Interview Message to Candidate

In today’s competitive job market, your interview message to a candidate can determine whether they accept your invitation or ignore it. This is especially true in blue-collar industries like construction, manufacturing, landscaping, and distribution, where labor shortages make hiring even more challenging.

Your message isn’t just another email—it’s your first impression and an opportunity to showcase your company culture. A well-crafted invitation can set the tone for a positive hiring experience, increase response rates, and help you secure top talent. It should be clear, engaging, and reflective of your company’s values.

Below, we’ll cover best practices, sample templates, and different communication methods to ensure your interview messages are professional, engaging, and effective.

Best Practices for Sending Interview Invitations

The invitation for an interview is more than just a meeting request—it’s a chance to build a connection with the candidate. Your message should be clear, engaging, and express genuine enthusiasm about their application.

In blue-collar industries, an interview is about more than skills verification, too. It’s about ensuring the candidate fits well with the team because in physically demanding or hazardous jobs, trust and teamwork are essential.

When crafting your invitation, be direct about scheduling details and provide clear instructions on the next steps. If you’re using a virtual platform, include the link upfront along with any necessary instructions. If the interview is in person, provide parking details or building entry instructions to remove unnecessary stress for the candidate.

To further increase engagement, consider incorporating an automated interview scheduling tool that allows candidates to choose a time that works best for them. This reduces back-and-forth messaging and ensures a seamless scheduling experience. Additionally, sending a quick follow-up text confirming the interview details can improve attendance rates.

Before reaching out, ensure you have explicit consent to communicate via text or phone, especially for candidates sourced from social media or job boards. Candidates may list their phone numbers on resumes, but that doesn’t always mean they expect text messages. If unsure, confirm their preferred method of contact via email or professional networking platforms like LinkedIn.

Optimize Your Subject Line for Better Response Rates

Your subject line is the first thing a candidate sees and determines whether they open your message. Make it clear and engaging while keeping it professional. Here are some examples:

• “Interview Invitation: [Job Role] at [Company Name] – Choose a Time”
• “We’re Excited to Meet You! Interview for [Job Role] at [Company Name]”
• “Next Steps in Your Application for [Job Role] at [Company Name]”

To further boost response rates, consider adding a sense of urgency or exclusivity, such as “Interview Slots Filling Quickly – Reserve Yours Now!” or “Final Interview Invitation – Don’t Miss Out.”

Provide as many specifics as possible

• Use a clear subject line with the job title and company name.
• Personalize the email by mentioning the candidate’s name and specific details from their application.
• State the interview format (in-person, phone, virtual, group).
• Mention the duration so candidates can plan their schedules.
• Provide multiple time options to accommodate availability.
• Include interviewer details (names, job titles, LinkedIn profiles).
• Ask about accommodations for candidates with disabilities.
• Specify what to bring (e.g., work samples, ID, completed assessments).
• Mention the dress code if applicable.
• Send a confirmation email to ensure candidates don’t forget.
• Be flexible with scheduling—candidates may need to shift times due to current job commitments.
• Use inclusive language to ensure a welcoming experience for all candidates.
• Make sure the invitation reflects your company’s personality and employer brand. A warm, engaging tone can increase response rates.
• Include a call to action that encourages a response, such as “Please reply by [deadline] to confirm your preferred time.”
• Consider sending an overview of the hiring process in the invitation email to set expectations upfront.
• Integrate a chatbot or SMS automation to provide quick responses to candidate inquiries about interview details, making the process more efficient.

To further optimize response rates, consider sending follow-up reminders via text message or email. Many candidates forget to reply due to their busy schedules, so a simple nudge 24-48 hours before the interview can help ensure attendance.

How to Write an Effective Interview Invitation Email

Email remains the most common method for sending interview invitations because it provides a written record, clear details, and easy access to scheduling tools.

However, emails also have challenges—they can be overlooked, filtered into spam, or lost in a cluttered inbox. This is especially true for candidates who aren’t frequent email users.

