How To Write Interview Email Replies

The job hunting process these days can involve a lot of emailing. Emailing your CV to potential employers. Using email to contact relevant employment and recruitment agencies. All of these involve sending or receiving emails at some point.

However, there are two other types of email that require special attention.

The Reply to Interview Offer Email

It’s great news when you get an email from a job you have applied for offering you an interview. It’s important to reply to it both promptly and professionally. Ideally on the same day you receive it or the next business day. Writing it is relatively straightforward as long as you follow a simple format such as this:

• Be formal: Yes it’s an email and whereas for most emails it is perfectly OK to just hit reply and start writing, your reply to an interview offer email has to be more like a letter to start with a formal ‘Dear Mr/Mrs/Ms/Miss’ etc
• Be straight to the point: Don’t waffle and immediately accept the offer of interview and repeat the time and date mentioned in the offer
• Ask for confirmation: It’s good practice and professional to ask for a receipt of your email to ensure they have received it
• Close appropriately: End your message by showing your flexibility and saying that they should not hesitate to contact you if they require any more information or need to reschedule the interview

The Interview Follow Up Email

Had an interview but not heard back about whether you have got the job or not? Don’t just sit back and assume you haven’t, you need to send a follow up email. If you’ve not heard within about seven days, feel free to send you follow up email, it’s perfectly acceptable to do and can even help you get the job in some circumstances. Simply follow the following format:

• Formal introduction: Just like any email to do with a job interview, it should be opened formally with a ‘Dear Mr/Mrs/Ms/Miss’ etc.
• Details of your interview: State the date of your interview and what job you were interviewing for.
• Ask if a decision has been made: Ask if a decision has been made yet about the role but preface this by saying how interested you are in the job.
• Close the email by saying you look forward to hearing from them once they have made a decision. Then, say that they should get in touch with you if they have any questions in the meantime.

Writing a simple but straight to the point follow up email like this can not only help prompt an answer about your interview, it could even nudge them towards making you an offer. Imagine if they were down to choosing between you and another individual with similar skills, experience and qualifications. The fact you have been proactive could be the important fact that sways them to decide on you.