Following interview, we moved forward elsewhere
Type: HR, Post-Interview Rejection
Tone: Candid, courteous
With this line you reference the interview, anchoring the moment. The terms “moved forward” and “elsewhere” sit side by side, so the candidate quickly understands the outcome.
When to Use
Send within one business day of a final decision to honor candidate time.
Let’s Wrap Up, Schedule Your Exit Interview
Tone: Friendly, action‑oriented.
The phrase “Let’s Wrap Up” hints at closure and partnership. “Schedule Your Exit Interview” clearly states the request. You set expectations and provide next steps all at once. People respond better when they know exactly what you need and why it matters.
Tips
Include a calendar link in the body. If you mention specific slots, use square brackets: “[Monday at 2 PM]” so the reader can click to confirm.
Interview invitation, pick your perfect time with [Company]
Type: Interview invitation, scheduling.
The phrase “Pick Your Perfect Time” gives the candidate control, reducing scheduling friction and boosting response speed.
You also drop the dynamic [Company] tag so the candidate instantly recognizes the brand.
Tips
- Add a calendar link right after the greeting inside the email.
- Send within four hours of the recruiter‑candidate call to keep momentum.
Interview Email Example
Hello [First Name], our team loved your profile.
Choose the slot that suits you best and we will meet on Zoom.
Looking forward to the chat.
Quick chat about your resume? [Role] interview, 15 minutes tops
Type: Phone screen, recruiter outreach.
Tone: Friendly, concise, time‑respectful.
Candidates guard calendars, so “15 minutes tops” promises brevity.
Tips
- Use this when you still validate basic fit and salary range.
- Place the dial‑in link both in the body and the calendar invite for backups.
- Track replies; adjust wording if response lags past 24 hours.
Next step, virtual interview on [Date] with our product team
Type: Panel interview confirmation.
“Next step” signals progress. Mentioning the “product team” clarifies who shows up, lowering anxiety.
Tips
- Attach a one‑pager outlining interview format, so candidates prepare well.
- Send automatic reminders 24 hours and one hour before start time.
- Swap “virtual” with “onsite” if you fly the candidate in.
Update, final interview round confirmed, meet the founders
Type: Final round invitation, executive interview.
The word “update” creates a sense of urgency without sounding alarmist. Announcing a “final interview round” sets clear expectations. “Meet the founders” creates a sense of exclusivity and excitement as the stakes rise.
Tips
- Include founders’ LinkedIn profiles for quick context.
- Suggest dress code if workplace leans casual; remove surprise.
- End with “Reply all if any conflict pops up.” Clear, direct, polite.
[First Name], interview slots open this week for [Job Title]
I add the job title because clarity helps with skimming emails.
Reserve this line for late‑stage prospects who already know the brand. You highlight scarcity (limited slots) without sliding into pushy territory. Be sure your scheduling link sits near the top of the email.
Type
Hiring, Interview Invitation
Tone
Urgent, pragmatic
You’re shortlisted for our data internship, next steps
Type
Internship, Selection
Tone
Reassuring, authoritative
When and Why It Works
“Shortlisted” offers instant validation, boosting positive sentiment before the email even opens.
Send this follow-up line after an initial screening call. Inside the email, outline next steps: coding task, interview slot; to maintain momentum.
