Interview Attendance Confirmation Letter
[Your Name]
[Your Title]
[Your Company Name]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Applicant's Name]
[Applicant's Address]
[City, State, ZIP Code]
Dear [Applicant's Name],
RE: Interview Attendance Confirmation
I am writing to confirm your scheduled interview for the position of [Position Title] at [Your Company Name]. We appreciate your interest in joining our team and look forward to meeting with you.
Interview Details:
Date: [Interview Date]
Time: [Interview Time]
Location: [Interview Venue Address]
Parking: [Parking Instructions, if applicable]
Please ensure that you arrive on time and are prepared to discuss your qualifications, experiences, and how you believe you can contribute to our company's success. During the interview, we will also provide you with more information about the role, our company culture, and answer any questions you may have.
If for any reason you are unable to attend the interview at the specified date and time, please contact us at [Your Phone Number] or [Your Email Address] as soon as possible to reschedule. We understand that unforeseen circumstances may arise, and we are more than willing to accommodate changes when necessary.
To help us better prepare for your interview, kindly confirm your attendance by replying to this email or calling us at [Your Phone Number] by [Confirmation Deadline].
We appreciate your interest in joining our team and are excited to learn more about you. Thank you for considering [Your Company Name] as your potential employer.
Best regards,
[Your Full Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Professional Interview Attendance Confirmation Letter
Subject: Confirmation of Interview Attendance
Dear [Candidate Name],
We are pleased to confirm your scheduled interview for the position of [Position Title] on [Date] at [Time]. The interview will be held at [Location/Platform if virtual].
Please arrive 10–15 minutes early and bring any necessary documents such as your resume, identification, and portfolio (if applicable). Should you have any questions or need to reschedule, kindly contact us at [Contact Information].
We look forward to meeting you.
Best regards,
[Your Name]
[Your Position]
[Company Name]
Casual Interview Attendance Email
Subject: Your Interview Confirmation
Hi [Candidate Name],
Just a quick note to confirm your interview for the [Position Title] role on [Date] at [Time]. We'll meet at [Location/Zoom link if virtual].
Excited to chat with you! Let us know if anything changes.
Cheers,
[Your Name]
[Company Name]
Provisional Interview Attendance Confirmation Letter
Subject: Tentative Interview Schedule
Dear [Candidate Name],
This is to provisionally confirm your interview for the [Position Title] role on [Date] at [Time]. Please note that this schedule may be subject to minor adjustments.
Kindly acknowledge your availability. Any changes will be communicated promptly.
Thank you,
[Your Name]
[Company Name]
Quick Interview Confirmation Message
Subject: Interview Confirmation
Hi [Candidate Name],
Confirming your interview for [Position Title] on [Date] at [Time]. Please reply to acknowledge.
Thanks,
[Your Name]
[Company Name]
Heartfelt Interview Confirmation Email
Subject: Looking Forward to Your Interview
Dear [Candidate Name],
We are delighted to confirm your interview for the [Position Title] role on [Date] at [Time]. It’s always exciting to meet promising talent like you.
Please confirm your attendance and feel free to reach out if you have any questions or require assistance.
Warm regards,
[Your Name]
[Company Name]
Formal Virtual Interview Confirmation Letter
Subject: Online Interview Attendance Confirmation
Dear [Candidate Name],
We are confirming your participation in the virtual interview for the [Position Title] position, scheduled on [Date] at [Time]. The session will be conducted via [Zoom/Microsoft Teams/Other Platform].
Please ensure you have a stable internet connection, a quiet environment, and the necessary documents ready. Confirm your attendance by replying to this email.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
What / Why is an Interview Attendance Confirmation Letter
An Interview Attendance Confirmation Letter is a formal or informal message sent to a candidate or interviewee to acknowledge their scheduled interview.
Purpose:
- Ensure the candidate is aware of the date, time, and location of the interview
- Confirm attendance and prevent scheduling conflicts
- Provide any necessary instructions or documents to bring
- Maintain professional communication and organizational planning
Who Should Send an Interview Attendance Confirmation Letter
- HR Manager or Recruitment Officer
- Hiring Manager or Team Lead
- Admin staff responsible for scheduling interviews
- In small organizations, the company owner or project lead may send it
Whom Should Receive the Letter
- Interview candidate
- In group interviews, all shortlisted candidates
- For remote interviews, ensure the recipient has access to the chosen platform
- Occasionally, cc team members or panelists if necessary for coordination
When to Send an Interview Attendance Confirmation Letter
- Immediately after scheduling the interview
- Upon candidate request for confirmation
- For follow-up after tentative scheduling
- Prior to virtual interviews with technical instructions
- When rescheduling or changing interview details
How to Write and Send the Letter
- Include candidate name, position, and interview details
- Mention date, time, and location or online platform
- Provide additional instructions if required (documents, dress code, etc.)
- Choose email for speed, letter for formal or high-level positions
- End with a polite request for acknowledgment or confirmation
Requirements and Prerequisites Before Sending
- Confirmed interview schedule
- Correct candidate contact details
- Interview format and platform ready
- Details of required documents and preparation instructions
- Templates or standardized wording for consistency
Formatting Guidelines for Interview Attendance Confirmation Letters
- Length: Short and concise (1–3 paragraphs for emails, up to 5 for letters)
- Tone: Professional, Formal, or Friendly depending on company culture
- Style: Clear and direct
- Wording: Include date, time, location, and required items
- Mode: Email preferred; letter for formal or high-level candidates
- Etiquette: Use polite language and prompt acknowledgment request
After Sending / Follow-up
- Track sent confirmations
- Follow up with candidates who have not responded within 1–2 business days
- Update interview schedule records upon acknowledgment
- Send reminders 24 hours before interview if needed
Tricks and Tips for Effective Interview Attendance Confirmation
- Use templates to save time for multiple candidates
- Include all essential details to avoid confusion
- Provide contact info for rescheduling or questions
- For virtual interviews, include platform links and access codes
- Keep tone professional yet approachable
Common Mistakes to Avoid
- Sending confirmation without specifying date, time, or location
- Using overly casual language for formal positions
- Forgetting to request acknowledgment from the candidate
- Sending to wrong email or missing candidates
- Omitting virtual interview instructions when applicable
Elements and Structure of an Interview Attendance Confirmation Letter
- Subject line clearly stating "Interview Confirmation"
- Greeting addressing candidate personally
- Mention of position and interview schedule
- Location or virtual platform details
- Additional instructions (documents, preparation, or arrival time)
- Polite closing with sender’s contact information
- Signature of HR or authorized personnel
Compare and Contrast with Interview Invitation Letters
- Invitation Letter: Initial communication inviting candidate to interview
- Attendance Confirmation Letter: Acknowledges and confirms scheduled interview
- Confirmation Letter may include final instructions and details
- Invitation is proactive; confirmation is reactive or preventive
- Tone in invitation may be more persuasive, while confirmation is more direct
