An Interview Call Letter
(or Interview Invitation Letter) is a formal document sent by an employer to a
job candidate to invite them to participate in the next stage of the hiring
process—the interview.
This letter confirms that the
candidate's initial application or resume has been successfully reviewed and
that the company is interested in learning more about their qualifications.
📝 Key Components of an
Interview Call Letter
The letter must be
professional, clear, and contain all the necessary logistical information the
candidate needs to prepare for and attend the interview.
I. Confirmation and Role
Details
- Job Title/Role:
Clear statement of the position the candidate is interviewing for (e.g.,
"Interview Invitation for the Senior Marketing Manager
Position").
- Confirmation:
A brief acknowledgment that the candidate's application/resume was
reviewed.
II. Interview Logistics
- Date and Time:
The precise date and time of the interview. It is a best practice to also
include the expected duration (e.g., "The interview is scheduled for
45 minutes").
- Location/Format:
- In-Person:
Full physical address, building name, floor, and instructions for
check-in (e.g., "Report to the main reception desk").
- Virtual:
A clear link to the video conferencing platform (e.g., Google Meet, Zoom,
Microsoft Teams) and any necessary access codes.
- Interviewer(s) Details:
The name(s) and title(s) of the person(s) who will be conducting the
interview.
III. Preparation and
Requirements
- Documents Needed:
A list of items the candidate should bring (e.g., hard copies of the
resume, government ID, portfolio, or proof of educational certificates).
- Interview Type:
Clarification on the stage and focus of the interview (e.g., "This
will be the first-round Technical Assessment").
- Preparation Instructions: Specific
details on what the candidate should prepare or study (e.g., "Please
come prepared to discuss the case study attached," or "Be ready
for a live coding exercise").
IV. Next Steps and Contact
Information
- Confirmation Request:
A clear request for the candidate to confirm their attendance by a
specific deadline.
- Rescheduling Policy:
Instructions on how the candidate can request a change if the scheduled
time does not work for them.
- Point of Contact (POC):
The name, phone number, and email address of the HR or recruiting contact
person for any questions or issues (especially on the day of the
interview).
💡 Best Practices
- Timeliness:
Send the letter with enough advance notice (usually 3-7 days) to allow the
candidate to arrange travel, schedule conflicts, and preparation time.
- Professional Tone:
Maintain a professional and welcoming tone to enhance the candidate
experience and reinforce the company's employer brand.
- Clarity: Ensure all
virtual links, addresses, and parking information are accurate and easy to
follow.
The Interview Call Letter transforms a verbal or informal agreement into a concrete, scheduled event, setting clear expectations for the candidate.
