Sending a phone interview confirmation email is essential, even if you have spoken to the hiring manager or human resource representative on the phone. Preparing a phone interview confirmation email shows that you are enthusiastic about the position and interested in joining the company. Writing a phone interview confirmation email should be free of typos and grammatical errors. Here is how to go about the email.
How to Write a Phone Interview Confirmation Email
Phone interview confirmation email is a simple way to differentiate yourself from the rest of the candidates. Knowing how to write a phone interview confirmation email can help you prepare for the upcoming interview.
1. Write clear phone interview confirmation email subject line
The subject line for a phone interview confirmation email should clearly state your purpose. The reader should understand what the email is about before seeing its content. Your subject line should include the job title you are applying for, your first and last name, a short description of what the email is about, etc.
2. Start your phone interview confirmation email with a formal greeting
Start your email with a proper salutation and greet your recipient professionally. If you’ve received the interview invitation by email, you will be able to know the name of the person contacting you. When replying to an email, addressing the person by their name is often associated with a sign of respect.
3. Begin with your reason for sending the email
Be clear with your message, and make it as short as possible. Most recruiters, HR professionals, and employees of companies receive hundreds of emails a day; often, these emails are irrelevant. Starting your first paragraph with your reason for sending your email will let your reader know if they should spend time reading the rest of your email.
4. Restating the interview time and place
If you’ve not restated the interview time and date in your first paragraph, you can mention this information in the body of your phone interview confirmation email. Repeating the interview time and place when writing a phone interview confirmation email can help you confirm no changes on the previously proposed time and place. This prompts the hiring manager to cross-check their calendar and ensure that the information that they’ve provided is correct. Restating the interview time and place prevents any mismatch and prevents confusion before the interview day.
5. Ask questions and confirm what the items are you’ll need to bring for the interview
Phone interview confirmation email is the best opportunity for you to ask any reasonable questions that can help you to better prepare for the d-day. Questions you can ask when writing a phone interview confirmation email include the confirmation on time, and date, of the interview. Asking questions wisely shows that you are a potential candidate who is enthusiastic and well prepared for the interview.
6. Sign off professionally
Closing a phone interview confirmation email with a professional sign-off is the last opportunity for you to make a great impression on your reader. Use words like Regards, sincerely, best wishes, best regards, warm regards, etc. You can use words like cheers, thanks, many thanks, etc., for a semi-professional sign-off. Never use a short form of a full expression like thx, XOXO, TTYS, ciao, peace, or emojis.
7. Sign off with your name and contact information
When you are writing a phone interview confirmation email, it is recommended to include your email address and phone number as part of your signature so that the company can contact you when required. You may also want to have any contact information like Skype name, Zoom ID, LinkedIn profile link, etc., which the company may use to contact you.
Send this interview confirmation email to clarify details like date and time of the interview, estimated duration, name(s) and job title(s) of the interviewer(s), format and topic of the interview, call dialling information or codes, etc. Write a clear subject, so candidates open your message. Also, keep your email brief and highlight the time and date you have scheduled with the correct time zone listing.
Read More: How to Reply an Email to Confirm Appointment
Phone interview confirmation email (template) 1
Subject: Interview Confirmation: [Job Title], [Your First Name] [Your Last Name] Dear Mr./Ms. [Hiring Manager’s Name], Thank you for the opportunity for the job interview. I will like to confirm an interview for the job position [Job Position] at [Company]. I want to confirm the details for the interview appointment to be on [Time and Date] at [Location]. Please let me know if there are any other requirements I need to fulfill. Sincerely, [Your Name] [Your Contact Info]
Phone interview confirmation email template 2
No matter how your interview is conducted, it is essential to know how to write a phone interview confirmation email. Here we will show you a few examples of writing a phone interview confirmation email.
Hi [Employer’s Name], I want to confirm the phone interview for the [Job_title] position. When: [date and time, e.g., Monday, 31st January 2022 at 9 a.m]. The estimated duration is [e.g., 1 hour, thirty minutes]. Where: Confirm it is a phone interview. Who: [name and job title of the interviewer] Please let me know if the is any other information I can provide. I look forward to talking with you and discussing this job opportunity at [Company_name]. All the best / Kind regards, [Sign off]
Phone Interview Confirmation Email (Example) 1
Subject: Interview Confirmation: Telemarketing Agent, Jimmy Bom Dear Ms. Benny, Thank you for scheduling a phone interview for the Telemarketing Agent position at XYZ Company. This is a phone interview confirmation email to confirm the details for the appointment to be on Monday 31st, 2022, at 9:30 a.m. Please let me know if I’ll need to prepare for the interview. Sincerely, Jimmy Bon 85745876458 Email: [email protected] LinkedIn: linkedin.com/jimmybon
Phone Interview Confirmation Email (Example) 2
Subject: Interview Confirmation: Literature Teacher at XYZ College, Jimmy Bon Hello, Ms. Benny, Thank you for inviting me to the interview for the teaching position of English Teacher at XYZ College. I am looking forward to our conversation next Monday, January 31st, at 9:30 a.m. I believe my years of teaching experience make me an ideal candidate for this position. If there is any other information you need, do let me know. Sincerely, Jimmy Bon 85745876458 Email: [email protected] LinkedIn: linkedin.com/jimmybon
Phone Interview Confirmation Email (Example) 3
Subject: RE: Interview with XYZ Company for the Sales Agent position Good day, Ms. Benny Thank you for letting me know that the interview is rescheduled to Wednesday, 2nd February 2021 at 2:30 p.m. I am writing to confirm my attendance; and I look forward to the interview and will like to hear more about the position. Please let me know if there is any information you need. Thanks again for rescheduling my interview and letting me know. Sincerely, Jimmy Bon 85745876458 Email: [email protected] LinkedIn: linkedin.com/jimmybon
Phone Interview Confirmation Email (Example) 4
Subject: Confirmation of interview as Human Resource Manager at XYZ Company Greetings, Ms. Benny, Thank you for taking the time to evaluate my application for the position of marketing manager with XYZ Company and for inviting me to an over-the-phone interview. I'm writing to confirm that the interview we've scheduled for Monday, January 31st, October 7, at 2:30 p.m. will occur as expected. I am looking forward to talking on the phone to discuss this available opportunity and my credentials for the post in question. Please let me know if you want any other paperwork besides my résumé and portfolio or require any additional information before the interview on Monday. I appreciate your consideration. Sincerely, Jimmy Bon 85745876458 Email: [email protected] LinkedIn: linkedin.com/jimmybon
Whatever method you choose when writing your phone interview confirmation email, be sure to answer as soon as possible. This demonstrates your commitment to the role and helps to guarantee that you do not lose your interview place to another contender in the future.