What to Include in an Interview Confirmation Email

Candidate experience—including the interview experience—is an important part of recruiting. Candidates will be unlikely to accept a role somewhere they were treated poorly, while a great experience can help your company stand out to them. In fact, 83 percent of candidates said a negative interview experience could change their minds about a company they once liked, while 87 percent said a positive experience could change their minds about a company they doubted. Build a strong interview process right from the beginning by sending each candidate a detailed interview confirmation email. This will ensure they have all the information they need to continue down your process with a great impression of your company.

What to include in an interview confirmation email

  • Your enthusiasm.
    Begin the candidate interview confirmation email by telling them how excited you are to meet them in person. This sets a positive tone for the coming interview, and helps the candidate feel valued. It doesn’t hurt to reiterate this at the end, either.
  • Date and time. This one may seem obvious, but it’s very important not to forget this detail so you both have it in writing. This can clear up any communication errors that may occur when discussing a mutually available time and date, and give you both something to reference if need be.
  • Itinerary. Tell the candidate who they will be meeting, and when, and include a LinkedIn profile link if you can. The candidate may want to research the people they will be meeting with so they can make a stronger connection during the interview.
  • Length of interview. When you send an interview confirmation email to candidates, let them know how long they should realistically expect to be at your interview. Your candidates may have other commitments—work, family, errands—and will appreciate the opportunity to schedule accordingly.
  • Address. Include your office address, floor, and suite number (if applicable). Also add in any special instructions the candidate may need to find, or get into, your office (i.e. a few extra minutes and a federal ID to show at your building’s reception desk).
  • Parking information. Parking may vary from city to city, or even neighborhood to neighborhood, and can be a major cause of stress. Help your candidates arrive refreshed and on-time by pointing out a good parking option and the cost (if any). Or, if public transportation is a good way to get to your office, share that as well.
  • Any meals provided. If your interview is mid-day, or will run later in the evening, let the candidate know if you will provide a meal or if they should plan to eat on their own.
  • A calendar invitation. Finally, include a calendar invitation with these same details listed so the candidate can quickly add it to their calendar. Your candidates may be very busy and will appreciate the ability to add the interview to their calendar with the click of a button.

While much of this may be available through a quick web search, the candidate may uncover outdated or incomplete information, causing them unneeded stress. An interview confirmation email is a great way to start your interview off on the right foot, by providing the candidate with all of the information they may possibly need. Most companies will not get into this much detail—or even send an interview confirmation email at all—helping you stand out to candidates as a great employer.

Learn more interview best practices in our eBook:Top Interview Tips: The Employer’s Essential Handbook.