How to reply to an interview email confirming a time schedule?

Interview email – Understanding the context. 

Interview being the most crucial part of your dream career path, an email from your potential employer scheduling an interview is to be considered with at most seriousness. It is beyond doubt that a response from the company regarding the interview is the most positive part of your job search. There is a multitude of things that need to be kept in mind while preparing the reply email. This ranges from the basic email etiquettes to the tone that the reader feels while reading your email. All such aspects need to be considered, and it is essential that you prepare accordingly to present the best version of yourself all throughout the interview process. In this article, we are looking into the different elements and aspects of preparing a reply email to the interview schedule that the company offers.

How crucial is your reply email?

The interview process is a long drawn one starting from the resume you submit before the company to the final interview or maybe interviews that are planned according to the requirements of the company. It is not wrong to prepare to keep a mindset that the company is judging and look in-depth at all the interactions that you are a part of. In addition to all this, the distinctive element that sets apart the reply email from all other communication is that this is the first written communication that you initiate from your side. Needless to say, the first impression is really crucial in determining the further course of your career path. At the onset, the reply email carries along with it the advantage that the date and time preferences of you as an interview candidate and the hiring manager matches so that any further confusion is avoided.

After understanding the importance of reply email, it is imperative that we invest our time and resources to present it in an appreciative form.

Things to keep in mind

There are many vital things that are to be kept in your mind while drafting a reply email confirming the interview schedule. They are:

❖    Nature of communication

It is important that you keep your content very precise and short. Underlining the fact that the reply email should not leave a bad impression about you with the hiring official, any unnecessary points or sentences are to be avoided. This is similar to any official email that you may have sent during your job previously, as the concise nature of communication is always preferred and expected.

❖    Timing of communication

The timing of a reply email is really important. It is always advised to have the reply email communication as soon as possible without creating any sort of unnecessary delays. In fact, this is an indicator of your enthusiasm level. In such situations where the hiring official confirms your interest and informs you that they will get back to you in one or two business days, it is necessary that you check with them after the scheduled time span. This again shows your interest in collaborating with the company in that particular job position.  

The underlying reason for the timely response through your reply email is that it is well possible that the company is applying a policy of first-come, first-serve. Without any doubt, no candidate wants to lose out by near delay in an interview confirmation.

❖    Scope of a reply email 

It is well possible that you may have certain doubts regarding the scheduling of the job interview. Reply email provides that space where you can consider closing such confusions. This need for clarification may be related to some technical logistics and concerns which otherwise would not have been asked before the interview. So there is no need to hesitate to open up and ask such questions.

Another possibility that a confirmation email or a reply email carries along with it is that it gives you the opportunity to assert and to familiarise your interest in the job position.

❖    Impression of a reply email

Redirecting the importance of having a professional conversation, it is important that the tone of reply email is formal. It is rather expected that the reply email is a formal one so that any deviation from it will cost you dearly. Alongside, the importance of proofreading your reply email should not be underestimated. It is humanly that errors happen but presenting your email with error is a choice you make. Any sort of grammatical mistakes or spelling errors is to be avoided. As it is in the case of a professional email, it is also expected that your reply email does not contain any fancy fonts, styles, images, or abbreviations.

It is possible that by mistake, you may put the recipient NCC or forward or include someone else in the recipient list also. This may not be tolerated by the hiring official and leaves you with a bad impression as they are reading multiple emails of similar fashion in no time.

Template – Components of Reply Email

The components of the reply email have to be planned in accordance with the ‘mantra’ of being professional, concise, and precise. The underlying aim of this email is to strike a perfect balance between being too professional and being casual. Similarly, there is a need to bring in some warmth and approachability in your writing, ensuring that you do not overdo the emotional part.

Here, we look in detail at various components of the confirmation reply email and the intention of the same.

1. The beginning: subject line

It is always safe to assume that your email is the first evaluation the company is going to do on your skills. That means beginning from the subject line; they are going to see how you are going to present a business email or a professional email. Here again, there needs to be a balance between being inclusive of all the necessary details and also being as brief as possible. In this case, it is essential that you have a phrase like “interview confirmation” in the subject line. This needs to be combined with the prospective job position that you are applying for and your name for immediate and easy identification. In other words, one underlying objective of your subject line should be to make the job easier for the hiring official who is going to read your email from the other end. Making things easy for the hiring official is important as it can turn a point to your advantage.

Samples:

“Assistant Accountant Interview Confirmation: (insert your name here).”

