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Interview Call Letters: Format, Tips, Templates, and Samples

After you are done with your submission to show your excitement for the position, the hiring manager will go through the application to find suitable candidates. The students who are selected will be called for an interview.

A Call letter meaning is simple: you are inviting a candidate for an interview. In this blog, we will take you through the essential tips and formats to help you convey the most important interview calling message to the shortlisted candidates, 

What is an Interview Call letter?

During the recruitment process, the hiring department assesses all the applications to understand who the ideal candidates are. The candidates who are called for a face-to-face interview. They are generally called for an interview with an official invitation, the Interview call letter, or an interview call message.

Format of an Interview Call Letter

There is a certain format for a message for an interview call. It is something that should follow a similar format as a formal letter. The exact format may vary between the companies. Here are some of the things that are a must when you are formatting an interview call letter.

1. Key elements to include

Speaking of an interview call letter, there are quite a few elements that must be included in the email. Here are a few of the things that you simply cannot miss:

  • Company letterhead and contact information: You need to be precise with the company’s contact information. 
  • Date: Make sure that you have mentioned the correct date in your letter
  • Candidate’s Name and Address: In the interview letter, give yourself another go and check if you have mentioned the right name and address for the candidate.
  • Greeting and opening paragraph: You need to greet the candidate of the interview call letter with the best salutations. 
  • Interview details (date, time, location, Interviewer): Make sure you have added the correct information regarding the interview in the interview call letter.
  • Additional instructions or requirements: No matter what interview call letter sample you are going with, you may add additional instructions if needed. 
  • Closing paragraph and signature: Make sure you end it with the correct note and add your signature.

2. Tone and language

For any interview call letter format, adding the key elements is a must! And so are these following three things that you need to abide by:

  • Professional and courteous: From the very beginning to the very end, your message for interview call should be professional and courteous.
  • Clear and concise: Avoid any kind of unnecessary information in your mail and make it concise and to the point.
  • Encouraging and welcoming: You are conveying good news to the candidate. Therefore, one of the much-needed elements in the interview call letter is to be encouraging.

Tips for Writing Effective Interview Call Letters

While an interview letter format will only get you so far, here are some of the tips that can make all the difference: 

1. Personalize the letter for each candidate

Avoid any kind of mass mail to all the shortlisted candidates. Each of the candidates has a different name and details, so you need to personalize the call letter format accordingly.

2. Provide clear and specific interview details

Be concise and clear with the specific details of the interview, such as the time of the interview and the slot for the candidate.

3. Include information about the company and position

While it is not possible to state the information regarding the company and the position you are hiring for in the interview call letter, add the relevant information. 

4. Mention any additional requirements (e.g., portfolio, references)

If you need to mention any additional requirements, such as a portfolio or testimonials, proceed to add them as well.

5. Use a professional and friendly tone

From the beginning to the end of the interview call letter, make sure you are maintaining a friendly yet professional tone.

6. Proofread and edit for clarity and accuracy

Proofread your letter twice and edit it to perfection.

Interview Call Letter Templates

Let us take a look at some of the interview call letter templates:

Template 1: In-person interview call letter

Here are some of the things that you need to follow for an in-person interview call letter:

  1. Introduction and purpose: At the beginning of the letter, you need to proceed with warm salutations and explain the purpose of the letter.
  2. Interview details and location: In the next section, you need to provide the correct details of the interview, and since it is an in-person interview, you are required to provide the details of the location.
  3. Additional instructions: If there are any additional instructions required, such as if the candidate needs to bring the portfolio or other documents, you may mention them in this section.
  4. Closing and contact information: Last but not least, you need to close the interview call letter to the point, and do not forget to provide contact information for queries.

Template 2: Virtual interview call letter

Now, Let us take a look at some of the virtual interview call letter templates

  1. Introduction and purpose: At the beginning of the letter, you need to proceed with warm salutations and explain the purpose of the letter.
  2. Interview details and platform: In addition to providing the details of the interview, you need to mention which platform the interview will be carried out on. 
  3. Technical requirements and instructions: You need to mention any kind of technical requirements you need from the candidate or any instructions that you need them to follow in this section.
  4. Closing and contact information: Last but not least, you need to close the virtual interview call letter to the point, and do not forget to provide contact information for queries.

Template 3: Group interview call letter

Following are some of the steps you need to follow for a group interview call letter:

  1. Introduction and purpose: At the beginning of the letter, you need to proceed with warm salutations and explain the purpose of the letter.
  2. Interview details and format: In the next section, you will mention the details of the interview and how it will be carried out. 
  3. Expectations and preparation: Following that, you may add the expectations within the interview that is scheduled.
  4. Closing and contact information: Lastly, you need to close the virtual interview call letter to the point, and do not forget to provide contact information for queries.

