24h
Recommended timeframe to send confirmation
-30%
Reduction in absences with a 2-day reminder
87%
Candidates who want to know the format
30
Minimum minutes for a screening interview
When to send the interview confirmation email
Send this email immediately after scheduling an interview with a candidate, whether following a phone call where you set a date, a positive response to your invitation, or confirmation of a proposed time slot.
Key tip: If the interview is more than a week away, plan to send a reminder email 1-2 days before. Confirming within 24 hours shows your professionalism and secures the appointment.
Modèle d'email
Objet
Confirmation of your interview at [Company] - Position of {poste}
Corps
Hello {prenom_candidat},
We confirm your interview for the position of **{poste}** within [Company].
**Interview Details:**
- Date: {date}
- Time: {heure}
- Estimated duration: {duree} minutes
- Location: {lieu}
- Interviewer(s): {interlocuteur}, {titre_interlocuteur}
**Interview Format:**
This interview will cover your professional background, your skills and your motivation for joining our team.
**Practical Information:**
- Please present yourself at reception with a valid ID
- In case of delay or unexpected issue, please inform us on [Phone]
**What to bring:**
- Your CV
- Your diplomas or relevant certifications
Do not hesitate to contact us if you have any questions or need to reschedule.
We look forward to meeting you!
Best regards,
{interlocuteur} | {titre_interlocuteur} | [Company]
Variables à personnaliser :
{prenom_candidat}{poste}{date}{heure}{duree}{lieu}{interlocuteur}{titre_interlocuteur}
Essential information to include
Mandatory elements in each confirmation
- Exact date and time of interview
Avoid vague wording like 'early afternoon'
- Estimated duration
Essential for the candidate to manage their schedule
- Complete location or video conference link
Precise address with floor, access code or tested link
- Name and title of interviewers
The candidate must know who they will be speaking with
- Contact number in case of emergencies
Direct phone, not just an email
- Documents to bring
CV, portfolio, diplomas depending on the role
0/6 effectué(s)0%
Variant for video conference interview
Modèle d'email
Objet
Confirmation - {poste} video interview on {date}
Corps
Hello {prenom_candidat},
I confirm our video conference interview for the position of **{poste}**.
**Connection Details:**
- Date and time: {date} at {heure}
- Duration: {duree} minutes
- Video link: [VIDEO_LINK]
- Interviewer: {interlocuteur}, {titre_interlocuteur}
**Preparation:**
- Test your connection 5 minutes before the scheduled time
- Find a quiet place with good internet connection
- Have your CV at hand
**Expected Schedule:**
1. Overview of your background (10 min)
2. Questions on your skills (25 min)
3. Presentation of the role (10 min)
4. Your questions (15 min)
In case of technical issue, contact me on [Phone].
See you soon!
{interlocuteur} | {titre_interlocuteur}
Variables à personnaliser :
{prenom_candidat}{poste}{date}{heure}{duree}{interlocuteur}{titre_interlocuteur}
Common mistakes to avoid
Never provide an incomplete address (without floor or access code). Always test the video conference link before sending it. Avoid a tone that is too casual or too cold: be professional whilst remaining welcoming. Always offer the candidate the opportunity to contact you if they need to reschedule.
Template variables and personalisation
Customisable variables
| Variable | Description | Example |
|---|---|---|
| {nom_candidat} | Surname | Smith |
| {prenom_candidat} | First name | Mary |
| {poste} | Job title | Senior Accountant |
| {date} | Complete interview date | Monday 15 January 2026 |
| {heure} | Interview time | 2:00pm |
| {duree} | Estimated duration | 45 minutes |
| {lieu} | Address or video link | 12 Peace Street, W1A 1AA London |
| {interlocuteur} | Recruiter name | John Martin |
| {titre_interlocuteur} | Position | HR Manager |
Frequently asked questions about interview confirmation
Should I ask the candidate to confirm their attendance?
Yes, this is good practice. Add a standard phrase like 'Please confirm your attendance by return email' to secure the appointment and avoid unexpected absences. A confirmation also lets you verify the email hasn't gone to spam.
How long before the interview should I send this email?
Ideally within 24 hours of booking the appointment. If the interview is more than a week away, also send a reminder 1-2 days before. This dual communication significantly reduces no-shows and delays.
What should I do if the candidate doesn't reply to the confirmation?
Follow up by phone 48 hours after sending the email. Some candidates don't check their emails regularly. If you can't reach them the day before the interview, prepare for a possible absence and have a backup candidate if possible.
Should I detail the questions that will be asked?
No, but provide the themes (technical, behavioural, motivations...) to allow the candidate to prepare effectively without revealing the exact questions. A well-prepared candidate gives better interviews and the evaluation is more relevant.
Can I send this email from my ATS?
Yes, most ATS systems like Aurelia allow you to automate sending interview confirmations with customisable templates. Configure the variables to populate automatically from the candidate file and save time on each recruitment process.
Automate your interview confirmations with Aurelia
Schedule your interviews and automatically send confirmations and reminders. Reduce no-shows and improve candidate experience.