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Interview invitation letter

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Our Interview Invitation Letter template formally invites candidates to interview, providing essential details and promoting professionalism in the hiring process.

Sending an interview invitation letter/email to candidates is important, and it needs to be optimised to increase response rate. Give candidates suggestions of some available dates and times that work for you.

The document also includes a number of optional paragraphs such as travelling expenses.

Reading time
How long to understand and implement this letter?
10 mins
Word count
How many words in this letter?
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What is an Interview invitation letter?

An interview invitation letter is sent to a candidate who has applied for a job, inviting them to attend an interview. It typically includes details such as the date, time, location, and format of the interview, as well as any instructions or requirements for the candidate.

The purpose of an interview invitation letter is to formally invite the candidate to participate in the next stage of the recruitment process, and to provide them with all the information they need to prepare for the interview. The letter may also include additional information about the job and the company, such as the job description and company background, to help the candidate better understand the role and the organisation.

Interview invitation letters can be sent by email or by post, and may be accompanied by additional forms or documents, such as an application form or a pre-interview questionnaire. The letter should be clear, concise, and professional, and should provide the candidate with a positive impression of the employer and the recruitment process.

Best practice timescale for this to be issued
When should this letter be issued?
No later than 5 days prior to the interview, giving the candidate reasonable time to accept and prepare
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Candidate
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

There are several UK employment law considerations that an employer should make when designing an interview invitation letter, including:

  1. Equality Act: The employer should ensure that the invitation letter does not discriminate against any potential applicants based on any protected characteristics, such as age, disability, gender, race, religion, or sexual orientation. The letter should be designed to be accessible and easy to understand for all potential applicants.

  2. Reasonable adjustments: If a candidate has a disability, the employer should consider making reasonable adjustments to the interview process and communicate this in the invitation letter. This could include providing additional time for the interview or offering an alternative interview format.

  3. Data Protection: The employer must comply with data protection laws, including the General Data Protection Regulation (GDPR), when collecting, storing, and processing personal data about potential applicants. The employer should obtain the applicant's consent to collect and process their personal data and ensure that it is only used for legitimate business purposes.

  4. Interview and Selection Process: The invitation letter should provide clear information about the interview and selection process, including the dates, times, and locations of any interviews and the selection criteria that will be used to assess applicants. The employer should ensure that the selection process is fair and consistent, and that all candidates are treated equally.

  5. Nationality and Immigration: The invitation letter should include a statement confirming that the applicant must have the right to work in the UK. The employer should also state whether sponsorship or visa assistance is available for eligible applicants.

  6. Health and Safety: The invitation letter should include any information or instructions related to health and safety for the interview, such as any COVID-19 precautions that will be taken during the interview process.

  7. Confirmation of Attendance: The employer should request confirmation of attendance from the candidate, to ensure that the interview schedule can be managed effectively and to reduce the risk of no-shows. The letter should include contact details for the candidate to confirm their attendance.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Interview invitation [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Re: [insert job title]

I am delighted to inform you that we have shortlisted your application for the [Position] role at [Company Name]. We were impressed with your skills and experience, and we believe that you would be a great fit for our team.

We would like to invite you to attend an interview at our office located at [Address], on [Date] at [Time]. The interview is expected to last approximately [Duration] and will consist of [Interview Format].

In compliance with UK employment law, we must confirm that you have the right to work in the UK. Therefore, please bring appropriate documentation to the interview to confirm your eligibility to work in the UK, such as your passport, visa, or residency permit.

During the interview, we will discuss your qualifications and experience, as well as your motivations for applying for the role. We will also provide more information about the role, the company culture, and the team you will be working with.

Please let us know if you have any special requirements for the interview or any reasonable adjustments that need to be made due to any disabilities or accessibility issues. We are committed to making the interview process as accessible and comfortable as possible for all candidates.

We would also like to inform you that we will collect and process your personal data for the purposes of recruitment. We will store your data in accordance with our data protection policy, and it will not be shared with any third parties.

If you are unable to attend the interview on the scheduled date and time, please let us know as soon as possible so we can reschedule. Also, please bring a copy of your CV and any other relevant documentation to the interview.

To confirm your attendance or if you have any questions, please contact us by [Date] at [Contact Information].

We look forward to meeting you in person.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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In which communication or process sequence does this template belong?

Previous step
Application acknowledgement letter template

An Application Acknowledgement Letter confirms receipt of a job application, expresses appreciation, and sets expectations for further communication.

This step
Interview invitation letter template
Next step
Interview record form template

It is vital to maintain interview records should a decision be challenged by a candidate, so having this completed is important.

Interview invitation letter
interview invitation letter