Templates for responding to emails from recruiters

Sometimes you'll need to write emails about your interview before the interview, usually to the recruiter or hiring manager. What should you say?

Sample emails from recruiters and templates to use for your responses

Here are some examples of emails you might get as you schedule your interviews. I’ll give you examples so you can see how they’ll greet you and the type of language they’ll use.

I'll also give you templates you can use to answer the emails.

First email from recruiter to arrange phone interview

Dear [First Name],

We have reviewed your CV and would like to confirm our interest in conducting a telephone interview with you for the position of [title]. I am the recruitment coordinator for this position and will be your point of contact during this process.

The interview will be 30 - 45 minutes and will be an opportunity for you to learn more about the role and for us to get an idea of your experience and skills. There will be a number of competency based questions for which you should draw on your experience for your answers. 

Please provide all of the days and times that you are available for a 45-minute phone interview over the next 3 weeks.  Times should be provided in CEST/CET (Central European/Summer Time) between 8.30am and 6.00pm.  Please also include the best number to call for the phone interview. 

Once I receive your reply I will confirm the phone interview as quickly as possible.  Thank you for your interest in employment with [X] and I look forward to receiving your response. 

Kind Regards,


Template for answer to first email from recruiter to arrange phone interview

Dear [Name],

Thanks for your email. I'm happy to arrange an interview with [Company]. 

I can be available [day of the week] through [day of the week] from [time] to [time] CEST for those three weeks. You can use the number [X] to reach me.

Best regards,

[Your Name]

Second email from recruiter to arrange phone interview

Dear [First Name],

Thank you for getting back to me with your availability. I am now pleased to confirm your telephone interview with [Name] on [Date] at [time]. [Name] will call you at [number]. If you would like to be called on another number please let me know.

It will be a competency based interview, designed to assess a fit to [company] and an alignment to our mission. It will also be an opportunity for you to learn more about [company], our job opportunities, and for us to discuss your background and skills.

Please reply to confirm that this time is convenient for you and that the number is correct.

Kind regards,


Template for answer to second email from recruiter to arrange phone interview

Dear [Name],

Thanks for your email. I will be available at the time you mentioned and that is the correct number to use. 

I'm looking forward to speaking with [Name].

Best regards,


Email from recruiter about second phone interview

Hi [Name],

Hope this email finds you well. Happy to share with you that we would like to move forward with your application and invite you for another phone interview.

May I kindly ask you to share your availability over the next three weeks?

Thanks a lot,


Template for answer to second email from recruiter to arrange phone interview 

Hi [Name],

Thanks for your email. I'm glad to hear you decided to move forward with my application. 

I will be available [day of week] through [day] from [time] to [time] CEST for the next three weeks. You can use the number [X] to reach me. I'm looking forward to it.

Best regards,


Email from recruiter to arrange on-site interview

Hi [Your Name]!

The team is excited to have you come onsite for interviews on [date] at [time]. We suggest you arrive at least 15 minutes early in order to check in and register (valid photo ID required) with [X]. Please ask for [Name] upon your arrival.  He will meet you in the lobby and escort you to the interview room. 

I have also scheduled a quick 30-minute call with a recruiter to help prepare you for your upcoming interview. This call is scheduled for [date] at [time]. [Name] will use the number [X] to reach you for the call.

Below please find the addresses and directions to our building as well as information pertaining to your interview expenses. Please respond to this email as confirmation that you have received this information.

Attached for your assistance:
*Prior to your interview, please review and sign the following attached Non-Disclosure Agreement.  You will be asked to submit this document to reception before your first interview begins.
*Candidate Reimbursement Forms (local transportation and other incidental expenses):  Email form(s) with attached receipts to [email address]. If you have any questions about your expenses, please contact [email address].

Building Address: [X].

Parking: Visitors may park on [X]. Visitors should bring their parking ticket to [X] to receive parking validation.

Dress code: Casual – You do not need to wear a suit. Please wear something that you are comfortable in.

What to expect:
*You will meet with [number] people. However, interview schedules can change often, so we appreciate your flexibility. The mix of interviewers will include managers and peers that make up the technical team. Please note: we will not be giving you a list of names that you will be meeting with during the day due to the flex of our schedules.
*Each meeting will be one-on-one interview sessions lasting approximately 45-60 minutes. These in-depth conversations will be around technologies from your background and specific to the job description.
*You will be provided lunch if the interview is scheduled during the noon hour. Please let us know if you have any dietary restrictions.

Should you have any questions, feel free to contact me regarding your interview logistics.

We are excited to have you come and meet the team!


Template for answer to email from recruiter to arrange on-site interview

Hi [Name],

Thanks for your email. I appreciate the information about what to expect the day of the interview and I will also be happy to have a call with the recruiter beforehand. I will let you know if I have any questions before then. 

Best regards,



You may get different types of emails when you're arranging your interview, but I think this covers many of the possibilities.

You can use these templates as ideas to start and then add your own language and ideas. 


I hope this post helps with your interview-related emails. If you need help with them or with your interview itself, email me at jennifer@interviewgenie.com to schedule a free 15 minute consultation or a full interview prep session.

 I’m happy to say that after working with me, my clients, who range from entry level to executive level, have done well in their interviews and gotten the job they wanted.

Interview Genie is an American interview prep company specializing in interviews at American companies.