Interview Invitation Email is the email that is sent to a candidate who is selected for the interview process in an organization, institution or company. This is the email that is sent by the HR department to the candidates or the applicants who are shortlisted by the organization for the interview round.
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How to Prepare an Interview Invitation Email?
Step 1: The Opening
The first thing that you need to do is to write the applicant’s name. You can use both formal and casual styles for the applicant’s name. For the format, you can write “Hello Mr. / Ms.” then the name of the applicant. In the case of casual style, you can make use of “Hi”.
Step 2: Mentioning the Position
Job seekers usually send their resumes to a lot of organizations. Therefore it is possible that they might forget the job position they applied for in your organization. Hence make sure that you mention the position to the applicant you are inviting for an interview.
Step 3: Stages of Interview
If you are conducting the first interview with the candidate or the applicant then you have to explain it. This may include the type of interview and the time. If you are having interview rounds with the applicant and before this, you already had an interview you need to be that detailed.
Step 4: Time, Date, Location, and Type
If you are conducting a walk-in-interview then it is must that you mention the applicant the location as well as the time and date. For the walk-ins, you have to give the complete detail of the location and the address so that the applicant does not find it difficult to find the office or the interview venue. But in case you are having a skype or a telephonic interview you have to mention the time, date and type.
Step 5: The Interviewer
You need to also mention the information about the interview or the interviewing panel so that the candidate is less nervous and can prepare himself properly.
Step 6: Documents Needed
Mention the list of the documents that you expect the applicant to bring or show during the interview process. This will ensure that the candidate does not forget any of the important document to present during the interview.
Step 7: The Process
Make sure to make the applicant aware of the interview process. This will help them to make preparations for the interview. The applicant or candidate should be aware of everything that will happen during the interview.
Step 8: Additional Information
In case you want to provide some extra information about the interview you can also mention that. There are many things that you can add to make the candidate more aware of the whole interview process. Therefore making it easier for the candidate to handle and tackle the interview.
Step 9: Closing Line
This is a very important section of the interview email. You need to make the candidate motivated and not nervous about the process. Therefore close the email with lines that can help the candidate excited about the interview.
Step 10: The Signature
Do not forget to provide your email signature as well as your name and the contact information. This is a mandatory part of an email.
Why is it Necessary to Prepare an Interview Invitation Email?
An email is a formal way of making invitations. Therefore if you prepare an invitation email for inviting a candidate or candidates for the interview it makes the whole process very formal and professional. Hence emailing candidates about the interview makes it an important part of the whole recruitment process.
Another thing that makes an email invitation so necessary and important is its nature of making the receiver important. An email can ignite the sense of being important in the conscience of the candidate. The applicant will feel that he is important and can be an important part of the professional world.
Therefore the interview invitation email plays an important part in both professional and personal levels. The email is also proof that the candidate has been invited for an interview with your organization.