- Date, time and length. Two options if the client will give you two.
- Place or link. For on-site interviews, the address, the building and who to ask for at reception.
- Who they'll meet. Names and job titles, so the candidate can prepare.
- Format. Competency interview, case study, a look round the office, and anything to bring.
- Travel. Whether the client covers it and how.
- Your number. For delays and questions on the day.
The client wants to meet your candidate, and now the slot has to be pinned down. You're in the middle: the times come from the client, the questions from the candidate, and an invitation with gaps in it turns into three more emails. The templates below cover the usual cases; shorter versions are in the template library. To keep them in Outlook, see the guide on Outlook templates.
[…] Highlighted in yellow: fill in your own details.
What the invitation needs
Five templates for invitations and scheduling
Hi [first name],
Good news: [hiring manager, job title] would like to meet you. They can do
- [day, date, time]
- [day, date, time]
It'll take about [length], [at their office in place / by video]. Which works for you? As soon as I hear back, I'll send the full details.
Speak soon,
[Your name]
Hi [first name],
You're confirmed:
- [day, date], [time], about [length]
- [address], [building or floor]; ask for [name] at reception
- You'll meet [name, job title] and [name, job title]
- Format: [e.g. "a conversation about your background, then a short case study"]
[Parking or directions.] [Client] will cover travel [on receipts / up to amount]. I'll give you a quick call the day before to run through it, and on the day you can reach me on [phone number].
Best wishes,
[Your name]
Hi [first name],
Here are the details for your call with [hiring manager, job title]:
- [day, date], [time], about [length]
- Link: [link] ([platform, e.g. Teams], works in the browser, nothing to install)
- Also joining: [name, job title]
If the tech lets you down, ring me on [phone number] and I'll let the client know.
Thanks,
[Your name]
Hi [first name],
The first interview went down well, particularly [specific point]. [Client] would like you back for a second round, this time with [name, job title]. The plan is [format, e.g. "a session with the team and a short presentation on your first 100 days"].
They can do [slot 1] or [slot 2]. Shall we have a quick call beforehand so you know what they'll be looking for this time?
Speak soon,
[Your name]
Hi [first name],
I'm sorry, [client] has to move the interview on [date] [reason if known, e.g. "as the hiring manager has been called away"]. It's nothing to do with you, and they're as keen as before. They've offered [slot 1] or [slot 2] instead. Apologies for the shuffle.
Best wishes,
[Your name]
Subject lines that get opened
Keep the subject plain and searchable, so the candidate can find the email again on the day: "Interview with [client]: [day, date, time]". For a confidential search use the role instead of the client: "Your interview for the [role] role: [day, date]". Avoid "Exciting news" and anything else that looks like marketing.
When the candidate doesn't reply
If there's no answer to the slots after two working days, follow up once in the same thread with the times repeated, then pick up the phone. Timings and templates are in the follow-up guide. If the client says no after the interview, the rejections guide helps.
Every email from your thread with the candidate
The invitation is usually the easy part. Then the candidate asks about parking, the team, or whether the week after would work. LetterForge drafts those replies from your thread with them, with the role and your notes, and you send them from your own mail app. The demo shows how it looks. The app is coming soon: see pricing, join the waitlist, or read how LetterForge relates to the AI Act.
FAQ
- Who sends the interview invitation, the recruiter or the client?
- Usually the recruiter, on the client's behalf. You know the candidate, field the questions and hear about it when something goes wrong.
- Should the invitation mention travel expenses?
- Yes. Agree with the client at the briefing whether they cover travel, and up to what amount, and say so in the invitation. In Germany, employers who invite someone to interview generally have to reimburse their costs unless they rule it out beforehand.
- How much notice should an interview invitation give?
- Someone in a permanent job usually needs a few days to get time off. Two options, at least two or three working days ahead, save a lot of back and forth.
Sources
- Germany, Bürgerliches Gesetzbuch (Civil Code), § 670 Reimbursement of expenses (German). https://www.gesetze-im-internet.de/bgb/__670.html (accessed 20 Oct 2026)
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