Interview invitation letter
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.
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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.
No later than 5 days prior to the interview, giving the candidate reasonable time to accept and prepare
The Employer (you) to the Candidate
Great Britain & NI (United Kingdom), Worldwide
What legislation and best practice guidelines have been taken into account in the development of this template?
There are several UK employment law considerations that an employer should make when designing an interview invitation letter, including:
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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.
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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.
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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.
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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.
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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.
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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.
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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.
In which communication or process sequence does this template belong?
Application acknowledgement letter template
An Application Acknowledgement Letter confirms receipt of a job application, expresses appreciation, and sets expectations for further communication.
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.
