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What is an Interview Call Letter?
An interview call letter is an official communication sent by the hiring team to a potential candidate, inviting them for an interview.
It is a very important letter, usually sent by email, containing details like the date and time of the interview and more. A well-written interview call letter increases the chances of candidates agreeing to the interview and showing up enthusiastic and well-prepared.
In this blog you’ll find free, downloadable and editable samples of interview call letters for use in your hiring process.
Interview Call Letter Format
A good interview call letter, whether physical or via email, should have the following essential elements.
Applicant details
In the case of a physical letter, start off the letter by including the name, address and phone number of the applicant, followed by the date of sending. Also include the recruiter’s name and details. In case of an email, these details are not required.
Subject
For both email and physical letters, a subject line is mandatory. It catches the attention of the candidate and motivates them to read on. Make your subject line direct and to the point.
Salutation
Before the body, add a formal salutation to greet your candidate.
Note of congratulations
Begin the body of the letter by congratulating the candidate for getting selected for the interview round. Make the candidate feel special and motivated to continue along the hiring process.
Details of the interview
In the case of a remote interview, you can include a video conferencing link or details of how to join the interview remotely. Make sure you choose a video conferencing tool that’s accesssible by everyone.
In case of an in-person interview, include the address to the interview location or a link to a Maps location for easier tracking. Make sure the location is easy to reach and the candidate is aware of the procedure to get access to the office building. Include details like the floor number, room number or name, and the contact details of a POC in case of any questions.
Sign-off
At the end of the body, include a sign-off like yours sincerely, or best, followed by your name, designation and contact details like a phone number or email address. Here you can also mention any attachments that come with the email.
Interview Call Letter Template for Email
Subject: Invitation to Interview for <Position> Role
Dear <Candidate Name>,
We are pleased to inform you that your application for the <Position> role at <Company Name> has been shortlisted for an interview.
We were impressed with your qualifications and experience, and we believe you are a strong fit for our team. We are excited to learn more about you and how your skills can contribute to our company’s success.
We would like to invite you to interview on <Date> at <Time> <Time Zone>. The interview will be conducted via <Video call platform, e.g., Zoom, Google Meet>. You will be speaking with <Interviewer’s Name>, <Interviewer’s Title>.
The interview will last approximately <Duration> and will cover <Brief overview of interview topics, e.g., your background, experience, and how your skills align with the role>.
Please confirm your availability for the interview by <date>. If this time doesn’t work for you, please let us know your preferred times.
We look forward to speaking with you soon!
Best regards,
<Your Name>
<Your Title>
<Company Name>
<Contact Information>
Interview Call Template for Postal Letter
<Company Letterhead>
<Date>
<Applicant’s Name> <Applicant’s Address>
Dear <Applicant’s Name>,
We are pleased to inform you that your application for the position of <Job Title> has been shortlisted for an interview.
We reviewed your resume and found your qualifications and experience to be impressive. We believe your skills and background align well with the requirements of this position.
We would like to invite you to an interview on <Date> at <Time> at our office located at:
<Company Address>
The interview is expected to last approximately <Duration>. You will be meeting with <Interviewer’s Name>, <Interviewer’s Title>.
Do bring a copy of your resume and any relevant documents to the interview. We look forward to meeting you and discussing your qualifications further.
Please confirm your availability for the interview by <date>. If this time doesn’t work for you, please let us know your preferred times.
If you have any questions or require further information, please do not hesitate to contact <Your Name> at <Phone Number> or <Email Address>.
Sincerely,
<Your Name>
<Your Title>
<Company Name>
Enclosure: Interview Schedule
Editable Interview Call Letter
Tips and Tricks for Interview Call
- Personalize the letter: Make sure to mention the candidate’s name, and even specific reasons why the candidate was selected for the interview. You could mention a specific skill or experience mentioned in their resume that aligns with the job requirements.For example, you could say, “Your experience in marketing is particularly relevant to this role”. This brings a feeling of achievement and validation for the candidate, building anticipation for the interview, which increases the chances of a positive outcome.
- Don’t miss any detail: Include every tiny detail in the first communication to reduce back-and-forth as much as possible. This includes specifying the interview format (in-person, virtual, or phone), the duration of the interview, the names and titles of interviewers, any required documents the candidate should bring and more.
- Include a call to action: At the end of your letter, make sure you include a call to action for the candidate, whether it is confirming their availability by replying to the email or letter, or requesting them to bring documents to the interview. This ensures a smooth process and demonstrates your organized approach.
- Maintain a consistent tone: A business formal tone is best when sending interview call letters, but this can vary depending on the work culture within the business itself. It’s important to remain consistent in all comms to the candidate.
- Proofread your letter: Make sure you get at least two pairs of eyes to check your letter before you send it out. Check for typos, grammar or syntax errors; mistakes in recipient or sender details, or interview information. Make sure you are not missing out on any information.
- Automate the process: Today, most high-growth businesses have automated hiring processes. With templates like the ones you can download in this blog, you don’t need to manually type out the entire letter. This can lead to errors and delays.
Automated Payroll and Compliance
Today, more and more businesses are automating HR processes like hiring, payroll and compliance. With tools like RazorpayX Payroll that can handle all HRMS functions, human errors, delays and stress are a thing of the past.
RazorpayX Payroll is India’s only fully automated payroll and compliance solution, with 45+ HRMS integrations to streamline your entire HR workflow.
FAQs
What is the purpose of an interview call letter?
An interview call letter is a formal invitation extended to a candidate who has been shortlisted for a job position. It serves multiple purposes: Informs the candidate that they have been selected for an interview. Provides essential details about the interview, such as date, time, location, and interviewer names. Sets expectations for the interview process. Creates a positive first impression of the company.
What information should be included in an interview call letter?
A well-structured interview call letter should contain the following information: Candidate's name and contact details. Job position and company name. Interview date, time, and location (or platform for virtual interviews). Interviewer's name and title. Duration of the interview. Required documents or materials to bring to the interview. Contact information for the recruiter or hiring manager.
What is the best format for an interview call letter?
Both physical and email formats can be effective for interview call letters. The choice depends on the company's preference, the candidate's location, and the urgency of the interview. Physical letter: Creates a more formal and personalized touch. Email: Offers convenience, speed, and a digital record.
How can I personalize an interview call letter?
Personalizing the interview call letter can enhance the candidate experience. Here are some tips: Address the candidate by name. Reference specific qualifications or experiences mentioned in their resume. Highlight how the candidate's skills align with the job requirements. Express genuine enthusiasm for the candidate's application.
What are some common mistakes to avoid when writing an interview call letter?
To ensure a positive candidate experience, avoid these common mistakes: Typos and grammatical errors. Inconsistent or unclear information. Generic and impersonal language. Lack of essential details. Failure to proofread before sending.
