How to Reply to an Interview Invitation Email

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4 Minute Read
Posted by Karyn Moyer

When job searching, it's always exciting to receive an email inviting you for an interview. But did you know that how you reply to an interview email can set you apart from the other candidates? This is your chance to make a good first impression and show your professionalism from the first point of contact.

How to Reply to an Interview Email

When creating a response email for an interview invitation, first open a word processing document and write a draft there, instead of crafting your response directly in the email itself. This ensures that despite your excitement and eagerness to reply, you only send a polished response.

There are several elements to a good response. As you write, remember to maintain a professional voice.

1. Say Thank You and Be Enthusiastic

Gratitude is an essential part of your reply. Including a heartfelt "thank you" sets the tone for the entire email. Let the hiring team know you appreciate their time and consideration and are grateful for the opportunity. The agriculture industry gives weight to appreciative and collaborative attitudes, making showing gratitude an excellent way to make a good first impression.

You can also show your enthusiasm and interest in the position by using phrases such as, "I am thrilled to be considered for this position," or "I'm excited to discuss how I can contribute to your team."

2. Reemphasize Your Qualifications

When you reply to an interview email, thank the hiring team and reiterate how your experience and skills are relevant to the job. You can also mention how a particular accomplishment or skill may help you fulfill the job description — just remember to keep it brief.

3. Confirm Interview Details

In agriculture, precision and attention to detail are highly valued skills, and how you respond to an email for an interview can show that you have them. Confirm the date, time, and location of the interview. If you have questions about the location or video platform for a virtual interview, be sure to ask.

The hiring team may have included specific instructions and requests for the interview. For example, they may ask you to present a case study or bring specific documentation to confirm certain details on your resume. Confirm that you will prepare those, showing that you read the email and are preparing already.

If you have a scheduling issue, let them know you look forward to speaking with them but have a conflict. Propose two or three days and times you are available to complete an interview.

4. Close the Email Professionally

When you reply to an interview email, close it with a short and sweet phrase, such as "I look forward to meeting you in person and discussing how my experience aligns with the company's goals." This is positive, polished, and forward-looking.

End with a professional and friendly closing such as “Best regards,”, “Sincerely,” or a simple “Thank you,” with your name or signature below.

5. The Final Product

When you’re finished crafting your response to an interview invitation, it should look something like this:

Hi (name of recruiter or hiring manager),

Thank you for reaching out and considering me for the opportunity with (company name). I am excited to discuss how I can contribute to your team with my extensive experience in crop protection sales.

Monday, April 22nd at 3:30 pm at the Peoria, IL office works great for me. I will come prepared with a copy of my CCA license.

Thank you again for the opportunity. I look forward to meeting with you in person and discussing how my experience aligns with your company’s goals.

Best regards,

Your name

Sending Your Reply to an Interview Email

Now is the time to proofread your writing and ensure it contains no errors, flows well, and sounds professional yet friendly. Then, hit reply, copy and paste your response from your word processor into your email, and hit send.

Now that you know how to reply to an interview invitation email, it’s time to prepare for the interview itself. To set you up for success, discover our top interview tips from our team of ag recruiters.

For more tips on how to stand out as a candidate in your ag job search, check out our Career Advice Blog.

Learn the steps to crafting a polished and professional response to an interview invitation email from an employer.
Karyn Moyer

Karyn Moyer

Karyn Moyer is the Senior Marketing Manager at AgHires, with over 13 years of marketing experience, over 9 of which she has spent in the agriculture marketing industry. Growing up in a small farming town, Karyn has a deep appreciation for the importance of agriculture and its role in our communities. Since joining AgHires in 2017, Karyn has used her wealth of experience and knowledge to help job seekers and clients achieve their goals. She has a passion for learning and discovering new ways to support the industry.