To ensure clarity:

• Be concise and get straight to the point.
• Make scheduling easy by offering clear date/time options.
• Avoid open-ended requests—prompt a simple yes/no response.
• Use an engaging introduction that thanks the candidate for applying and highlights why they were selected for an interview.

Example: Initial Interview Invitation Email

For first-round screening interviews, keeping it concise and engaging.

Subject: Interview Invitation for [Job Role] at [Company Name]

Hi [Candidate’s Name],

We're impressed by your application for the [Job Role] position at [Company Name]. Your experience in [mention specific area] caught our attention, and we'd like to invite you to an interview to discuss your qualifications further.

The interview will take approximately [duration] and will be conducted [in-person/virtually via [platform]]. It will involve [mention interview structure, such as a skills test, one-on-one conversation, or panel interview].

We’re offering the following time slots:

• [Date & Time Option 1]
• [Date & Time Option 2]
• [Date & Time Option 3]

Please reply with your preferred time, or let us know if another time works better for you.

Looking forward to meeting you!

Best,
[Your Name]
[Your Position]
[Your Contact Information]

Example: Either/Or Scheduling Choice

Subject: Interview Invitation for [Job Role] at [Company Name]

Hi [Candidate’s Name],

We’d love to invite you to interview for the [Job Role] position at [Company Name]. The interview will last one hour and include a technical test and face-to-face conversation.

We can schedule your interview on:

• Tuesday, March 24 at 2 PM
• Thursday, March 26 at 10 AM

Which date works best for you?

Best,

‍[Your Name]
[Your Position]
[Your Contact Information]

Example: Using an Online Scheduling Tool

Subject: Interview Invitation for [Job Role] at [Company Name]

Hi [Candidate’s Name],

We’d love to invite you to interview for the [Job Role] position at [Company Name]. The interview will last one hour and include a technical test and face-to-face conversation.

Please select a time that works for you using our scheduling tool: [Insert Link]

Looking forward to speaking with you!

Best Regards,
[Your Name]
[Your Position]
[Your Contact Information]

Example: Skills Test Interview Invitation

(For roles requiring practical assessments.)

Subject: Next Steps – Skills Test for [Job Role] at [Company Name]

Hi [Candidate’s Name],

We were impressed with your qualifications and would love to move forward with the next step in our hiring process for [Job Role] at [Company Name]. This step includes a skills test designed to evaluate [mention skill or task].

The test will take place [virtually/in-person] on [Date] at [Time] and should take approximately [Duration].

[Include details about how the candidate can prepare, tools required, or any sample questions.]

Please confirm your availability or let us know if another time works better.

Best,
[Your Name]

Example: Confirming an Interview

If the candidate confirms, send a follow-up email to solidify details.

Subject: Interview Confirmation – [Job Role] at [Company Name]

Hi [Candidate’s Name],

Thanks for your quick response. Your interview is scheduled for [Confirmed Date & Time] at [address or virtual meeting link].

Looking forward to meeting you!

Best,
[Your Name]
[Your Position]
[Your Contact Information]

Example: Final Interview Invitation

(For candidates in the final selection round.)

Subject: Final Interview Invitation for [Job Role] at [Company Name]

Hi [Candidate’s Name],

Congratulations on making it to the final stage of our hiring process for the [Job Role] position at [Company Name]!

Your final interview is scheduled for:
📅 Date: [Confirmed Date]
⏰ Time: [Confirmed Time]
📍 Location: [Address/Video Call Link]

This interview will be with [Names & Titles], where we’ll discuss [mention topics, such as company culture, final role expectations, or career growth opportunities].

Please confirm your availability or let us know if you need any accommodations.

Looking forward to our conversation!

Best,
[Your Name]

Just like each of the samples above, the interview invitation email to a candidate must be clear, straightforward, and informative. Remember that for some people, navigating emails can be a bit of a struggle. And if you find that to be the case for applicants in your industry, it may be best to opt for a phone call instead.