“Confirming Office Assistant Interview with (insert your name here).”

2. Start with a greeting

Greeting continues the professionalism you initiated in the subject line. Invariably, the greeting of the email sets the tone of the content that follows. It is your decision whether you choose for a completely formal greeting or you decide to strike a balance between being too formal and not being casual. To understand this situation, you can refer to the interview invitation email sent by the company. By assessing the greeting, they have used in the invitation email; you can decide whether you follow a full-on formal greeting or you go for a less formal but professional one.

Samples:

“Hi (insert name here).”

“Hello, Mx. (insert name here).”

3. Opening address

A formal opening address is to be followed by a greeting. In this situation, you may have to address the person to whom you are writing the email. Formally addressing the hiring official may turn out to be a difficult task if you are not sure about the gender identity of the hiring manager. Hence it is suggested that you do some sort of background work trying to find the apt pronoun for the hiring manager, the way they prefer it. This means that if you are not sure about the gender identity of a person, it is always better to use the person’s full name in the introduction asset is always better than misgendering a person.

4. Intention of the email

The component that is to be followed after the opening address is the intention for you to write the email. In this case, it is none other than your confirmation of the interview schedule provided to you by the company. It is crucial that one shouldn’t make a mistake in believing that since the intention is stated in the subject line, it is not necessary to state it explicitly again. It is part of good email etiquette that you state clearly the intention behind sending the email. If you are planning for a reply email, this will not be great trouble, but in those cases where you are initiating the mail, this section is really crucial.

Samples:

“I am writing this email to confirm the details of my interview scheduled at (insert company name here) for the (insert job position here) position.”

5. Expressing your gratitude

Another unavoidable component of the reply email is your expression of gratitude for the opportunity to get to interact with the company through the process of an interview. Frankly, this section can be pre-planned. Even though it is enough from your side than the hiring official for the opportunity, you can go a step further and provide a bit detailed thank you note.

Alongside not to forget the opportunity of this section to bring to the attention the fact that you are selected for a particular job position, and you consider it a wonderful thing.

Samples:

“I’m humbled by the opportunity provided to me to discuss what I can do for you at my job position at (insert company name here).”

“Thank you for selecting me as a candidate for the (insert job position here) position.”

“Thank you so much for your appreciative words about my portfolio. I am looking forward to communicating with you in detail about how I can use my work experience to benefit (insert company name here).”

6. Stress again

It may seem very obvious that you should stress again the time and place where the interview is going to happen. The advantage that this section carries along with it is that the hiring manager will be forced to cross-check the date and place again, and hence you strike down all the possibilities of confusion.

7. Miscellaneous

This section of your reply email is optional, but in most cases, a candidate will be having some sort of points to make further. In the interview schedule mail you have received, you may be asked to bring certain certificates and evidence of your work experience. It is always nice if you can confirm it again in your reply mail so that you leave no stone unturned. In this situation, if there are any additional requirements, the hiring official will state them clearly.

This confirmation email is a platform where you can ask all the concerns and seek clarifications. One should not be having an inferiority complex while asking doubts. By ensuring that you do not add any unnecessary details to your reply mail but still ask a few doubts, the hiring official will be impressed by the fact that you put effort into this interview process. In all likelihood, this attitude will be appreciated. To leave no concerns unasked, it’s better you imagine the situation and think about it multiple times.

For example, it is all possible that you may have confusion regarding the exact department where you have to sign in, about the parking protocol in that building, or the requirement for you to enter the company premises. In situations where the interview is going to happen via a virtual medium, all necessary requirements are to be sorted out beforehand to avoid any hassle at the end.

Samples:

“As instructed, I will have four copies of my resume along with a copy of my reference list and a photo identification to enter the company premises.”

“I will be ready at (insert time here) on (insert date here) with two copies of my resume and my portfolio. I wonder if there is there anything else that I should have on hand?”

8. Ending the email

The dilemma a potential employee faces in this section of the reply mail is similar to that of the greeting section. The sole aim of the interview candidate is to strike a perfect balance between being too formal and not being casual. There is no thumb rule for this, but it is always better to follow the mail you have received to find the tone they expect from you. It is important that you keep in mind the objective of a perfect closing line is to keep the warmth of the conversation alive and open the idea that you are approachable in case of any need.

9. Personal information

Inclusion of your contact details at the end of your reply email is a sign of your level of courtesy. This information includes your email address and phone number. This information can be put along with your email signature. In case of a virtual interview, it is also advisable to put your Skype ID or other relevant information along with your email signature.

