A step-by-step guide: how to respond to a job interview email in English
Welcome back to our blog!
As always, we are here to share tips and tricks with everything English!
Today, we are going to tackle a topic that many of you might struggle with: how to reply to a job interview email in English!
Navigating the world of job interviews can be nerve-wracking, and when English is not your first language, it can seem even more daunting…
But worry not! As your trusty guide, we are here to guide you through the step-by-step process to write a polished, professional response that is sure to create a positive impression!
Without further ado, let’s start!
1. Write the subject line
Writing the subject line for your job interview email response is an important step, as it helps the recipient easily identify the purpose of your email. Keep it clear, concise, and professional.
Generally, the subject line should include your name and the position you are applying for. So, you can write:
Interview Confirmation [Job Title] – [Your Full Name]
Remember to keep it brief, ideally no longer than 50-60 characters (that’s 50-60 letters, not words!).
2. Write the opening – explain the purpose of your email
In the opening section of your job interview email response, it’s essential to identify the purpose of the email clearly. This will help the recipient understand your intentions and keep the conversation focused. Here’s an example of how to incorporate the purpose of the email in the opening section:
Subject: Interview Confirmation – Project Manager, Nadia Hartanto
Dear Ms. Lia,
I hope this email finds you well. I am writing to express my gratitude for the invitation to interview for the Project Manager position at ABC Corporation. I am truly excited about the opportunity to discuss my qualifications and potential contributions to your esteemed organization.
In this email, I would like to confirm the details of our scheduled interview and provide you with my contact information. Please see the relevant details below:
Remember to keep your email focused on expressing gratitude, confirming the interview details, and showcasing your enthusiasm for the position. This will create a positive impression and pave the way for a successful interview experience.
3. Confirm the date, time, and location
When re-confirming the date, time, and location of the interview in your email, there’s no need to ask directly. Instead, you should restate the given information to show that you have noted the details and to ensure both parties are on the same page. If there are any discrepancies or changes needed, the recipient can then address them.
Here’s an example:
I am looking forward to meet with you on Wednesday, May 17th at 11 am in ABC company’s office
For virtual interview, you can say:
I understand that my virtual interview is scheduled for Wednesday, May 17th at 11:00 AM. As per your email, the interview will be conducted via Microsoft Teams. My understanding is that I will receive an invitation link prior to the interview.
However, you should also mention any specific instructions you’ve received for joining the virtual interview, such as a link, meeting ID, or required software. If you haven’t received specific instructions or need further clarification, you can politely ask for those details:
Please let me know if there are any additional instructions or requirements for joining the Microsoft Teams meeting, or if I should expect an invitation link before the scheduled time.
4. Ask for any additional requirements
In some job interviews, the interviewer or hiring manager may request additional materials or documents to review during or after the interview. This could include items that showcase your skills, experiences, or achievements relevant to the position for which you are applying – things like a portfolio, reference list, presentation, or case study.
You can write:
Kindly let me know if there are any specific materials or documents, such as my portfolio, case studies, or a list of references, that I should prepare and send to you in advance or have readily available during the interview.
5. Closing and signature
The closing and signature of a job interview confirmation email are essential elements that help you wrap up your message professionally and leave a lasting impression on the recipient.
It is important to be professional and polite, and to re-express your enthusiasm. You should also write your full name in the closing. This one is optional, but you can also add your contact information under your name.
You can write:
Thank you once again for the opportunity to interview for the project manager role at ABC Corporation. I am looking forward to our conversation and learning more about your company and team.
[Your full name]
Pretty easy, right?
Now, let’s take a look at the full example!
Dear Ms. Lia,
I hope this email finds you well. I am writing in response to your invitation for an interview for the Project Manager position at ABC Corporation. I am excited about this opportunity and thank you for considering my application.
I am pleased to confirm my availability for the interview on Wednesday, May 17th at 11:00 a.m. at the ABC Corporation Office at Lakarsantri, Surabaya. Please let me know if there’s any specific instructions or materials I should bring to the interview.
In the meantime, I have been researching ABC Corporation and the work you do in the industry. I am impressed with the company’s dedication to innovation and client satisfaction, and I am eager to contribute my skills and expertise in project management to further advance these goals.
If there is any additional information you require from me before the interview, please do not hesitate to contact me. I can be reached by phone at (123) 456-7890 or via email at [email protected].
Thank you once again for the opportunity to interview with ABC Corporation. I look forward to meeting you and the team on May 17th at 11:00 am.
Phone: (123) 456-7890
Email: [email protected]
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