How to Invite a Candidate for an Interview via Phone

A phone call adds a personal touch and allows for immediate feedback. It’s a great way to ensure the candidate receives the invitation without email delays.

Example: Phone Script

"Hi [Candidate's Name], this is [Your Name] calling from [Company Name]. I'm pleased to tell you that your application for the [Job Role] has been shortlisted. We're interested in scheduling an interview to discuss your qualifications further. Are you available on [Proposed Date & Time]?"

However, some candidates may be unable to answer calls immediately, particularly those currently employed or working in field-based roles. If the candidate does not pick up, leave a voicemail and follow up with a text or email to ensure they receive the message.

Example: Email Follow-Up to a Phone Call

Bear in mind, a phone call also has its limitations. It's possible the candidate may not be in a position to take the call or make decisions on the spot. Some of the best talent are those who are already employed, and if they're out on a job site, they may not be able to take the call or might need some time to think about the offer.

In these cases, follow up on the conversation with an interview message to the candidate over email, summarizing the details discussed or left in a voicemail. By calling for an interview conversation first, and following up with an email invitation to confirm the details, you make sure all the bases are covered.

Subject: Follow-up to our phone conversation - Interview Invitation

Hi [Candidate's Name],

Following our call, I’d like to confirm your interview for the [Job Role] at [Company Name] on [Confirmed Date & Time].

Looking forward to meeting you!

Best Regards,

[Your Name]

[Your Position]

[Your Contact Information]

How to Invite a Candidate for an Interview via Text Message

Text messages are quick, direct, and ideal for candidates who don’t check email regularly.

Best Practices for Text Message Invitations:

• Keep the message short and professional.
• Include a clear call to action, such as “Reply YES to confirm.”
• Follow up with an email for additional details after a candidate confirms.
• Use text strategically, as some candidates may find it less professional or wonder if it's spam.
• Ensure compliance with legal guidelines like the TCPA by obtaining candidate consent before sending recruitment messages.
• Consider using an SMS automation platform to manage interview scheduling at scale, particularly for high-volume hiring.

Example: Interview Invitation Text Message

Text messages can be highly effective due to their immediacy and high open rates. But the limited space demands conciseness and can sometimes limit the amount of information you can share.

Hi [Candidate's Name]! This is [Your Name] from [Company Name]. Great news - you've been shortlisted for the [Job Role]. We'd like to invite you for an interview. Are you available on [Proposed Date & Time]?

If a candidate doesn’t respond to your text, don’t assume they’re uninterested. Follow up via email or phone to ensure they received the message.

Example: Interview Confirmation Text Message

If they confirm, send a follow-up text to ensure clarity:

Thanks for your quick reply, [Candidate's Name]. Your interview is confirmed for [Confirmed Date & Time] at [Company Name]. Looking forward to meeting you!

If you send an interview invitation and follow-up text message but still don't receive a response, try an alternative communication method like email or a phone call. The candidate may have simply missed the message, so make sure to follow up promptly. And there's no sense in losing out on great talent because of a missed text message.

Follow-up Strategies to Prevent Interview No-Shows

Even with clear communication, candidates sometimes miss interviews. Sending timely reminders can help reduce no-show rates.

• Send a reminder 24-48 hours before the interview.
• Confirm details in multiple formats—email and text.
• Provide an easy way to reschedule if needed.
• Offer alternative interview formats (phone/video) if the candidate has scheduling conflicts.
• Follow up with a polite check-in if the candidate doesn’t confirm.

Example: Interview Reminder Text

"Hi [Candidate's Name], just a reminder about your interview with [Company Name] tomorrow at [Time]. Let us know if you need to reschedule. Looking forward to meeting you!"

Example: Interview Reminder Email

Subject: Reminder: Upcoming Interview for [Job Role] at [Company Name]

Hi [Candidate’s Name],

Just a quick reminder about your upcoming interview with [Company Name] for the [Job Role] position.

📅 Date: [Confirmed Date]
⏰ Time: [Confirmed Time]
📍 Location: [Address or Video Call Link]

If you have any questions or need to reschedule, please let us know.

