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Writing to suggest interview dates and times

Before deciding to offer candidates several options to schedule their interview, you should bear in mind that asking them to pick a suitable date and time means adding a step to the process which could cost time.

As well as demonstrating flexibility, however, involving a candidate in the decision-making process to schedule their interview also shows a clear interest on your part in wanting to attract them to your company. Both can boost your company’s positive image as a brand.

Three tips for writing to suggest interview dates and times

  1. Propose some dates and times: Include some potential dates and times in your email to keep the communication channel as short as possible. Even if none of the options suggested suit the candidate, they can still use them as a guide for fixing another date.
  2. Speed up the process: Ask candidates to phone you if they have any queries. This means less time spent waiting around and fewer cumbersome email exchanges.
  3. Provide information about the interview: Briefly tell the candidates what they can expect at their interview. Clarify what the interview is intended to do and who will be there, for instance.

Template for suggesting interview dates and times

Dear Mr. Doe,

vielen Dank für Ihre Bewerbung für die Stelle [Stellenbezeichnung].

Thank you for your application for the role of [job title].

We read your application with great interest and would now be keen to meet you in person. To this end, we would like to invite you to an interview,
where we – my colleague [colleague’s name] and I – will have the opportunity to get to know you better, present our company to you, and answer any questions about the position.

Please let me know if you would be interested in an interview and, if so, which of the following dates and times suit you best:
[Monday, March 16, 3:00 p.m.] [Wednesday, March 18, 10:00 a.m.],
[Wednesday, March 18, 3:30 p.m.]

If you cannot make any of these, please call me at [phone number] so that we can find an alternative.

We look forward to hearing from you and meeting you in person soon.
[Your name]


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