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Use this phone interview confirmation email template to communicate with candidates. Once candidates have accepted your phone interview invitation, send them an email to confirm the date and time of the interview and set final details.

An email confirming a phone interview serves multiple important functions for recruiters:

  • It formalizes the interview appointment following a verbal agreement with candidates.
  • It establishes the precise date and time of the interview, once the candidates’ availability has been verified.
  • It serves as a reminder for candidates about the date and time of the interview, especially useful if the appointment was made some time ago.
  • It ensures that the correct contact information for candidates is on file.

When drafting this email, it’s crucial to create a clear and informative subject line to ensure that candidates promptly open your message. Aim to keep your email concise and emphasize the scheduled time and date. Additionally, take special care to accurately reflect any time zone differences, if applicable.

Phone interview confirmation email template

Subject: Confirmation of Your Phone Interview with [Company Name] for [Job Title]

Dear [Candidate’s Name],

We hope this message finds you well. This email is to confirm your upcoming phone interview for the [Job Title] position at [Company Name].

Here are the details of your phone interview:

Date: [Interview Date]
Time: [Interview Time] ([Time Zone])
Interviewer: [Interviewer’s Name]

Please make sure to be in a quiet location with good reception or a strong internet connection if the call is via an online platform.

[If it is a video call, add: “The interview will be conducted over [Platform, e.g., Zoom]. Please ensure that your camera and microphone are working properly. The link to the meeting is as follows: [Meeting Link]”]

We appreciate the time you’ve taken to apply for this role and look forward to speaking with you. Should you have any questions or need to adjust your availability, please don’t hesitate to contact us.

Thank you for your interest in [Company Name]. We are excited to learn more about your skills and experiences.

Best regards,

[Your Name]
[Your Position]

Thanks for your feedback

How to use this email template?

Use the above email template as your guide, but make sure you insert all the needed information and customize it to fit your own needs.

Looking for more HR templates and samples?

Check out our collection of HR email templates.


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