How To Write an Email For Interview Schedule

Securing a job interview is a significant step in the job search process, and often, the first formal interaction you’ll have with a potential employer is through an email to schedule this critical meeting.

The importance of this email cannot be overstated—it sets the tone for your professionalism and interest in the role. In this comprehensive guide, we’ll walk you through the essential steps of preparing to write your interview scheduling email, what to include in the body of the message, and provide you with practical templates to get you started.

Whether you’re reaching out to arrange your first interview or needing to reschedule a pre-existing appointment, this article will ensure you communicate effectively, leaving a positive impression before you even shake hands.

Get ready to pen an email that not only showcases your enthusiasm and attention to detail but also puts you one step closer to landing your dream job.

What To Do Before Writing the Email

Before writing the email, there are a few important actions you should take:

  • Review the job posting or job description thoroughly to gather any specific instructions or details regarding the interview process.
  • Research the company and the role you’re applying for to have a better understanding of the organization and the qualifications they seek.
  • Double-check your availability and ensure that you have a clear schedule for potential interview times.

What to Include In the Email

When writing an email to schedule an interview, it’s essential to include the following information:

Subject Line

Your subject line should be concise and clearly express the purpose of the email. Example: “Interview Request: [Your Name] – [Job Title].”


Start the email with a professional greeting, preferably addressing the recipient by their name if known.


In the introduction, briefly introduce yourself and mention the position you’ve applied for or the reason for the interview request.


Provide a list of potential dates and times you’re available for the interview. Clearly state the time zone to avoid any scheduling confusion.


Politely ask the recipient to confirm the interview time and provide contact information in case they need to reach you for further details.

Thank You

Express your gratitude for the opportunity to interview and thank the recipient for their time and consideration.

Email Template 1

Subject: Interview Request: [Your Name] – [Job Title]

Dear [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I recently applied for the [Job Title] position at [Company Name]. I am excited about the opportunity to interview for this role.

I am available for an interview on the following dates:

  • [Date 1], [Time 1]
  • [Date 2], [Time 2]
  • [Date 3], [Time 3]

Please let me know if any of these options work for you. I am located in the [Time Zone]. If none of these dates are suitable, please suggest an alternative date and time, and I will do my best to accommodate it.

Thank you for considering my application. I look forward to hearing from you soon.

Best regards,

[Your Name]

Email: [Your Email Address]

Phone: [Your Phone Number]

Email Template 2

Subject: Re-scheduling Interview: [Your Name] – [Job Title]

Dear [Recipient’s Name],

I hope this email finds you well. I apologize for any inconvenience caused, but I need to reschedule the interview for the [Job Title] position at [Company Name] that was previously scheduled on [Date], [Time].

I have a conflicting appointment during that time, and I am wondering if we could find an alternative date and time that works for both of us. I am available on the following dates:

  • [New Date 1], [New Time 1]
  • [New Date 2], [New Time 2]
  • [New Date 3], [New Time 3]

Please let me know if any of these options are suitable for you. Once again, I apologize for any inconvenience caused and appreciate your understanding.

Thank you for your time and consideration.

Best regards,

[Your Name]

Email: [Your Email Address]

Phone: [Your Phone Number]


Writing a professional email to schedule an interview is crucial for making a positive first impression. Remember to thoroughly prepare before writing the email, clearly state your availability, and express your gratitude for the opportunity. Good luck with your interview!

Tips for Writing an Effective Interview Schedule Email

  • Keep the email concise and to the point.
  • Double-check the recipient’s name and contact information for accuracy.
  • Use a professional email signature including your full name and contact details.
  • Proofread the email for any grammatical or spelling errors.
  • Be proactive in suggesting alternative dates and times if the initial options don’t work.