How to Respond to an Interview Request: 7 Reply Emails

By Mustafa Tarabya, founder of CVBooster · Published 2026-10-25 · Updated 2026-10-25

6 min read

Respond to an interview request by replying within one business day in the same email thread, thanking the sender, confirming or choosing the time, confirming the format and location, and asking only what you still need, such as a video link or the names of the interviewers. The one constraint is speed: other candidates received the same email, and the slots fill in the order people answer. Purdue's Online Writing Lab gives the tone: "Write clear, short paragraphs and be direct and to the point; professionals and academics alike see their email accounts as business." Seven complete replies follow. Written by Mustafa Tarabya, who hired for his own company, read every application himself and now writes CVBooster's guides.

The email says they would love to talk. You read it four times, drafted a reply with three exclamation marks, deleted them, and now it is tomorrow. The recruiter has booked two other people since. A plain reply sent in ten minutes beats a perfect one sent tonight.

A reply that accepts the interview time

Thanks, the time confirmed in full, one useful question, a signature with a phone number. That is the whole reply.

Tailor my CV to this job

The five things every interview reply needs

• Reply in the same thread. Keep the subject line and everyone who was copied.
• Thank them, in one sentence.
• Confirm the date, time and time zone in full, so a mistake shows up now rather than on the day.
• Confirm the format: office address, phone number or video platform.
• Sign with your full name and phone number.

Purdue's email guidance also covers the subject line: "Be sure to include a meaningful subject line; this helps clarify what your message is about and may also help the recipient prioritize reading your email". When you reply in the thread, the subject line is already there; keep it.

Reply when you choose from several time slots

Reply when you need to reschedule

Ask for a new time once, offer several alternatives, and keep the reason short.

Reply to a phone screen request

Reply to a video interview request

Reply when you are not sure of your availability yet

Send a holding reply rather than nothing. Silence for two days reads as no interest.

Reply when you want to decline

Tailor my CV to this job

After you reply

• Add it to your calendar with the address or link, the interviewer's name and the job posting.
• Update your tracker. Our job application tracker has a column for the next step and its date.
• Prepare the questions they will ask. Start with common interview questions and answers and how to prepare for an interview.
• Plan your own questions. CareerOneStop, from the U.S. Department of Labor, advises in its interview tips: "Make a list of questions that you would like to ask during the interview."

If you cannot attend after confirming, our guide on how to cancel an interview has the emails. MIT's Career Advising and Professional Development also covers rescheduling as a normal part of the process.

Make sure the resume they have matches the job: CVBooster checks it against the posting, and filling any of the 99 templates is free after you sign in, with the ATS score and gap list; the PDF and Word download is Pro.

Frequently asked questions

How do you respond to an interview request email?

Reply in the same thread within one business day. Thank the sender, confirm the date, time and time zone in full, confirm the format or address, and ask any question you need answered, such as who you will meet. Sign with your full name and phone number. Keep it to a few short lines.

How quickly should I reply to an interview invitation?

Reply within 24 hours, and the same day if you can. Recruiters often invite several candidates at once and fill the slots in the order people respond. If you need time to check your schedule, send a short holding reply saying when you will confirm.

How do I accept an interview invitation professionally?

Thank them for the invitation, state that you accept and repeat the details: "I am glad to confirm Thursday, October 30, at 10 a.m. at your Denver office." Add one question if needed, then a polite closing. Avoid exclamation marks, emoji and long paragraphs about your qualifications.

Is it OK to ask to reschedule an interview?

Yes, once, if you ask early and politely. Explain briefly that you have a conflict, offer three or four alternative times, and thank them for their flexibility. Asking more than once, or at the last minute without an emergency, makes it harder for the employer to keep you in the process.

More in this series: related guides

• What Makes You Unique: 7 Interview Answers That Stand Out
• Why Do You Want to Work Here: 8 Sample Answers That Work

Related articles

• What Makes You Unique: 7 Interview Answers That Stand Out
• Why Do You Want to Work Here: 8 Sample Answers That Work
• Leadership Interview Questions and 12 Full Sample Answers
• Case Manager Interview Questions: 7 Answers That Score

More articles

• How to Sell Yourself at an Interview: 6 Answers to Copy
• How to Spell Resume: Resume, Résumé or Resumé, and When
• How to Write a Cover Letter: Structure, Examples, Mistakes

Looking for a worked example for your job title? Browse the resume examples by job title.

Get your free ATS score · All articles