How to Write a Professional Email Accepting an Interview

by Mary Wroblewski

    Like music to your ears, an email inviting you to a job interview can put some skip in your step. The key is to respond promptly and professionally, without letting the music lead you off-key with a long-winded response. Assume that the hiring manager is experienced at extending interview invitations and crafted the email in such a way that she simply wants a direct answer, not a discourse on how much you want the job. Reply to the invitation like a pro – and keep your dancing shoes nearby to celebrate after you ace the interview.

    Step 1

    Write a formal salutation on your email by addressing male writers by “Dear Mr.” and female writers by “Dr. Ms.” followed by the last name. If you are uncertain about the gender of the writer, call the company and ask.

    Step 2

    Read the email invitation carefully. Key in on the main question or request that requires your response.

    Step 3

    Address the question or request directly and with a shade of vigor: “Yes; I very much would like to interview with you at…” or “Yes, I can be available for an interview at several times during the week of…”

    Step 4

    Scan the email for other questions or directions and respond to them appropriately. Thank the writer for supplying driving directions, for example, or assure the writer that you will review the company website before the interview.

    Step 5

    Write a strong closing statement now that you’ve made some important points: You can follow directions, stay on task and answer questions expeditiously. Say that you look forward to the interview and the opportunity to learn more about how you can assist the company attain its goals and objectives.

    Step 6

    Choose a formal closing for your letter – either “Sincerely” or “Sincerely yours” – even if the writer chose the more personable “Best regards” or “Best.” Leave a line of space and then type your full name.

    Tip

    • Set aside your response for a few minutes, then return to it and read it again – perhaps aloud – to read for missing or misspelled words and grammar errors. Your goal? A word-perfect email that will put a skip in the interviewer’s step.

    About the Author

    Mary Wroblewski has been writing professionally since 1994 for publications such as "Woman's Day," "The Chicago Tribune," "The Chicago Sun-Times" and "Crain's Chicago and New York Business." She has a B.S. in mass communication from Illinois State University and a M.A. in journalism from Northern Illinois University.

    Photo Credits

    • Siri Stafford/Digital Vision/Getty Images