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How to respond to an interview request

The global jobs market is changing rapidly, and the skill sets required for each job have become highly unique. Due to digitization and increased job market competitiveness, it has become harder to score a job whether you’re applying to a corporation, government entity or a non-government organization.

The outsourcing and the changes in the actual job market itself are a sign of the changing times. Back in the early ’80s or ’90s before technology took over, one had to physically go to an office and apply in person with your resume, and there was a good chance that you would have a person-to-person contact and the process would follow.

You had an opportunity of getting in front of the decision-makers and selling yourself. This is not necessarily the case anymore. Utilizing websites such as Indeed or CareerBuilder and others is the trend.

Whether you are an experienced person or a college graduate, the job search is robust in this competitive world and it’s important to focus on today’s hiring process.

The hiring process starts from the very first reply you send out to the recruiter or interviewer. It’s all about building a good impression. The initial interview process can be electronic or telephonic. If you have received an interview request, here are some tips that you can take to help secure your chances at landing the job.

Tips for replying to emails

  1. Promptness

Enthusiasm is a crucial marker for most companies when it comes to replying to a job interview. If they respond enthusiastically and promptly, it shows that the prospective employee is eager for the job.

  1. Attention to detail

Every job interview requires specific requisites. Some documents are to be carried to a specified interview location and sometimes you need to schedule a call yourself for the interview. Here is a sample reply which honours all the above points.

Subject: Acceptance of interview for XXXXX (mention the position)

Dear Mr Han/ Respected Sir,

Thank you for inviting me for an interview for the position of Project Manager with a specialization in Data Analytics at your Sao Paolo office on the 6th of January 2020. I am available on the said date for the interview and I look forward to meeting you.

As advised, I shall bring in all the necessary documents and be there sharp at 9 AM.

I am excited to learn more about the company and thank you for the consideration of my candidature. I can be reached at XXXXXXXXXXXXXXX.

Best Regards,

First Name Last name

Phone Number

In case the interview location is not given, you could politely ask for the same with the call to action in the end. Keep all these points in mind, and you’ll give a solid first impression.

Tips for telephone interviews

On the contrary, here are some insights in case you have been informed to attend a telephonic interview.

  1. Be spontaneous

One of the topmost asked questions would be, “walk me through your resume”, to be well prepared always have your resume in front of you. Try to have your LinkedIn profile or video profile always ready via the internet. In this way, you would be able to guide the interviewer about yourself in a professional manner.

  1. Good Concentration Level

Ensure a quiet and calm environment, with no disturbances. Have a good sitting posture and keep away from multitasking like texting, using social media or your mobile, chewing gum or smoking etc.

  1. Exhibit professionalism

There may be a situation wherein you may have to smile on the call, make sure it’s a professional conversation.

  1. Be alert

Make sure you are taking notes where you can capture the interviewer’s name and designation. 

  1. Wrapping up

You can also be polite and ask what the next step is, or after how long will I be contacted. Tell the interviewer that you will be sending him/her a thank you email. Ideally, try to send the note immediately after the phone call or definitely within 24 hours.

A thank-you note would give you an additional opportunity to highlight any other qualifications or skills that skipped your mind during the phone call or even clarify an answer to a question that you might not have comprehended.

This is a forum where you get to express your appreciation and the time taken for the interviewer’s consideration. This act would prove that you are interested in the position and will also help to keep your name on top of their mind.

Here’s a sample script of the thank you letter[1].

Subject: Thank you –  XXXXX(mention the position) interview

Dear Mr./Ms. Last Name[2]:

I appreciate the opportunity to converse with you today about the XXX position at the XYZ company. The profile and company seem to be a perfect match, given my abilities and interests.

In addition to my interest, I would undoubtedly contribute in terms of the flexibility, teamwork and collaboration skills you are looking for. During our conversation, I noted that you stressed a need for working overtime. Please know that I am more than happy to start working and contribute positively for XYZ[3].

I appreciate your time to interview me and look forward to having the opportunity to meet with you in person.

Thank you for your consideration. I hope to hear from you soon.

Best Regards,

First Name Last name

Phone Number

During both connections, whether it be an electronic or telephone invitation, always consider getting the schedule of the person who you are going to be meeting with. This will enable you to have a chance to research the person whom you are going to meet and keep a tab of the common points to further your discussion during the interview process.

Good luck! 

[1]https://www.impactinterview.com/2016/10/how-to-respond-to-an-interview-request-2-sample-emails/

[2]https://www.indeed.co.uk/career-advice/finding-a-job/email-examples-how-to-respond-to-interview-request

[3]https://www.quora.com/How-should-I-reply-to-an-interview-invitation