Inviting candidates to job interviews is a delicate business. As a hiring manager or recruiter, you should be able to compose an email that will precisely communicate your message. You also face the challenge of making a qualified candidate feel wanted and welcomed in your company only by reading one email. You have to prove that you have more to offer than other hiring companies. Consider these 5 steps to ensure your email will be opened, read, and responded to:
1. Write an appealing email subject line
The subject line usually determines whether the email will be opened or moved into the junk folder. When drafting a subject line, make sure to follow these tips:
- Don’t forget to write one. Always write your subject line first!
- Make your subject line is clear yet exceptional; simple and understandable.
- Keep it short and focused. Your candidate likely checks the email on the phone. The subject line displayed on the phone screen tends to be shorter than the one on a laptop or tablet. Make sure your text will fit on a smaller device.
- The most important goes first. Since you don’t know how many words of your subject line will be viewable, place the most important words in the beginning.
- Use keywords. Try using keywords (like ‘job interview’) to ease email management for your recipient.
2. Details are important
The details you include demonstrate your professionalism. On top of that, you’re also representing the whole company with your invitation. You have to be detail-oriented and precise when crafting your interview invitation. Remember to keep your tone formal yet approachable and friendly. Use a proper and personalized greeting with the last name (like ‘Dear Mr./Mrs./Ms. Williams’). After a greeting, introduce yourself and your position. Specify the name of your company and briefly describe what it does. Include information about the position you’re offering beyond what’s mentioned in the job posting.
3. Include operational details
If it’s a face-to-face interview, specify how and where it will take place, and how long it will take. Include details on if you’ll conduct this interview in-person or through alternative means like a video interview. If the interview is in-person, include details like your company address, floor, and your office number. Indicate whether any preparation (like for a job audition) or research is needed. Specify whether a candidate should bring their ID, references, or a portfolio. Be aware of work schedules and be flexible with your time. It’s better to let a candidate pick a time slot when they will be available. Give them access to your calendar through interview scheduling software to avoid a ton of unnecessary emails. Don’t forget to list your contact information at the end.
Important tip: Do the research and include industry-specific action verbs in your email. Examples of action verbs are provide, receive, assist, reply, discuss, prepare, ensure, contact, inform, etc. Action verbs will make your writing informative, clear, and unique.
4. Keep word choice in mind
As with any communication with candidates, your interview request email needs to be phrased correctly. This means knowing all the right things you should write and the things you should avoid writing in your email. Your word choice can significantly affect the impression candidates have of you and your abilities. Therefore, if you have the opportunity to take a language training program from Preply Enterprise or even a copywriting course, use those skills to get a positive response.
5. Review and edit your email before sending it
Proofreading your email is crucial because you don’t want to seem incompetent or unprofessional when sending out an interview invitation. Look out for spelling and grammar mistakes, incorrect word use, and punctuation. Make sure your email communicates your request for an interview. Avoid being too informal and don’t use slang. Also avoid vague language and ensure your writing is easy to read. It’s always great to have someone proofread your writing. Check spelling and grammar using online writing tools, like Grammarly to get the best out of your email.
Picking an ideal candidate can be tricky but it’s achievable. Remember to be informative and approachable to make a candidate want to visit your office. Don’t miss out on important operational details. Make your writing clear and coherent to avoid misunderstanding.
When you craft and send your email, you might find that a candidate does not respond. Follow up via phone or email if you didn’t get a response within a few days and ask whether they received your email. When preparing for the interview, make sure you know how to answer your candidate’s questions. If they agreed and you have their phone number, you could also send a reminder text a day before an interview. Now your interviewing process is well and set in motion!
About the Author
James Riddle is a freelance writer passionate about new technologies, marketing trends and branding strategies. He is always seeking to discover new ways for personal and professional growth and is convinced that it’s always important to broaden horizons. That’s why James develops and improves his skills throughout the writing process to help and inspire people.