⚠️ Beware of scams impersonating us. Read more.
Job Seekers
Browse our jobs and apply for your next role.
Employers
The right candidate is just a few clicks away.
About
Michael Page changes lives for people through creating opportunity to reach potential.
Contact
If you have any questions, we’re here to help.
Landing an interview is an exciting step in your job search, but before you start preparing, it's important to reply professionally.
A job interview confirmation email is a short response that confirms your attendance, verifies the interview details, and shows the employer that you're organised and interested in the opportunity.
In this guide, you'll learn how to confirm an interview by email and what to include in your response.
We've also included ready-to-use job interview confirmation email templates to help you respond professionally and confidently.
Jump to a template from any of the links below whatever your situation, such as:
A job interview confirmation email is a professional response sent after receiving an interview invitation from a recruiter or hiring manager.
Its purpose is straightforward: to confirm that you've received the invitation, confirm your attendance, and make sure all interview details are correct.
While it might seem like a small step, sending a confirmation email demonstrates professionalism, attention to detail, and respect for the interviewer's time. It also gives you the opportunity to clarify any logistical questions before the interview.
Whether you're attending an in-person, phone, video, or hybrid interview, a clear confirmation email helps start the process on the right foot.
Sending a job interview confirmation email does more than simply confirm your attendance. It can help create a positive first impression before you've even met the interviewer.
Reconfirming the date, time, location, and interview format helps prevent misunderstandings and last-minute surprises.
A prompt response demonstrates that you're organised, reliable, and respectful of the hiring manager's time.
If you're unsure about the interview format, who you'll be meeting, or what you should prepare, your confirmation email is the perfect place to ask.
A brief message expressing your enthusiasm for the role can help leave a positive impression before the interview takes place.
A job interview confirmation email should be clear, concise, and easy to read. Here are the key elements to include:
Keep your subject line clear and professional.
Examples:
Address the hiring manager or recruiter by name.
Example: Dear John,
Thank the interviewer for the invitation and acknowledge the interview details they shared.
Confirm the:
This helps ensure everyone is working from the same information.
Use this opportunity to clarify anything you may need to know before the interview.
End by thanking the interviewer again and expressing your interest in the opportunity.
Include your phone number or other preferred contact details.
Before hitting send, make sure you have:
When responding to an interview invitation, keep the following best practices in mind:
Many employers now use a mix of virtual and in-person interviews during the hiring process.
When confirming a virtual interview, make sure you:
Taking a few moments to confirm these details can help you feel more prepared and avoid technical issues.
Many organisations now use technology to support recruitment, from application tracking systems to automated interview scheduling tools.
Even when an invitation comes from an automated platform, a professional confirmation email still matters. It shows you're engaged in the process, communicates professionalism, and gives you an opportunity to clarify any details before the interview.
The technology may streamline scheduling, but employers still value strong communication skills and attention to detail.
Writing an interview confirmation email doesn't have to be difficult. Use these templates as a starting point and personalise them to suit your situation.
Use this template when accepting or confirming an interview invitation.
Dear [Interviewer's Name],
Thank you for inviting me to interview for the [Job Title] position at [Company Name].
I would like to confirm my attendance on [Date] at [Time]. I understand the interview will take place at [Location/Platform].
Please let me know if there is anything you would like me to prepare beforehand.
Thank you again for the opportunity. I look forward to discussing how my skills and experience align with the role.
Kind regards,[Your Name]
If you're unavailable at the proposed time, respond promptly and offer flexibility.
Thank you for inviting me to interview for the [Job Title] role at [Company Name].
Unfortunately, I am unavailable at the proposed time due to a prior commitment. Would it be possible to arrange an alternative interview time?
I would be grateful if you could share a few available options, and I'll do my best to accommodate your schedule.
Thank you for your understanding. I remain very interested in the opportunity and look forward to speaking with you.
I would like to confirm my attendance for the interview scheduled on [Date] at [Time].
I would also like to request [specific accommodation] to help me participate fully in the interview process. I would appreciate any assistance you can provide with these arrangements.
Please let me know if you require any further information.
Thank you for your understanding and support. I look forward to meeting with you.
I would like to confirm my attendance on [Date] at [Time]. I understand the interview will take place via [Microsoft Teams/Zoom/Google Meet].
Please let me know if there are any documents or materials you would like me to prepare in advance.
Thank you for the opportunity. I look forward to learning more about the role and speaking with the team.
Sometimes a role may no longer be the right fit, or you've decided to pursue another opportunity.
I appreciate your interest in my application and the opportunity to learn more about the role.
After careful consideration, I have decided to withdraw from the process currently.
Thank you again for your time and consideration. I wish you and your team all the best in finding the right candidate.
Thank the interviewer for the invitation, confirm your availability, and restate the interview details. Keep your response brief, professional, and positive.
If you have questions about the interview format, participants, or preparation requirements, this is also a good time to ask.
Yes. Even if you've already accepted the interview verbally, sending a brief confirmation email creates a written record of the agreed details and helps prevent misunderstandings.
Yes. Templates can save time and ensure you include the right information. Just remember to personalise the message with the specific role, company, and interview details.
Ideally, send your confirmation on the same day you receive the invitation or by the next business day. A prompt response demonstrates professionalism and genuine interest in the opportunity.
Keep it clear and direct.
Examples include:
Respond as soon as possible, explain that you're unavailable, and politely request alternative options. Showing flexibility helps make rescheduling easier for everyone involved.
Thank the interviewer for the opportunity, briefly explain your decision if appropriate, and wish them well with their recruitment process.
Before sending your confirmation:
It's perfectly acceptable to ask relevant questions in your confirmation email. Whether you need clarification about the interview process, location, technology requirements, or preparation materials, a concise question shows that you're organised and preparing carefully.
A job interview confirmation email isn't just about confirming attendance. It's your first opportunity to demonstrate professionalism, clear communication, and enthusiasm for the role. A thoughtful response can help set a positive tone before the interview even begins.
Start your job search
