How to reply to an interview invitation email

Updated November 12, 2026

Answer within a day, and pick one of three paths: confirm the slot they offered, propose two or three alternatives, or ask for a different format. Thank them, name the role, and repeat the date, time and place so both sides agree. Keep it brief. The interview is where you do the talking.

Reply

Within 24 hours. Recruiters book interviews in batches and fill slots quickly. A fast reply gets you the time you want and shows you are organized.

What your reply should say

1. Thank them and name the role, so it is clear which interview you are answering.
2. Confirm one exact date, time and time zone, or offer two or three alternatives.
3. Ask about format and who you will meet, so you can prepare.
4. Mention anything you need, such as step-free access or a video link.

3 replies you can copy

Pick the one that matches what you want to say, copy it, and change everything in [brackets].

Hi [Name],

Thank you for inviting me to interview for the [Job title] role. I can attend on [day, date] at [time, time zone].

Could you tell me who I will be meeting and how long to plan for? I will bring [anything requested].

I look forward to it.

Best,
[Your name]

Hi [Name],

Thank you for inviting me to interview for the [Job title] role. I am very interested.

I cannot make [their slot]. I am free on [day, time] or [day, time, time zone]. If neither works, please send a few more options and I will adjust.

Best,
[Your name]

Hi [Name],

Thank you for the invitation to interview for the [Job title] role.

I am based in [city] and travelling to your office would be hard. Would a video interview be possible on [day, date]? I am happy to use whichever platform you prefer.

Thanks for considering it,
[Your name]

Already late? Send this instead

For when you are two or three days late or more. Own the delay in one line, then do the job.

Hi [Name],

Thank you for the interview invitation, and I am sorry I did not reply sooner. I am still very interested in the [Job title] role.

If the slot on [date] is still open, I can attend. If not, I am free on [day] and [day]. Please tell me what works and I will confirm right away.

Best,
[Your name]

Mistakes to avoid

• Replying with only "Sounds good" when they offered several times. Name the exact slot you are taking.
• Leaving out the time zone when the interviewer is in a different city.
• Asking about salary or benefits in the reply that books the interview.
• Waiting to confirm because you hope for a better slot. Pick one and move.

Questions people ask

Should I ask who will interview me?

Yes. It is a normal question and it helps you prepare. Ask in your confirmation, in one line. If the invite already lists names, thank them and look the people up so you know their roles. If they cannot move it, decide whether to decline politely or find a way to attend. Most schedulers are glad to help when you ask early.

What if I have another interview that day?

Give your honest availability and offer other times. Do not mention the other employer by name unless you want to. A line like "I have a prior commitment that morning" is true and enough. Asking costs nothing and shows you plan ahead. If they do not answer, you can still do well by researching the company.

More reply guides

• How to reply to a job rejection email
• How to reply to a recruiter's email when you're not looking
• How to reply to an email asking your salary expectations
• How to reply to an employer asking to reschedule your interview
• How to reply to critical feedback from your boss
• How to reply to a promotion email

How this page was made

Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.