Interview invitation letter template
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.
- 2 pages / 315 words.
- Last updated 13/03/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Interview invitation letter
[Sender name]
[Sender address]
[date]
[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
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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.
It is usually delivered to the Candidate by the Employer / HR.
It should be actioned no later than 5 days prior to the interview, giving the candidate reasonable time to accept and prepare.
Compliance
Compliance
This Interview invitation letter template incorporates relevant UK laws and HR standards, including those listed below:
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.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Interview invitation letter template, to understand the workflow.
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Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Interview invitation letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
