Writing the Perfect Interview Confirmation Email

Confirmation emails are like burning candles on a cake. If they’re not well-thought out, contain pertinent details, and provide necessary instructions, then the icing on the cake is going to melt. Interviewers and recruiters--keep the icing on your cake by writing the best confirmation emails for your candidates.

Trust us--candidates will greatly appreciate the extra time you put in to make sure that they:

  • Receive it in a timely manner

  • Know where or how to meet with you

  • What documents or items to bring with them

  • Whom to contact if they have questions

Writing the interview confirmation email is only one part of interview scheduling, but we’re here today to make sure that you cross all of the “T”s and dot all “I”s so that you can save the icing on the cake and also hire the right talent to support your business.

 

Have the confirmation email sent automatically

With the number of items on our plates today (figuratively speaking), automating the interview confirmation email is one of the best options when it comes to establishing order. With automated emails, that could entail less list checking, less reminder noting, and less room for numerous errors. Allow our system to do it all for you without having to check twice.

Once candidates have set up an appointment with you through your scheduling website, or by phone or email if you have already spoken with them, then they will receive their confirmation emails automatically--no need to click “Compose” and “Send”.

Candidates will receive a "Thank You" message after scheduling their appointment.

Candidate-scheduled appointment on scheduling website

Candidate-scheduled appointment on scheduling website

When candidates check their email, they will be able to see that a confirmation email has automatically been sent to them.

Confirmation email automatically sent to candidate

Confirmation email automatically sent to candidate

 

Provide directions for the interview’s location

Don’t frazzle your candidates by leaving it up to them to find you. Provide directions for your interview’s location through the confirmation email by following these brief steps:

1. Go to "Settings" > "Locations" > "Edit Details" > and add your location's address and directions

First, make sure you've entered in your adddress and directions

First, make sure you've entered in your adddress and directions

2. Go to "Settings" > "Emails & Messaging" > and the "Clients" tab

Go to "Settings" > "Emails & Messaging" > and click on the "Clients" tab

Go to "Settings" > "Emails & Messaging" > and click on the "Clients" tab

3. Click on "New Appointment by Client" and you can see that your location's address and directions are given in the appointment confirmation email

Make sure your location's address and directions tags are in the email

Make sure your location's address and directions tags are in the email

When candidates receive the confirmation email, your business' address and location will be visible to them. By giving candidates directions, you can also help to eliminate some of their stress as they’re already under pressure.

Provide instructions for setting up the interview (if meeting online)

If you plan to interview candidates online through video or audio conference, you can help candidates prepare ahead of time by telling them how to set up their computer. Here’s an example of providing instructions for a Skype interview:

1. Under the New Appointment by Client email template, click the "Edit Template" button

Edit the "New Appointment by Client" email template

Edit the "New Appointment by Client" email template

2. Enter in the specific details for setting up the appointment on Skype and click "Save Changes"

Add in the specific information for candidates to join your Skype conference and save

Add in the specific information for candidates to join your Skype conference and save

Specify the documents/items candidate need to bring

Your candidates might already be planning to bring a copy or two of their resume, but if they need to bring identification items, notarized documents, or sample portfolio items then you can specify these needs in your email. Here’s an example:

1. Using the same "New Appointment by Client" email template, go back and edit it to add in the documents/items that candidates should bring with them

Specify items/documents that candidates need to bring

Specify items/documents that candidates need to bring

Now candidates can be more prepared by knowing the items that they need ready for the interview.

 

List a person of contact if they have questions

Lastly, if candidates have questions, you can provide them a person of contact by listing his or her name in your confirmation emails and a way that they can contact them. Here’s an example:

1. Using the same template that we've used previously, go back and add in the contact information for the person that the candidate should get in touch with regarding any questions or concerns.

Specify a person of contact

Specify a person of contact

And there you have it--some good practices for writing your best interview confirmation email. Make interview scheduling easier for yourself by alleviating some of the overload, and also relieve stress factors for candidates by providing them with the essentials for your meetings.


Happy scheduling!