How to Respond to an Interview Email

Receiving an interview invitation can feel like a validation of your skills and a fresh source of stress. The way you respond sets the tone for your relationship with the recruiter. Research shows that 66% of candidates say a positive candidate experience influences whether they accept a job offer, while a lack of communication or unclear expectations leads 26% of job seekers to turn down offers.

In other words, the simple act of replying thoughtfully to an interview email can shape both your candidacy and the employer’s perception of you. Below is a clear, peer-to-peer guide to help you respond with confidence and professionalism.

Respond Quickly and Check Your Calendar

• Reply within 24 hours: Career-advice site SEEK stresses that you should reply as soon as possible—certainly within a day—to show enthusiasm and respect for the interviewer’s time. A late reply leaves the door open for other candidates to move ahead. Keep a close eye on your inbox or set push notifications so you don’t miss important messages.
• Confirm your availability: Before responding, check the proposed date, time and format against your calendar. If you’re already booked, aim to propose several alternative time slots rather than asking the employer to restart the scheduling process. Sending a timely, polite reschedule request communicates flexibility and respect for their schedule.

Use a Professional and Descriptive Subject Line

A clear subject line helps the recruiter immediately recognise your message. Michael Page recommends a simple format like “Interview Confirmation for [Your Name] – [Job Title]”. Avoid using generic or uninformative subjects (e.g., “Re: Hello”), which can get lost in busy inboxes.

Craft Your Email: A Step-by-Step Checklist

A well-structured confirmation email demonstrates organisation and enthusiasm. Keep the tone friendly yet professional, and include these elements:

1. Greeting: Address the interviewer by name using a professional salutation, such as “Dear Ms. Ahmed.”
2. Thank-you and acknowledgement: Express gratitude for the opportunity and restate the position title.
3. Confirm the details: Reiterate the agreed-upon date, time, location and format (in-person, phone or video). Confirm any additional information such as who will initiate the video call or the office address.
4. Clarify or ask questions: If you need information—directions, parking instructions, names of interviewers or whether you should bring work samples—ask politely. If you require an accessibility accommodation, mention it briefly and ask what documentation is needed.
5. Show flexibility: Let the employer know you can adjust if needed and provide alternative times when rescheduling.
6. Conclude with enthusiasm: Close by reiterating your interest in the role and thanking them again.
7. Contact information: Include your phone number and email below your signature.

Example Acceptance Email

Subject: Interview Confirmation for Jobubu – Software Engineer

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Dear Ms. Patel,

Thank you for inviting me to interview for the Software Engineer role at VentureWorks. I’m writing to confirm that I will be available on Thursday, April 25 at 10 a.m. via Zoom. I’m looking forward to discussing how my experience in full-stack development can add value to your team.

Please let me know if there are materials you’d like me to review or prepare beforehand. Should any scheduling needs change on your end, I’m happy to accommodate.

Thank you again for the opportunity, and I look forward to speaking with you soon.

Best regards,

Jobubu

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Example Rescheduling Email

‍Subject: Interview Rescheduling Request – Jobubu – Software Engineer

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Dear Ms. Patel,

Thank you for inviting me to interview for the Software Engineer position. Unfortunately, I’m unavailable at 10 a.m. on Thursday due to a prior commitment. Would it be possible to meet later that day or Friday between 8 and noon? I appreciate your flexibility and remain very interested in the role.

Please let me know if another time works better for you.

Sincerely,

Jobubu

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If You Need Accommodations or Must Decline

If you require accessibility accommodations (e.g., a sign-language interpreter or a particular software), politely outline the request and thank the employer for facilitating an inclusive process. Should you need to decline the interview—for example, because you’ve accepted another offer—express appreciation and leave the door open for future opportunities.

Keep Your Tone Enthusiastic Yet Professional

Hiring managers want to see that you’re genuinely excited about the role but also mindful of professional boundaries. Michael Page notes that a confirmation email shows you are organised and proactive. Enthusiasm matters: CareerPlug’s research found that negative interactions during interviews lead 36% of candidates to decline offers, while positive interview experiences are a top priority. Strike a balance by using courteous language, avoiding slang, emojis or excessive exclamation points, and proofreading your message before sending.

Don’t Forget the Logistics

Beyond the basics of acceptance or rescheduling, remember these extra details:

• Reply to everyone: When multiple people are copied on the invitation, hit “Reply All” so HR, the hiring manager and other stakeholders receive your response.
• Attach requested documents: If the interviewer asked for work samples, transcripts or references, attach them in your first reply.
• Check for typos and names: Ensure correct spelling of names, correct dates and elimination of errors—a small step that reflects your attention to detail.

Why Your Response Matters: Data-Driven Perspective

Improving communication isn’t just polite—it directly affects whether you get and accept offers. CareerPlug’s 2025 candidate-experience report offers several insights:

• Transparent and streamlined processes attract candidates: Nearly 47% of job seekers want to know the salary up front, and 33% have abandoned applications that required impersonal one-way video interviews.
• Poor communication leads to lost talent: Lack of communication or unclear expectations causes 26% of candidates to reject offers. Quick responses help you stand out; text recruiting, for example, boasts a 97% read rate within 15 minutes.
• Positive interview experiences matter: Candidates rank positive interactions higher than compensation or AI-driven screening. Negative interview interactions cause 36% of candidates to decline offers, while 70% still prefer in-person interviews.
• Feedback influences acceptance: A positive candidate experience influences 66% of job seekers’ decisions to accept a job, so fostering good communication from the start can tip the scales in your favour.

Final Thoughts and Next Steps

Responding to an interview email promptly, clearly and enthusiastically is more than a formality—it’s a strategic move that highlights your professionalism and sets the stage for a positive interview. By replying within a day, confirming logistics, thanking the interviewer and conveying genuine interest, you demonstrate respect for the employer’s time and control your narrative. Don’t let nerves or a busy schedule delay your reply; instead, embrace this opportunity to shine.

And remember, the job hunt doesn’t have to be a lonely grind. That’s where Jobubu comes in. It scans 20,000+ job boards, automatically applies while you sleep, and keeps track of every application—so you don’t have to. Start free and get 10× more interviews—without burning out.