Interview scheduling emails for recruiters and candidates
Coordinate an interview with recruiter and candidate email examples, clear time windows, confirmation steps, and careful handling of shared links.
An interview request needs more than a date. Include the interview stage, duration, and format so the candidate can reserve enough time and prepare appropriately.
Whether you are the recruiter or candidate, distinguish an availability response from final confirmation.
What recruiters should check first
Confirm the interviewers' availability, the interview length, the selection stage, and whether the interview is online or in person. Identify preparation requirements and a contact method for problems on the day.
Allow time between interviews for transitions and notes. Only offer slots the interview team can actually honor.
Example: a recruiter's scheduling request
Subject: [Company] — scheduling your first interview
Hi [name],
Thank you for applying for [role].
We would like to arrange a 60-minute first interview
by video call.
Please let us know all the options that work for you:
- [Date and start/end time]
- [Date and start/end time]
- [Date and start/end time]
All times are [time zone].
If none are suitable, please suggest two or three alternatives.
A reply by [date] would be appreciated.
Once we agree on a time, we will send the joining
details and preparation information.
Best,
[Recruiter's name]
Give the candidate a reasonable opportunity to respond. A delay on the hiring team's side does not automatically justify an extremely short deadline for the applicant.
Example: a candidate's availability reply
Subject: Re: Scheduling your first interview
Hi [name],
Thank you for the interview invitation.
I am available at these times:
- [Date and start/end time]
- [Date and start/end time]
Time zone: [Time zone]
Either option would work for me.
I look forward to receiving the confirmed details.
Best,
[Candidate's name]
Unless the recruiter has explicitly said otherwise, this supplies availability; it does not independently confirm one slot. Keeping the original email thread makes the exchange easier to follow.
Example: none of the proposed times work
Thank you for sending the options.
Unfortunately, I am unavailable at those times.
Could we consider any of these windows instead?
- [Date], any 60-minute slot between 10 am and noon
- [Date], any 60-minute slot between 2 pm and 5 pm
- [Date], any 60-minute slot between 3 pm and 5 pm
All times are [time zone].
Thank you for your help arranging an alternative.
Explicit windows are more useful than “after 3” with no end time. If the interview was already confirmed, identify the original appointment in your change request. Check receipt for a last-minute change.
Keep candidates separate on shared response pages
If you use a participant-link tool such as Kantankoho, do not invite unrelated candidates to the same response page. Names, responses, or comments may be visible to other people with that link.
Create a separate page per candidate if your organization's process allows it. Do not place application documents, personal phone numbers, or selection assessments in public-facing details or comments. Use approved recruitment systems or individual email for information requiring confidentiality.
Restricting who may edit a response is not the same as restricting who may view it. Kantankoho's response-editing setting does not create candidate-specific viewing permissions.
Send the final interview instructions
After agreement, send a confirmation email containing the time zone, duration, joining link or address, preparation, and contact details.
For several interviews on one day, distinguish each start and end time and any breaks. Candidates should check the confirmed details and ask about anything unclear before the interview day.