How to Write an Email Scheduling a Phone Interview

A phone interview, also known as phone screening, is an interviewing procedure that recruiters may use to determine if an applicant is a good match for a particular position. Usually, after you schedule a phone interview, it is followed by in-person/online interviews, and hiring managers may utilize phone interviews to weed out unqualified applicants.

How to Write an Email Scheduling a Phone Interview?

Typically, recruiters would schedule a phone interview over an email that is entirely professional, in which they merely declare that they have evaluated the candidate’s documents and would like to schedule a phone interview with them. While it is critical to be precise and concise when you schedule a phone interview, this is also an excellent chance to create a memorable applicant experience.

Make Use of The Invitation to Schedule a Phone Interview to Express Your Enthusiasm for the Prospective Employee

This will help underline your corporate culture and showcase your employee value proposition to the candidate. Employers should go above and above to ensure that job candidates feel comfortable and confident during their forthcoming interview — whether it’s over the phone or in-person — to avoid causing tension. Also, be sure to give all information they may need to prepare. This will make them feel appreciated, and they will see you as an employer that cares about their well-being.

READ MORE: Best Examples of Phone Interview Questions for the Interviewer

Subject Line with a Direct Message

Please include a clear indication that the email is to schedule a phone interview in the subject line to catch the candidate’s attention while scrolling through their inbox. This will help to guarantee that your email to schedule a phone interview is not unintentionally forgotten and that you get a timely answer.

Specifications of the Position

When you email to schedule a phone interview, include the job title in your first paragraph and even in the subject line. Job seekers may apply to many vacant positions at a firm; thus, advise them of the job they are interviewing for before you schedule a phone interview. As a bonus, declare the name of your organization once again. It is a job seeker’s market, and top prospects have a wide range of premium companies from which to choose; remind them of your credentials.

Format of the Interview

Explain the mode in which you wish to schedule a phone interview. Give the candidate the phone number to call, as well as any other information that may be required.

Time Allotted for the Interview

This is particularly crucial when you wish to schedule a phone interview with prospective candidates presently working elsewhere and must time the discussion around their existing work schedule. Provide the applicant with an estimate of how long the interview should go, and confirm the date and time to schedule a phone interview, including a start and finish time for the discussion.

Options for a Variety of Dates and Times

Again, some of your prospects are likely to be presently working, which means they want to schedule a phone interview with several alternatives and at least a few days’ notice to book a meeting with you. By offering a variety of date and time alternatives when you want to schedule a phone interview, you can reduce disappointments while still conveying flexibility.

While this is less realistic when arranging group interviews, it is still vital to give applicants some leeway regarding when their interviews will take place to avoid scheduling conflicts. Even if you assume the applicant lives near to your office, consider including time zones when you want to schedule a phone interview. This will aid in the prevention of scheduling mistakes.

Specifics on the Interviewer

When you schedule a phone interview, include information on who the discussion will be with and what their job title is. You can even have a link to their LinkedIn page to assist applicants in better preparing for the interview. Identify the interviewer’s connection to the position, such as hiring manager or team member, in addition to stating the situation.

Adding a Signature to Your Email

An email to schedule a phone interview is a critical step in marketing the position as you evaluate applicant suitability for the position. As a result, add your professional email signature, which includes your job title and business logo, in every recruitment email to draw attention to your qualifications.

Email to Schedule a Phone Interview Template 1

Subject: Email to schedule a phone interview with ABC Technologies 
Greetings, [first name],

I appreciate your interest in the [job title] position at [company name] and submitting your application.

We want to invite you to an interview for [interviewer job title] with [interviewer]. The discussion will last a total of [duration of interview] minutes.

Please respond to this email immediately with your availability on the following dates and times: thank you for your cooperation.

Date/Time zone
Date/Time zone
Date/Time zone

We're looking forward to chatting with you in the future.

Sincerely,

[Name]
[Signature]

Email to Schedule a Phone Interview Template 2

Subject: Email to schedule a phone interview with XYZ Enterprise
Hello there [first name],

Thank you for your interest in the [job title] at [company name]. We've carefully studied your application papers, and we're delighted to invite you to participate in an interview for the position.

Your phone interview will last around [duration of interview]. You'll be chatting with [interviewer], who holds the position of [interviewer job title] at [company name].

During the following hours, please let us know whether you are available to receive your phone interview.

Date – Time – Time zone
Date – Time – Time zone

Once again, thank you for your interest in being a member of the [company name] team! Your conversation with us is something we look forward to.

Best wishes,

[Your name]
[Your email signature]

Email to Schedule a Phone Interview Sample 1

Subject: Email to schedule a phone interview with MEOW! Cat Food Company

Hello there, Mr. Jimmy Bom

Thank you for your interest in the Cat food mixer job at MEOW! Company.

Our team is looking forward to the interview process after analyzing your application.

Ideally, we'd want to plan a 30 minutes phone conversation with Mr. Darlington Kings, the Human Resource Manager at MEOW! Cat Food Company, at the time convenient for both of us.

The following are some possible dates and times:

31st January 2022 - 12 PM - EAT
2nd February 2022 - 4 PM - EAT

Please respond to this email and let me know if you are available at any times listed above. 

Thank you for your time.

To confirm the day and time, I'll arrange with Mr. Darlington Kings and send you an email including a calendar invitation.

Good luck,
Mr. David Jones,
Recruitment Officer.

Email to ScHedule a Phone Interview Sample 3

Subject: Email to Schedule a Phone Interview with Chicken Corp

Hello there, Esther,

Thank you for your interest in the Chicken Taster job at Chicken Corp.

Following a thorough evaluation of your application, we would like to invite you to an interview with Dr. Little, the Human Resource Manager of Chicken Corp.

The interview will be performed through a phone call and last around thirty minutes.

As a courtesy to you, we've prepared a list of possible dates and times for the next week. Please refer to this list for further information. Please look at the schedule and let us know which day works best for your schedule.

31st January 2022 - 12 PM - EAT
2nd February 2022 - 4 PM - EAT

We're looking forward to continuing the dialogue shortly.

All the best,

John Doe,
Recruitment Officer,
Chicken Corp.

Conclusion 

Phone interviews are often planned calls from the interviewer. However, applicants may schedule a phone interview by calling the recruiter on a specific day and time on their own. To schedule a phone interview, applicants may be required to call a certain office number.

Other times, interviewers are the ones who schedule a phone interview from their office phones, which is usually owing to the ease of arranging interviews during working hours, as previously said.

Following the tips, templates, and samples in this guide can help you schedule a phone interview effectively.

Check out more Email templates and samples for Scheduling a Phone Interview