Sample reply emails 

Sample 1:

Subject: Interview Confirmation (insert job position here) for (insert your name here)

Hello, Mr./Ms./Mx. (insert the last name of the recipient),

I extend my thanks again for the great opportunity to interview for the (insert job position here) position. I look forward to learning more about how I might contribute to (insert company anime here) ‘s success.

It will be a pleasure to meet you/(insert the name of the hiring official here) at (insert date and time here) in your (insert location here) office. I will bring the required copies of my resume and my list of references. Please do let me know if there is anything else that I need to have on hand when I come for the interview. 

Kind regards,

(insert your name here)

(insert your contact number here)

(insert your email address here)

(insert your Skype ID here)

Sample 2: 

Subject: Interview Confirmation (insert job position here) for (insert your name here)

Hi 

Mr./Ms./Mx. (insert the last name of the recipient),

I am delighted by your invitation to interview for the (insert job position here) position at (insert company name here). I am looking forward to learning in-depth about the job position, work culture, and how I can contribute positively to the success of your company. 

I’m writing to confirm that I will be at (insert location here) on (insert date here) at (insert time here) to meet with (insert the name of interviewer here). I’m planning to bring the required number of copies of my resume and my portfolio, as instructed by the hiring official. Please let me know if there is anything I need to know before I come for the interview.

Thank you again, and I will see you on time. 

Warm regards,

(insert your name here)

(insert your contact number here)

(insert your email address here)

(insert your Skype ID here)

Sample 3:

Subject: Interview Confirmation (insert job position here) for (insert your name here)

Hi, Mr./Ms./Mx. (insert the last name of the recipient),

I extend my sincere gratitude for having me for the interview for the (insert job position here). I will see you at the location sent to me at the same time and date as mentioned in the interview schedule forwarded to me. I will certainly carry along with me all the required documents insisted on by the company hiring official. As mentioned, I will be bringing a photo ID to check-in at the front desk of the hiring department.

I learned that the building is shared by other companies also. It will be a great help if you can specify the floor you are on and the right way to find the door to your office.

Thank you very much, and I look forward to meeting you on (insert date here).

Warm regards,

(insert your name here)

(insert your contact number here)

(insert your email address here)

(insert your Skype ID here)

Sample 4: 

Subject: Interview Confirmation (insert job position here) for (insert your name here)

Dear Mr./Ms./Mx. (insert the last name of the recipient),

I am extremely delighted by the conversation we had over the phone a few days ago. Alongside, I extend my sincere gratitude for having me for the interview for the post of (insert job position here) at (insert company name here). I am looking forward to meeting you for the scheduled interview (insert date and time here).

I am very hopeful that my experience (insert job field here) makes me an apt candidate for the position of (insert job position here). I look forward to contributing positively to the growth of your company and achieving the goals alongside. 

Please let me know if there is any way in which I can provide any information so as to make the process faster. 

Sincerely,

(insert your name here)

(insert your contact number here)

(insert your email address here)

(insert your Skype ID here)

Sample 5: 

Subject: Interview Confirmation (insert job position here) for (insert your name here)

Dear Mr./Ms./Mx. (insert the last name of the recipient),

I am extremely happy that I received a positive reply for my application to the post of (insert your position here) at your company (insert company name here). Your email informed me that you would contact me shortly to let me know about the time and location of the interview. I look forward to receiving your email. 

I learned in-depth about the concerns you posted in the previous email regarding the characteristics of the job position at your company. I would like to extend my commitment and interest to take up (insert job position here) at (insert company name here) without any inconvenience.

I look forward to discussing in detail various aspects of the job position in person. 

Thank you for your consideration.

Yours sincerely,

(insert your name here)

(insert your contact number here)

(insert your email address here)

(insert your Skype ID here)

Key Takeaways

The central strategy to be applied in drafting a perfect reply mail to the interview schedule sent to you by the hiring official is to strike a perfect balance between various things. It is very much appropriate to use this platform to clear all your doubts and concerns, but at the same time, you should never overdo it. Similarly, sending a reply email in no time exhibits your level of enthusiasm and interest for the job position, but an extreme display of the same emotion may cost you dearly. The rule of thumb in this situation is your understanding that reply emails often serve the process of interview even before the real interview actually starts. The final pro tip is that however confident you are with your skills in drafting an email, it is essential that you proofread it multiple times so as to avoid silly grammatical and spelling mistakes.