Invites a candidate to a scheduled interview round with the format, participants, preparation guidance, and logistics they need to show up confident.
Hi {{Candidate name}},
Thank you for your time so far — we enjoyed learning about your background and would like to invite you to the next step: a {{Interview length}} {{Interview type}} interview.
The details
What to expect
{{One or two sentences describing the focus of this round — for example, a walkthrough of a past project, a role-play, or a technical discussion. Mention anything they should prepare.}}
If the time doesn't work, reply with two or three windows that do and we'll rearrange. If you need any accommodation to participate fully, just let us know — we're glad to make it work.
Looking forward to it!
{{Your name}} {{Your title}}, {{Company name}}
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
Acknowledges a candidate's application with honest timeline expectations, what happens next, and a commitment to respond either way.
Tells a candidate their background screening is starting: the provider, what it covers, the consent step, expected duration, and who to ask about anything sensitive.
Asks for structured feedback on the hiring process after a decision, whatever the outcome: how long it takes, how to access it, how answers are handled, and why it matters.
Recruiter presents a vetted candidate to a client: three evidence-backed highlights, compensation expectations and availability, and a single next step to book the interview.
Honest mid-process update for when timelines slip: the real reason for the delay, a new date, confirmation the candidate is still in the running, and a promise to write again either way.
Acknowledges a candidate withdrawing from the process without friction: thanks them for the heads-up, asks one optional learning question, and leaves the relationship genuinely warm.