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View full libraryThe Interview Invitation Letter Template provides a professional and welcoming way to invite a shortlisted candidate to an interview. It confirms the interview date, time, location and format while giving the candidate clear information about what to expect and anything they need to bring or prepare.
Use this template to:
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to Interview – [Job Title]
Thank you for your application for the position of [Job Title] with [Company Name].
We were pleased to review your application and would like to invite you to an interview to discuss your experience, skills and suitability for the role in more detail.
Interview details
| Date: | [Date] |
| Time: | [Time] |
| Duration: | [Approximate duration] |
| Location / Meeting link: | [Details] |
| Interview format: | [In person / Video / Telephone] |
| Interviewers: | [Names / Job titles] |
What to expect
The interview will provide an opportunity for us to
Need the complete Job interview process?
Explore the Job interview templates toolkitUse these best practice actions, recommended timescales and process stages to understand when and how the Interview invitation letter should be used, helping ensure each step is handled consistently and appropriately documented.
An Interview Invitation Letter is sent to a candidate who has been shortlisted for a vacancy and invited to take part in an interview. It formally confirms the interview arrangements while providing the candidate with the information they need to attend and prepare.
A clear invitation can also help create a positive candidate experience by setting expectations before the interview takes place.
The letter confirms practical details such as the date, time, location, interview format and people attending. It can also explain whether the candidate needs to prepare anything in advance or bring particular documents or examples.
The template can be adapted for face-to-face, video or telephone interviews and for different types of selection process.
The template is suitable for HR professionals, recruiters, hiring managers and employers inviting candidates to an interview for a permanent, temporary, part-time or other role.
The employer should confirm the candidate's attendance and ensure that interviewers have the relevant application materials and agreed assessment criteria. Any reasonable adjustment requested by the candidate should be considered before the interview.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Interview invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
An Application Acknowledgement Letter confirms receipt of a job application, expresses appreciation, and sets expectations for further communication.
Our Interview Record Form Template ensures comprehensive documentation, aiding in fair and transparent hiring decisions.
An invitation should normally confirm the role, interview date, time, location or meeting arrangements, format, expected duration, interviewers and anything the candidate needs to prepare or bring.
It is good practice to give candidates an opportunity to tell the employer about any adjustments or support they may require to participate in the recruitment process. Employers should consider appropriate requests individually and in accordance with the Equality Act 2010.
HRDocBox combines deep HR knowledge, practical application and years of experience with real recruitment processes. The template helps employers provide candidates with clear information while supporting a professional, consistent and accessible recruitment experience.
AI can produce a polite interview invitation, but recruitment communications need to sit within a fair and consistent selection process. HRDocBox combines UK employment-law knowledge, recruitment best practice and practical HR experience rather than relying on generic wording.
It should contain enough information for the candidate to attend confidently and understand what to expect without overwhelming them. The key practical arrangements, interview format, preparation requirements and adjustment contact should be clear.
Yes, a standard template can help ensure consistency, but the individual details should be personalised. The interview arrangements, preparation requirements and any reasonable adjustments should reflect the particular candidate and selection process.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing job interview processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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