Interview scheduling email templates you can copy today
Asking a candidate for their availability
Subject Next step for the [Role] role at [Company]
Hi [First name],
Thanks for your time so far. We'd like to invite you to a [60]-minute [video / in-person] interview with [names and roles].
Could you share every time you could make between [date] and [date]? Please include all the slots that work, as it helps us find a time that suits the whole panel first time.
Best,
[Your name]
Confirming the interview time
Subject Confirmed: your [Role] interview on [day, date] at [time]
Hi [First name],
You're confirmed for [day, date] at [time] ([time zone]). You'll meet [names and roles] for [60] minutes.
Join here: [video link]. A calendar invite is on its way.
If anything changes, just reply to this email.
Best,
[Your name]
Sending a reminder the day before
Subject Reminder: your interview tomorrow at [time]
Hi [First name],
A quick reminder that your interview with [names] is tomorrow, [day] at [time] ([time zone]).
Join here: [video link]. If you need to move it, reply and we'll find another time.
Best,
[Your name]
Rescheduling an interview
Subject Change to your [Role] interview
Hi [First name],
I'm sorry, but [interviewer] can no longer make [day] at [time]. Based on the availability you shared, could we move to [new day] at [new time] instead?
If that doesn't suit, send any other times you could make between [date] and [date].
Best,
[Your name]
Following up when a candidate goes quiet
Subject Still interested in the [Role] role?
Hi [First name],
I wanted to follow up on scheduling your interview for the [Role] role. If you're still interested, could you share some times you could make before [date]?
If your plans have changed, that's completely fine. A quick reply helps us keep everyone updated.
Best,
[Your name]
Tips for better scheduling emails
- Always state the time zone next to the time.
- Name the interviewers and their roles so the candidate can prepare.
- Give a date window, not an open-ended request.
- Keep it short enough to read on a phone.
With Kairo HR, the first two emails are replaced by a single link: the candidate picks their times and you confirm in one click.
Frequently asked questions
How quickly should I follow up if a candidate doesn't reply?
Two working days is a reasonable first follow-up for a scheduling request. Keep the follow-up short and give a clear date to reply by.
Should I include the interviewers' names?
Yes. Naming the interviewers and their roles helps the candidate prepare and makes the process feel organised and respectful.