How to Write a Job Interview Confirmation Email: Top Tips and Templates
The interview process is filled with scary things: the phone interview, the in-person interview, the waiting to see if you got the job. But sending a job interview confirmation email shouldn’t be one of those things.
It’s a simple task, but one that many of us worry about, get wrong, or skip entirely. Here’s how to write the perfect interview confirmation email, so you can get back to the important things — like prepping for the interview itself.
Should I Send a Job Interview Confirmation Email?
Yes, you should send a job interview confirmation email. On a practical level, it lets the hiring manager know you’ve received their email and can make the interview on the agreed upon date and time.
It also stops any embarrassing mistakes happening on the day — like misunderstanding the time zone or location of the interview.
More than that though, it shows you’re polite, professional, and proactive with clear communication. Every opportunity you get to prove yourself as the best candidate is one you should take — including one as simple as a confirmation email!
How to Write a Job Interview Confirmation Email
Here are our top tips for writing a confirmation email.
1. Keep it Short and Simple
There’s no need for a lengthy email explaining how excited you are about the interview, how long you’ve wanted to work at the company, and why you’re the best person for the job — save that for the interview itself.
You should see the confirmation email as exactly that: a confirmation. Keep your email to a few lines maximum.
2. Restate the Dates and Times (Especially if There’s a Time Zone Change Involved)
Make it clear that you can make the suggested date, time, and place.
If you’re interviewing virtually and you know the company or interviewer is in another time zone, make sure it’s clear what time the interview is.
If they haven’t said already, you need to find out whether Thursday at 10 a.m. is 10 a.m. where they are or where you are.
3. Include All the Key Details
You may not be emailing your interviewer directly. It could be a generic HR email or someone on the recruitment team who handles communications.
If this is your first email, include the role you’re interviewing for.
For example, “I’m confirming the 10 a.m. interview on Friday 12th for the web developer position.”
4. Ask Any Questions You Have About the Interview
Now’s the time to make sure you have everything you need before the interview — don’t wait until the night before to realize you don’t know the office’s address.
And if a place isn’t mentioned, ask. You don’t want to be sitting at home in front of Zoom only to find out the interview is in the company’s offices an hour away by train.
If the interview is virtual, and they haven’t sent a meeting link or any further information about it, ask if it’ll be over Zoom, Google Meet, etc. so you can get the software ready and know when a meeting link will be shared.
Make sure you know the basics, like the time, date, and place. But you can also ask about parking, who to ask for on the front desk, and how long the interview will last, if needed.
If you’re talking with HR, you can also ask who the interview will be with. You can then better prepare for the interview by researching this person’s role and getting any specific questions ready for them.
5. Ask if There’s Anything You Need to Prepare or Bring
You can add a simple line asking the interviewer to let you know if there’s anything you need to prepare or bring.
They should have told you this in previous emails about the interview, but it’s always good to double check.
If you have been asked to prepare or bring anything, you can confirm this along with the time and date.
For example,
- “I can prepare a short presentation on that topic, no problem.”
- “Of course, happy to bring copies of my resume along with me.”
Job Interview Confirmation Email Templates
Want a ready-to-steal confirmation email? Copy these templates and fill in the blanks. Customize them with any additional questions you have or details you need to confirm.
Template 1 – When You’ve Got All the Info You Need
Hi [first name],
Thanks for all this information.
I’m available at 10 a.m. September 1 to meet at your office for the interview.
Looking forward to meeting you and finding out more about the company and role. Please let me know if there’s anything I can prepare for the interview.
All the best,
[Your name]
Template 2 – Asking for the Address
Hi [first name],
Thanks for sending over these details. 10 a.m. on September 1 works perfectly for me.
Is the interview in person? If so, can you please confirm the address? I know [company] has a few different locations across Paris.
Looking forward to the interview and finding out more about the company and role. Please let me know if there’s anything I can prepare for the interview.
All the best,
[Your name]
Template 3 – Asking for Virtual Info
Hi [first name],
Thanks for sending over these details. 10 a.m. on September 1 works perfectly for me.
Do you know if the interview will be conducted over Zoom, Google Meet etc. and whether a meeting link will be sent out beforehand?
Looking forward to the interview and finding out more about the company and role. Please let me know if there’s anything I can prepare for the interview.
All the best,
[Your name]
Template 4 – Confirming Things to Prepare/Bring With You
Hi [first name],
Thanks for sending over these details. 10 a.m. on September 1 works perfectly for me.
I’m more than happy to prepare a short presentation on [topic] and bring along my portfolio. Please let me know if there’s anything else I need to prepare or bring to the interview.
Looking forward to the interview and finding out more about the company and role.
All the best,
[Your name]
Job Interview Confirmation Email Subject Line
If you’re responding to an email a hiring manager has sent to you, keep the subject line the same. They may have included your name, the role you’re applying for, or another piece of information to help them keep track of your emails in their inbox.
If you’re writing the email from scratch, perhaps you’re confirming after a phone call, choose a subject line that’s simple and clear such as:
- Interview confirmation — senior product manager
- Thursday 10am interview confirmation
- Confirming July 10 interview — head copywriter
When Should You Send a Job Interview Confirmation Email?
You should send a job interview confirmation email soon after you receive any information about the interview. So, don’t leave it until the morning of the interview to respond.
You can respond to the email within a few hours, and at most two working days, to confirm.
Should I Send a Job Interview Confirmation Email for a Virtual Interview or Phone Interview?
Even if you’re not meeting the interviewer in person, you should still send a confirmation email letting them know you can do the interview at the set date and time.
This is even more important if different time zones are involved.
Make sure you know whether the interview will be held over the phone, Zoom, Google Meet etc. If the hiring manager hasn’t said, you can ask.
How to Respond to a Job Interview Confirmation Email if You Can’t Make it
Don’t panic. The hiring manager knows you’ve got a job and a life. You can’t be available to interview 24/7. If you can move an appointment or meeting at your current job, however, do it.
If you really can’t, simply say you can’t make the requested time and date and offer times when you are available. You don’t need to give a long-winded excuse.
Be sure to reply with plenty of time so the interview can be rearranged.
Email template:
“Hi [first name],
Thank you for the opportunity to interview for [role] at [company].
Unfortunately, I can’t make 10 a.m. September 1 due to [brief reason if applicable]. Is there any way we could move the interview to 12pm September 1 instead?
If not, I’m available any time September 2 or the following week. Please let me know what works best for you.
All the best,
[Your name]
Sending a job interview confirmation email takes two minutes, but it’s enough to fill even the most confident of applicants with dread. Make sure you have all the information you need, then respond letting the hiring manager know you can make the time, date, and place of the interview. Keep it short and sweet, and you can start the next step — preparing for the interview.