Samples of Interview Call Letters

Here are a few of the samples of interview call letters:

Sample 1: In-person interview call letter for a marketing position

(Details of the Company)

Hi (Name of the Candidate),

Thank you for applying to the SEO specialist position at [Company Name]. After reviewing your application, we’re excited to invite you to interview for the role! 

Your interview will be conducted [Format] and last roughly [Length of Interview]. You’ll be speaking with [Interviewer], our [Interviewer Job Title], here at [Company Name].

Please let us know if you are available during the following times:
[Day, Date-Time, Time Zone]
[Day, Date-Time, Time Zone]
[Day, Date-Time, Time Zone]

Thanks again for your interest in joining the [Company Name] team! We’re looking forward to speaking with you.

Best,
[Your Name]
[Your Email Signature]

Sample 2: Virtual interview call letter for a software engineer role

(Details of the Company)

Hi (Name of the Candidate),

Thank you for applying to the Software Architect position at [Company Name]. After going through your application, we’re excited to invite you to interview for the role! 

Your interview will be conducted [Format] and last roughly [Length of Interview]. You’ll be speaking with the senior software architect [Name of the person], our [Interviewer Job Title], here at [Company Name].

Please let us know if you are available during the following times:
[Day, Date-Time, Time Zone]
[Day, Date-Time, Time Zone]
[Day, Date-Time, Time Zone]

Thanks again for your interest in joining the [Company Name] team! We’re looking forward to speaking with you.

Best,
[Your Name]
[Your Email Signature]

Sample 3: Group interview call letter for a sales representative position

(Details of the Company)

Hi (Name of the Candidate),

Thank you for applying to be the Assistant sales manager at [Company Name]. After carefully reviewing your application, we’re excited to invite you to interview for the role! 

Your interview will be conducted [Format] and last roughly [Length of Interview]. You’ll be speaking with the senior manager [Name of the manager], our [Interviewer Job Title] here at [Company Name].

Please let us know if any of the following times are convenient for you:
[Day, Date-Time, Time Zone]
[Day, Date-Time, Time Zone]
[Day, Date-Time, Time Zone]

Thanks again for your interest in joining the [Company Name] team! We’re looking forward to speaking with you.

Best,
[Your Name]
[Your Email Signature]

Following Up After Sending Interview Call Letters

Following up is just as important as an interview call letter. There are many purposes behind this.

1. Importance of follow-up communication

A follow-up communication not only ensures that the candidate has acknowledged the mail but also serves as a gentle reminder.

2. Confirming receipt and attendance

With follow-up communication, you double up the efforts to confirm the candidate’s attendance for the interview.

3. Providing additional information or updates

If there is any additional information that you forgot to add to the original mail, you may also add it to the follow-up mail.

4. Responding to candidate questions or concerns

In case any candidate has any queries, those may also be responded to via follow-up communication.

Common Mistakes to Avoid in Interview Call Letters

There are no humans on this planet who never make any errors. Here are some of the common mistakes you need to avoid:

1. Failing to personalize the letter

Personalization is key! It is not only for the candidates to easily understand the mail, but it also lets you track each chain of communication better.

2. Providing incomplete or inaccurate interview details

You cannot afford to make such mistakes. Take the initiative to check things twice before sending out an interview call letter.

3. Using an overly formal or impersonal tone

From the first to the end of the letter, it is a must that you maintain a professional tone in the letter.

4. Neglecting to proofread and edit the letter

Proofread your letter twice, at least. It is one of the common mistakes that the majority of people make.

Conclusion

The key behind the perfect interview call letter is personalization and accuracy. Other than that, these tips mentioned above and the formats we have provided will surely help you with this venture.

FAQ

Q1: What is the most important element to mention in a virtual interview call letter?

Ans: Along with many other elements, it is a must that you have a platform where the interview will be carried out.

Q2: What is an interview call letter?

Ans: During the time of the recruitment process, the hiring department or the hiring employer generally assesses all the applications to understand the candidates that are best fit for this position. The candidates who are selected will be called for a face-to-face interview. These candidates are generally called for an interview with an official invitation, which is known as the Interview call letter or an interview call message.

Q3: How can you respond to an interview call letter?

Ans: In addition to confirming your availability, you need to carry out a professional tone from the start to the end of the letter.

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