Free email template template · Word

Interview Invitation Email

An interview invitation email confirms the interview slot with a shortlisted candidate and gives everything they need to attend: date, time, mode, venue or video link, panel, duration and documents to carry. A clear invite reduces no-shows and sets a professional first impression.

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[Company Logo][Company Name]

INTERVIEW INVITATION EMAIL

Subject: Interview Invitation – [Designation] at [Company Name] on [Date]

Dear [Candidate Name],

Thank you for applying for the position of [Designation] with [Company Name]. We are pleased to invite you for an interview. The details are below:

Detail	Information
Date	[Date]
Time	[HH:MM] IST
Expected duration	[Duration]
Mode	[In-person / Video]
Venue	[Company Address], landmark: [Landmark], map: [Map Link]
Video link	[Meeting Link] (please join 5 minutes early and test your audio and camera)
Rounds	[Technical interview, HR discussion]
Panel	[Interviewer Name], [Designation]

Please carry the following:

A printed copy of your updated resume
One government photo ID (original)
Copies of educational and experience certificates
Latest salary slip or offer letter (for CTC discussion)

Kindly confirm your availability by replying to this email by [Date, Time]. If the slot does not suit you, please suggest two alternative times and we will try to accommodate.

If you need any support or accommodation to attend the interview, please let us know. Please note that [Company Name] never charges candidates any fee at any stage of recruitment.

We look forward to meeting you.

Best regards,
[HR Name]
[Designation], Talent Acquisition
[Company Name]
[Phone Number]

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What this template includes

Subject line with role and date
Date, time with IST and expected duration
Venue with landmark and map link, or video link with joining instructions
Interview rounds and panel names
Documents to carry: ID proof, resume, certificates
Request to confirm attendance by a set time
Contact person and phone number for the day

When to use it

Scheduling the first face-to-face or video interview
Inviting candidates for a walk-in or assessment day
Confirming a slot already agreed over the phone
Sending details for the next round to a cleared candidate

How to customise this template

1Keep either the in-person block or the video block, not both
2Add parking, building entry or visitor pass details
3Mention any assignment to complete before the interview
4Add an accessibility line inviting requests for support

HR tips

Send the invite at least 48 hours in advance where possible
Send a short reminder by SMS or WhatsApp on the morning of the interview
Mention that the company never charges a fee for interviews to help candidates avoid scams
Put the time in IST for candidates in other countries

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

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Verified applicantsEvery applicant has a verified mobile number.
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Frequently asked questions

What should an interview invitation email include?+

Role, date, time, duration, mode, venue or link, panel details, documents to carry, a confirmation request and a contact number.

How early should an interview invitation be sent?+

Ideally two to five days before the interview, giving the candidate time to arrange leave or travel.

Is an interview call letter different from an invitation email?+

They serve the same purpose. A call letter is a more formal, letter-style version, often used for campus or government-style hiring.

All 50 recruitment & hiring →

[Company Logo][Company Name]
INTERVIEW RESCHEDULING EMAIL
Subject: Rescheduled – Your interview for [Designation] at [Company Name]
Dear [Candidate Name],
Version A (company-initiated): We are sorry to inform you that your interview scheduled for [Original Date] at [Original Time] needs to be rescheduled due to an unavoidable scheduling conflict on our side. We apologise for any inconvenience this may cause.
Version B (candidate-requested): Thank you for letting us know that the slot on [Original Date] does not work for you. We are happy to find a new time.
Please choose one of the following slots:
Option Date Time (IST) Mode
1 [Date] [HH:MM] [In-person / Video]
2 [Date] [HH:MM] [In-person / Video]
3 [Date] [HH:MM] [In-person / Video]
Email template · Word
Interview Rescheduling Email
Download .docx
[Company Logo][Company Name]
INTERVIEW CANCELLATION EMAIL
Subject: Cancellation of your interview for [Designation] on [Date]
Dear [Candidate Name],
Thank you for your interest in the [Designation] role at [Company Name] and for making time for the interview scheduled on [Date] at [Time].
We regret to inform you that we need to cancel this interview because [the position has now been filled / the requirement has been put on hold following an internal review / the role has been closed due to a change in business plans]. This decision is not a reflection of your profile or experience.
We sincerely apologise for any inconvenience this may cause, especially if you had already arranged leave or travel. If you have incurred travel costs for this interview, please share the bills with us at [Email] and we will process reimbursement as per our policy.
With your consent, we would like to keep your profile on file and reach out when a suitable opportunity opens up. If you would prefer us not to retain your details, simply reply to let us know.
Email template · Word
Interview Cancellation Email
Download .docx
[Company Logo][Company Name]
TELEPHONIC INTERVIEW FORM
Position:
[Designation]
Candidate Name:
[Candidate Name]
Phone Number:
[Mobile Number]
Interviewer:
[Interviewer Name]
1. Call Log
Attempt Date Time Outcome
1 [DD/MM/YYYY] [HH:MM] [Connected / Not reachable / Call back]
2 [DD/MM/YYYY] [HH:MM] [Outcome]
3 [DD/MM/YYYY] [HH:MM] [Outcome]
2. Opening
"Hello [Candidate Name], this is [Interviewer Name] from [Company Name]. As scheduled, this call is for the [Designation] position and will take about [Minutes] minutes. Is this still a good time to talk?"
3. Questions and Notes
Form · Word
Telephonic Interview Form
Download .docx