Looking forward to our conversation!

Best,
[Your Name]
[Your Position]
[Your Contact Information]

Example: Interview Reminder Phone Call Script

Hi [Candidate’s Name], this is [Your Name] from [Company Name]. I’m calling to remind you about your upcoming interview for the [Job Role] position on [Confirmed Date] at [Confirmed Time]. Does that time still work for you?

(If yes:) Great! We’re looking forward to meeting you. Let us know if you have any questions before then. Have a great day!

(If no:) No problem! What time would work better for you? [Discuss rescheduling options.]

Following Up With Shortlisted Candidates

Keeping top candidates engaged is crucial in a labor shortage. Timely follow-ups show professionalism and prevent losing great talent to competitors.

Example: Shortlisting Email

Subject: We’re considering you for [Job Role]

Hi [Candidate's Name],

You’ve demonstrated the qualities we value at [Company Name] and have been shortlisted for the [Job Role]. We’ll be moving quickly, so expect to hear from us soon about the next steps.

Best,

[Your Name]

[Your Position]

[Your Contact Information]

If the candidate made it to the final round, the communication should carry a sense of urgency and respect for their time.

Example: Shortlisting Phone Call Script

Hi [Candidate’s Name], this is [Your Name] from [Company Name]. I wanted to personally let you know that you’ve been shortlisted for the [Job Role] position. We’ll be in touch soon with details on the next steps. Do you have any questions in the meantime?

(If they ask about next steps:) We’re finalizing interview schedules and will send you details soon. Thanks again for your interest in the role!

Example: Shortlisting Text Message

Hi [Candidate’s Name], this is [Your Name] from [Company Name]. Great news—you’ve been shortlisted for the [Job Role] position! We’ll be in touch soon with next steps.

Example: Final Interview Invitation

Subject: Final Interview at [Company Name]

Hi [Candidate's Name],

Congratulations on making it to the final interview round for [Job Role]. We appreciate your time and effort. We’ll send more details soon about what to expect.

Best Regards,

[Your Name]

[Your Position]

[Your Contact Information]

If you already know what the next steps are, provide that information in the email. If you need more time to get your final interview plans in order, provide an estimated timeline with your email. This shows respect for the candidate's time and keeps them interested in the role.

Candidate Rejection Templates

If a candidate is not selected, it’s best to close the loop professionally.

Example: Candidate Rejection Email Template

Subject: Update on Your Application for [Job Role]

Hi [Candidate’s Name],

Thank you for taking the time to interview for the [Job Role] at [Company Name]. We truly appreciate the effort you put into the process.

After careful consideration, we have decided to move forward with another candidate at this time. However, we were impressed with your skills and encourage you to apply for future openings that align with your expertise.

We wish you all the best in your job search.

Best,
[Your Name]

Example: Candidate Rejection Phone Call Script

Hi [Candidate’s Name], this is [Your Name] from [Company Name]. I wanted to personally thank you for your time and interest in the [Job Role] position. After careful consideration, we’ve decided to move forward with another candidate. However, we were very impressed with your skills and would love to stay in touch for future opportunities. Thank you again, and we wish you all the best in your job search.

Example: Candidate Rejection Text Message

Hi [Candidate’s Name], thank you for your time and interest in the [Job Role] position at [Company Name]. After careful review, we’ve chosen another candidate, but we appreciate your application and encourage you to apply for future openings.

→ Keep Reading: Examples of Interview Feedback for Unsuccessful Candidates

Your interview invitation isn’t just a scheduling email—it’s an opportunity to create a positive candidate experience, reinforce your employer brand, and ensure candidates show up prepared. By following best practices, personalizing your invitations, and offering multiple communication methods, you can significantly improve response rates and interview attendance.

And if you want to streamline and automate this process, Team Engine’s hiring automation can help you send, track, and manage interview messages effortlessly. Sign up for a demo to explore howour AI-powered recruitment tools can enhance your candidate communication today!