Writing a Professional Email to Respond to an English Interview Invitation

1. Structure of a Professional Email Reply to an English Interview Invitation

1.1 How to Reply to an Email Confirming an English Interview Invitation

When replying to an interview invitation email in English, it’s important to ensure that the email structure is standard and professional. This structure serves as a “template” for writing quick, complete, and impressive emails for employers.

Subject Line

A complete email must include a subject line. If you prepare detailed content for your email but fail to add a subject, your confirmation email for the English interview is highly likely to be ignored. Since many people apply for the same position, recruiters often receive numerous responses. Without a clear subject line, they might not recognize who you are and may not have time to check back for details. A complete email must include a subject line. If you prepare detailed content for your email but fail to add a subject, your confirmation email for the English interview is highly likely to be ignored. Since many people apply for the same position, recruiters often receive numerous responses. Without a clear subject line, they might not recognize who you are and may not have time to check back for details.

[Job Position] – [Your Name]

Greetings

The greeting is the first part of your email and serves as the initial point to make an impression on the reader. For any email, it is crucial to include a polite greeting before diving into the main content. Although it may seem minor, skipping this part could make your email appear unprofessional, causing the recruiter to lose a favorable perception of you. In more serious cases, they might even withdraw the opportunity if they feel you lack professionalism.

If you do not know the exact name of the recruiter or the name of the HR manager, you can use "Dear Hiring Team" or "To whom it may concern". However, using these greetings is often not highly regarded, as it might indicate that you are not genuinely interested or serious about learning about the job.

To make your greeting more professional, you should use the following format: Dear Mr./Mrs./Ms. (+ the recruiter's name / the name of the person in charge of the recruitment department / the head of the department you’re applying to). Usually, in the email inviting you to the interview, the sender's name is included. You should use the name of the recruiter who will receive your email. Sending an email addressed to a generic recipient rarely leaves a good impression. This also shows that you’ve paid attention to the details in the job listing or that you’ve taken the time to research the company, demonstrating genuine interest in the position.

Thanking the Recruiter

After your greeting, you should proceed directly to the main content, avoiding unnecessary or unrelated information. First, you should thank the recruiter for choosing your profile among the many CVs submitted to schedule the interview. Passing this round means you are one step closer to the position of your dreams.

Examples:

• Thank you for the invitation to interview for the Marketing Manager position.
• Thank you for your invitation to interview with ABC Company.
• I would like to thank you for your consideration for my application for the position of...[position you are applying for].
• Thank you for the opportunity...

Confirming Interview Schedule

Afterward, confirm the interview schedule if the time provided by the interviewer suits you. If the schedule is not suitable, don’t hesitate to suggest another time and ask whether the recruiter agrees. In some cases, the recruiter will give several options for you to choose from. Confirm all possible sessions and don’t forget to emphasize the one you prefer the most.

Examples:

• I’m writing to confirm the interview details …
  I’m writing to confirm the interview details…
• I very much would like to interview with you at…
  I very much would like to interview with you at…
• I appreciate the opportunity and I look forward to meeting with (Hiring Manager) on (date) at (time) in your (location) office.
  I appreciate the opportunity and I look forward to meeting with (Hiring Manager) on (date) at (time) in your (location) office. 

Questions or Concerns (if any)

If you have any questions or need additional information regarding the interview, ask them directly in your reply email. Some issues you may need to prepare for include: necessary documents such as CVs, resumes, proof of work experience, copies of diplomas, certificates, portfolios, or proof of skills; the specific location of the interview; and the contact information of the interviewer so you can easily reach them in case of any issues or difficulties.

Closing and Signature

Finally, you should arrive at the interview on time and conclude your email with a polite closing followed by your signature and personal contact information. Don’t forget to provide personal details such as your phone number or email address. This ensures the recruiter has all the information they need to contact you and makes the process easier for them.

Examples:

• I look forward to hearing from you.
  I look forward to hearing from you.
• Yours faithfully.
• Yours sincerely.

1.2. Declining an Interview Invitation in English

Responding to an interview email is not just about accepting the invitation but also about politely declining if you are no longer interested in the position. If you have sent your CV or Cover Letter but the employer has taken too long to respond and you’ve already found a new job, in this case, you should consider replying politely rather than remaining silent. A polite rejection email has a similar structure to an acceptance email, but with a different explanation. Below is an example you can use to draft your reply email:

This position is a great opportunity. However, after careful consideration, I have decided to accept a position at another company.
This position is a great opportunity. However, after careful consideration, I have decided to accept a position at another company.

Thank you very much for considering me for the position of [vị trí ứng tuyển] and for inviting me to interview with your company. However, I would like to withdraw my application for this position

Thank you very much for considering me for the position of [vị trí ứng tuyển] and for inviting me to interview with your company. However, I would like to withdraw my application for this position

2. Notes for Writing an Interview Reply Email in English

You should respond to an interview confirmation email as soon as possible, preferably right after receiving it. Never delay your reply for too long. Additionally, avoid spelling or grammar errors, incomplete sentences, or unclear content. Write clearly and concisely with proper structure and grammar.

Use simple, straightforward language. There is no need for overly flowery or complex expressions. Double-check your email to ensure there are no mistakes before sending it.

• Complete and informative: A well-structured email with all necessary details and polite wording will make the recruiter feel respected and leave a good impression of you.
• Polite and professional tone: Show a professional attitude in your reply, especially in the first email sent to the recruiter. This creates a strong foundation for further communication.
• Mind your timing: Send your reply within the same week and as soon as possible. Don’t keep the recruiter waiting.

3. Sample Email Replying to an Interview Invitation in English

3.1 Sample Email Reply for Interview Invitation 1 (Confirming the Interview)

Translation:

Subject: Interview Confirmation – Sales Manager Position

Dear [Hiring Manager’s Name],

I am delighted to receive your email. Thank you for inviting me to interview for the Sales Manager position at Star Company. I am available on [Date] at [Time] and confirm my attendance at the interview on that day.

Please let me know if you need any additional information before [Date].

Best regards,

[Your Name]

3.2 Sample Interview Email in English 2 (Confirming the Interview and Requesting Additional Information)

Translation:

Subject: Interview Confirmation – Sales Manager Position

Dear [Hiring Manager’s Name],

I am delighted to receive the invitation to interview with your company this morning.

Thank you very much for giving me the opportunity to interview for the Accountant position. I would like to confirm my attendance at the interview on [Date].

However, during the phone call with HR this morning, I didn’t receive information about the interview location. Therefore, I kindly ask you to provide the specific address as well as any additional documents you may require me to bring to the interview.

I look forward to hearing from your company soon so that I can prepare in the best way possible!

Best regards,

[Your Name]