Interview outcome, thank you for your effort
Type: Recruitment, Professional
Tone: Respectful, appreciative
Recognizing effort shifts the emotional weight. A good subject line makes candidates feel seen, even when rejected.
Use this subject line when interviews demanded preparation or technical assessments.
Next steps after your interview with [company name]
Type: HR, Business
Tone: Gentle, forward-facing
Even rejection emails can point forward. This subject line works well when offering feedback, referrals, or future consideration.
Exclusive interview: [expert name] on [timely topic]
Type: Media Pitch, Interview, Thought Leadership
Tone: Clear, invitational
This pitch subject line speaks directly to journalists who seek fresh voices and credible commentary, and your outreach will benefit from this focus.
A media pitch subject line in this format includes three key elements: the format, authority, and hook.
Interview scheduled: [job title] with [company name] on [date]
Type: Professional, Interview, Recruitment
Tone: Polite, reassuring, organized
The strongest interview email subject lines act like timestamps. A subject that leads with “Interview Scheduled” tells the reader to flag the date.
This approach also soothes pre-interview anxiety and leaves little room for confusion about logistics.
Interview invitation for [role] at [company name]
Type: HR, Interview invitation, Professional
Tone: Clear, formal, respectful
Use this template when you have a shortlist ready and want to move quickly without sounding rushed.
The subject gives three vital pieces of information in one short line, the purpose, the role, and the company name.
Withdrawn application for [role] interview at [company name]
Type: Process closure, Application withdrawal
Tone: Polite, firm, professional
Candidates sometimes accept another offer or decide that a role no longer fits their goals.
A clear email stating “Withdrawn application” helps everyone avoid wasting preparation time.
Questions before the [role] interview on [date]
Type: Candidate clarification, Expectations
Tone: Curious, thoughtful, respectful
Some candidates prefer to clarify expectations before the interview. Recruiters who encourage thoughtful questions often see stronger conversations during interviews since both sides are prepared.
Feedback request for [role] interview experience
Type: Feedback, Candidate development
Tone: Constructive, open, appreciative
When a candidate already knows that a decision went another way, a feedback request can still preserve a positive relationship with the company.
This subject line emphasizes the experience rather than contesting the outcome.
Status update request on [role] interview process
Type: Candidate follow up, Status query
Tone: Formal, neutral, composed
Some candidates prefer a more formal term than “follow up.” A subject line that uses “Status update request” shifts the focus slightly toward process while still sounding respectful.
Follow up on [role] interview from [date]
Type: Candidate follow up, Status check
Tone: Polite, measured, steady
Lean on this subject line when the agreed response date has passed and silence makes the process feel uncertain.
The line stays neutral and factual, referencing the role and the interview date.
Thank you for the interview on [day] about [role]
Type: Candidate follow up, Thank you
Tone: Grateful, sincere, professional
Many candidates send quick follow-up notes after interviews, and a straightforward subject line like this one clearly communicates the intention without sounding dramatic.
Confirmation of interview for [role] on [date]
Type: Confirmation, HR logistics
Tone: Reassuring, precise, formal
HR teams rely on this kind of subject when they want to remove uncertainty around meeting details.
The subject spells out “confirmation,” the role, and the date, so candidates have a reliable reference point in the inbox.
Interview Confirmation Email Example
Subject: Confirmation of interview for [Role] on [Date]
Dear [Candidate name],
The team has confirmed your interview for the [Role] position on [Date] at [Time].
The interview will take place via [platform or location] and will last approximately [duration].
The interview panel will include [names and roles].
An overview of the agenda is included in the attached document to make preparation easier.
Please reply to this email if any details need to be changed or if you need further accessibility support on the day of the interview.
Kind regards,
[Sender name]
[Title, Company]
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.