Option	Date	Time (IST)	Mode
1	[Date]	[HH:MM]	[In-person / Video]
2	[Date]	[HH:MM]	[In-person / Video]
3	[Date]	[HH:MM]	[In-person / Video]

Attempt	Date	Time	Outcome
1	[DD/MM/YYYY]	[HH:MM]	[Connected / Not reachable / Call back]
2	[DD/MM/YYYY]	[HH:MM]	[Outcome]
3	[DD/MM/YYYY]	[HH:MM]	[Outcome]

[Company Logo][Company Name]

HR INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
HR Interviewer:: [HR Name]
Date:: [Date]

1. Rating Table

Scale: 1 – Unsatisfactory, 2 – Needs improvement, 3 – Satisfactory, 4 – Good, 5 – Outstanding.

Criteria	Rating (1–5)	Comments / Evidence
Culture and values fit
Attitude and ownership
Communication and presentation
Career stability and progression
Motivation for joining
Teamwork and interpersonal skills
Integrity (consistency of information)
Average Score

2. Compensation Fit

Item	Amount (₹ per annum)
Current Fixed CTC	[Amount]
Current Variable	[Amount]
Expected CTC	[Amount]
Approved Range	[Amount] – [Amount]
HR Proposed CTC	[Amount]

Form · Word

HR Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

TECHNICAL INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Technical Interviewer:: [Interviewer Name]
Date / Mode:: [Date] / [In-person / Video]

1. Skill Rating Table

Scale: 1 – No knowledge, 2 – Basic, 3 – Working knowledge, 4 – Strong, 5 – Expert.

Skill Area	Weight (%)	Rating (1–5)	Comments
Core domain knowledge: [Skill]	25
Tools / software: [Tool]	20
Problem solving and analytical thinking	20
Practical application / scenario	20
Standards, compliance and quality awareness	10
Ability to explain technical concepts	5
Weighted Score	100

2. Questions Asked

Question	Answer Quality (Strong / Adequate / Weak)	Notes
[Question 1]
[Question 2]
[Question 3]
[Question 4]

Form · Word

Technical Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

MANAGER INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Hiring Manager:: [Reporting Manager]
Date:: [Date]

1. Role Outcomes Discussed

Year-One Outcome	Candidate's Approach / Example	Confidence (High / Medium / Low)
[Outcome 1]	[Notes]
[Outcome 2]	[Notes]
[Outcome 3]	[Notes]

2. Rating Table (1 = Poor, 5 = Excellent)

Criteria	Rating (1–5)	Comments
Ability to deliver role outcomes
Ownership and accountability
Planning and prioritisation
Team fit and collaboration
Learning agility
Stakeholder / customer handling
Leadership (for team roles)
Overall

3. Team Fit Notes

Form · Word

Manager Interview Evaluation Form

Download .docx

[Company Logo][Company Name]

FINAL INTERVIEW EVALUATION FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Final Interviewer / Panel:: [Name(s)]
Date:: [Date]

1. Summary of Earlier Rounds

Round	Interviewer	Score (out of 5)	Recommendation
Screening	[HR Name]	[Score]	[Proceed / Hold]
Technical	[Name]	[Score]	[Hire / No hire]
Manager	[Reporting Manager]	[Score]	[Hire / No hire]
HR	[HR Name]	[Score]	[Recommended]

2. Final Round Rating (1 = Poor, 5 = Excellent)

Criteria	Rating (1–5)	Comments
Strategic and business thinking
Leadership potential
Alignment with company values
Decision-making and judgement
Long-term growth potential
Overall impression

3. Offer Parameters

Form · Word

Final Interview Evaluation Form

Download .docx

[Company Logo][Company Name]
INTERVIEW FEEDBACK FORM
Candidate Name:
[Candidate Name]
Position:
[Designation]
Round:
[Round Name]
Interviewer:
[Interviewer Name]
Date:
[Date]
1. Top Strengths
1. [Strength with example]
2. [Strength with example]
3. [Strength with example]
2. Top Concerns
1. [Concern with example]
2. [Concern with example]
3. Competency Ratings
Form · Word
Interview Feedback Form
Download .docx

Interview Invitation Email

Preview of the email template

Subject: Interview Invitation – [Designation] at [Company Name] on [Date]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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