How to respond to an interview email

Some employers like to contact potential employees by e-mail. So, while you may be expecting a phone call to interview, check your e-mail inbox and your spam folder regularly for interview invitations as well.

Read the email closely to find out how the employer wants you to respond. The email may specify that you call or respond by e-mail, as well as state who you should respond to. Be careful about simply hitting the reply button in your e-mail. The interview message may tell you to contact a different person than who sent the email.

Title your subject line something that relates to your message. If you choose from a list of interview times, put the date and time in the subject line, or reference the job title. Do not leave it blank. You can use reply and leave the subject as is if you are able to respond by e-mail to the original sender.

Thank the employer in your e-mail or phone call for the opportunity to interview. For example, you might write, "I am writing to accept the opportunity to interview with XYZ Corporation on Tuesday, June 9, at 10:00 a.m. I appreciate the chance to interview for the position of administrative assistant." Your phone message could be, "Hello, I am Bob Smith. Thank you for the opportunity to interview for the administrative assistant position. I am available on Tuesday, June 9, at 10:00 a.m."

Begin your e-mail with Dear Mr. / Ms. /Dr.(last name). Avoid too-familiar greetings, such as "Hello," or "Hi."

Get right to the point in your phone message or e-mail. Keep your message, whether written or verbal, concise.

Use a readable font, such as Arial or Times New Roman in at least size 10 font. Avoid using capital letters in your e-mail, as it is considered shouting in electronic communications. Use proper grammar, mechanics and spelling (especially of the interviewer's name) in your e-mail. Avoid fancy graphics in your e-mail, and include a signature block at the bottom with your name, address, e-mail address and phone number.

Respond to the interview invitation promptly. The subject is of a time-sensitive nature, so it should not sit in your inbox for several days. Call the employer soon after you receive the email if that is how you plan to respond.

Include the original message in your reply. Include the most essential information if the email is very long.

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