 1: [Interview Stage Name]
- Date: [Date]
- Time: [Time]
- Interviewer(s): [Interviewer Name(s) and Title(s)]
- Purpose: [Briefly explain what this round will cover. E.g., Technical skills assessment, cultural fit discussion]
- Format: [E.g., Video call, In-person]
- Duration: [Duration]
Round 2: [Interview Stage Name]
- Date: [Date]
- Time: [Time]
- Interviewer(s): [Interviewer Name(s) and Title(s)]
- Purpose: [Briefly explain what this round will cover. E.g., Deep dive into your experience, problem-solving skills]
- Format: [E.g., Video call, In-person]
- Duration: [Duration]
Round 3: [Interview Stage Name]
- Date: [Date]
- Time: [Time]
- Interviewer(s): [Interviewer Name(s) and Title(s)]
- Purpose: [Briefly explain what this round will cover. E.g., Meeting with the team, final interview with hiring manager]
- Format: [E.g., Video call, In-person]
- Duration: [Duration]
[Optional: Add more rounds as needed]
To join the video call, please use this link: [Link to Video Call]
If you need to reschedule or have any questions before the interview, please let me know as soon as possible by replying to this email.
We look forward to speaking with you!
Best regards,
[Your Name] [Your Title] [Company Name]
Panel Interview Reminder Email Template
Panel interviews can be daunting, so this template provides clarity. Remind the candidate of the format, the panelists involved, and any specific instructions to ensure they are comfortable.
Subject: Quick Reminder: Upcoming Interview
Hi [Candidate's Name],
I hope this message finds you well. This is a friendly reminder about your upcoming interview with us.
- Date: [Date]
- Time: [Time]
- Location/Platform: [Location/Link]
Please ensure you're ready and have access to the necessary tools or documents. If you have any questions or need to reschedule, feel free to reach out.
Looking forward to our conversation!
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Contact Information]
Video Interview Reminder Email Template
For video interviews, this template is important to confirm the candidate has the necessary technology and a stable internet connection. You might also want to share some video interview tips to help them shine.
Subject: Reminder: Upcoming Interview with [Company Name]
Hi [Candidate's Name],
I hope this message finds you well! I wanted to remind you about your upcoming interview with us at [Company Name]. We are excited to learn more about you and discuss how your skills and experiences align with our team.
Interview Details:
- Date: [Date]
- Time: [Time]
- Location/Platform: [Location/Platform]
During our last conversation, you mentioned your interest in [specific topic or role-related detail]. We are eager to explore this further during our meeting.
Please let me know if you need any additional information or have any questions. We look forward to connecting with you soon!
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Rescheduled Interview Reminder Email Template
When an interview is rescheduled, use this template to confirm the new date and time. It shows you value their time and helps avoid any confusion.
Subject: Reminder: Your Rescheduled Interview at Adaface
Hi [Candidate Name],
This email confirms your interview for the [Job Title] role at Adaface has been rescheduled.
The new date and time are:
- Date: [New Date]
- Time: [New Time] [Time Zone]
- Interview Platform: [Google Meet/Zoom/In-Person etc.]
- Interviewer(s): [Interviewer Name(s)]
[If online interview, add meeting link: Meeting Link: [Meeting Link]]
Please let us know if this new time works for you. If not, reach out, and we'll happily find an alternative.
In the meantime, here are a few helpful resources:
- [Link to company website]
- [Link to job description]
We look forward to speaking with you!
Best regards,
[Your Name] [Your Title] Adaface
Download Interview Reminder Email Templates in multiple formats
Oops! Avoiding Common Interview Reminder Email Fails
Crafting the perfect interview reminder email might seem simple, but small errors can lead to big problems. Just like a poorly designed pre-employment assessment can deter candidates, a bad email can lead to missed interviews and a negative candidate experience.
Vague Subject Lines: A subject line like "Interview Reminder" is a missed opportunity. Instead, specify the role and time, for example: "Reminder: Software Engineer Interview - Oct 26, 10 AM PST."
Missing Key Details: Forgetting to include the job title, interview time (with timezone!), location (or meeting link), and interviewer names is a recipe for confusion. Make it easy for candidates to show up prepared and on time.
Lack of Personalization: Sending a generic, impersonal email feels cold and uncaring. Take a moment to address the candidate by name and reference something specific from their application or a previous conversation.
Ignoring Mobile Users: Many candidates check their email on their phones. Ensure your reminder is mobile-friendly and easy to read on smaller screens, so they don't miss any details while on the go. This can be achieved by not stuffing too much information in the email.
Wrapping Up
- Sending interview reminder emails is a small but mighty step in ensuring a smooth candidate experience. Use these templates as a starting point and tweak them to reflect your company's voice!
- Remember to personalize, proofread, and send with ample time. For more tips to ace your hiring, explore pre-employment testing options!
Interview Reminder Email Template FAQs
Why does every rejection email look the same?
Many recruiters use standard templates to ensure consistency and efficiency. However, personalizing emails can improve candidate experience.
Should you use AI to write your rejection emails?
AI can help streamline the process but should be used with caution. Personal touches are often appreciated by candidates.
What should be included in an interview reminder email?
Essential details include the interview date, time, location or platform link, and any documents the candidate should bring.
How can you personalize an interview reminder email?
Use the candidate's name, mention specific details about the role, and offer to answer any questions they might have.
Is it necessary to send a reminder for virtual interviews?
Yes, virtual interviews also require reminders to ensure candidates have the necessary links and technology set up in advance.
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