A letter to the applicant inviting him to an interview. Job invitation. Sample interview invitations for different situations

An invitation to an interview is a kind of business card of the company.

Each organization is free to design it in its own way.. There is no general canon for composition.

But, if the company that has opened the vacancy positions itself as a serious employer and makes high demands on applicants, then it itself must approach hiring issues very carefully and strictly observe business etiquette.

A potential employee's first impression of an employer is formed from communication with a recruiter. The correct form of invitation, unique text of the address, the entire communication process - every little detail is important in finding the ideal employee.

How is it formatted?

An invitation to an interview looks different depending on the circumstances.:

written;
oral;
via SMS message.

There is only one requirement: the design is maintained in a strict business style, the text is laconic and reliable.

Spelling errors are not allowed. If the text of the invitation does not leave a double impression on the candidate and is difficult to perceive, this is a bad invitation. It needs to be replaced.

Template invitations are not an option for a serious organization. It is better to take them as a sample and rework them, adding unique content.

How to compose a letter?

According to generally accepted rules, the invitation contains the following information:

Name of company.
Address of the organization where the interview will be held, indicating the office number. If the journey is difficult, it is worth drawing a route map to guide the applicant.
what is needed at the first meeting: resume, diplomas, work book, passport, etc.
Specific date and time.
Recruiter contact details.
A link to the organization’s website so that the candidate can become familiar with the possible specifics of the job.

It is worth indicating the title of the position and the proposed salary. The applicant is simultaneously invited to different places. This makes it easier for him to decide on the offer, and the recruiter will not waste time waiting if the candidate suddenly decides not to come.

The invitation contains all the necessary information. After reading it, the candidate should understand who invited him, where, what time the meeting was scheduled, etc.

Sample invitation:

Dear Zakhar Petrovich!

The Stroystil LLC company has received a response from you for the vacancy “Programmer”. We have carefully reviewed your resume. We believe that your knowledge and experience meet our stated requirements.

We invite you to have an interview with an HR specialist on August 1, 2016 at 15.00 at the address: Ufa, st. Pushkina, 201, office 5.

Please bring a copy of your resume and passport with you.

If you have any additional questions, please call ****.

Sincerely, HR specialist of Stroystil LLC Ekaterina Khisaeva

How to invite?

By phone

An invitation to a telephone interview is most convenient for a recruiter. But for the applicant it can present a number of difficulties.

Sometimes the employer’s call comes at a completely inopportune time, for example, while traveling on public transport.

Sometimes you don’t have a pen and paper at hand and there is nowhere to write down information about the location of the organization.

How to invite for a telephone interview correctly? The recruiter should adhere to a certain script when voicing an invitation to an interview.

The most convenient way is to create a sample invitation for a telephone interview, a special conversation script.

Introduce yourself by stating your organization, your name and position.
Ask if it is convenient for the applicant to speak. If not, then postpone the conversation until a later time.
State the purpose of your call (For example, you responded to our vacancy “Secretary”. Your resume interested us, and we would like to invite you for personal communication).
If the candidate agrees, give the address. It would not be amiss to clarify which routes to approach the organization by first asking the applicant from which part of the city he will be traveling. Provide directions to make it easier for him to find the establishment he is looking for.
Specify the list of documents that you need to take with you.

If the organization has a pass system, it is worth warning the applicant about this in advance so that he can calculate the time required to issue a pass and not be late for the meeting.

Experienced recruiters will definitely ask whether everything is clear to the interlocutor. Does he have any questions on the topic?

When inviting by telephone, you must be prepared to answer additional questions from the candidate. No matter how strange the question may seem, the recruiter must answer it within his competence, maintaining a friendly tone.

By writing a letter

Invitation by writing a letter takes too much time and is used in exceptional cases.

Most often, this method is used when communicating with applicants from other regions or when searching for specialists in rare professions that require a special, individual approach.

By email

To present the organization from its advantage and get the ideal employee, just a well-written invitation is not enough. The interview itself must be structured correctly, and the candidate’s answers to the interview must be assessed correctly. Such publications will help recruiters do everything right.

Letter of invitation for an interview: general information

How and which applicants to invite for an interview is up to you. The main thing is to follow the rules of business etiquette and take a responsible approach to the search and selection of candidates. It doesn’t matter in what form you make the offer - in writing by email or regular mail, deliver it by courier, call. Recently, HRs have been inviting candidates for interviews using chatbots, SMS or Skype.

Think about how to invite a person to an interview, how to attract him during communication. It is important that from the first meeting the applicant has a good impression of the company, its management, and also has a desire to take a vacant position.

Before you email or call the applicant, review your resume. Carefully analyze the information, especially that related to work experience, professional and personal qualities. This will allow you to understand whether the person meets the conditions.

Requirements for invitation to interview

When writing your letter, consider the significance of the position. If you are trying to fill a high-level position, do not send invitations that are designed to mass recruit low-level personnel. Show an individual approach to each specialist and show personal respect, for example, thanking the person for their resume and their interest in the company.

Requirements for invitation to interview:

respectful, businesslike, laconic style;
no grammatical errors;
simplicity and logic of presentation;
maximum information content, excluding the appearance of additional questions from the candidate.

What to write in an interview invitation

Structure the information so that the applicant can easily understand it. If necessary, break the text into paragraphs, make lists, and highlight significant information.

The invitation must include:

name of the company and area of its activity;
place and time of the interview - attach directions if necessary;
list of interview participants, including their positions, full names;
name of the vacancy and requirements for the specialist;
list of documents required for employment.

Describe the conditions, specifics of the work, and remuneration scheme. Please indicate in your interview invitation a list of documents that will need to be presented to confirm your professional status and work experience.

Sample invitation for an interview

Download the full document

Sample interview invitations for different situations

Invitation for an interview - business letter template. It must be written according to the same rules and a similar structure. Only the content of the document differs. There are many text options on the Internet, but it is better to use them only as samples.

Try to compose your own texts, in which you take into account the importance of the position and workplace, and emphasize the company’s status. This will ensure that the candidate does not receive a generic invitation that is similar to letters from other companies. You can take the samples below as a basis.

Example #1

Invitation for mass selection

When sending out invitations for interviews, you need to take into account not only the specifics of the vacancy, but also the number of applicants. So, when recruiting line personnel en masse, candidates can be sent the following invitations for an interview:

Download sample

Example No. 2

Invitation if increased requirements are placed on the applicant

In the text, list the special requirements for the candidate that not all companies impose on specialists of a similar level and in a similar position. For example, this may be knowledge of certain programs, the presence of specific skills. An example of an invitation to an interview via email is the sample below.

Download sample

Example No. 3

Invitation for applicants who initially applied for another position

Sometimes the vacancy for which a candidate is applying has already been filled. But the experience and qualifications of the applicant are suitable for another vacancy that is still open in the company. In this case, make the invitation like this:

Download sample

These are just a few of the templates you can use. The main thing is to ensure the accuracy of the data when making changes. For example, some managers forget to correct the company address, so candidates cannot understand where the office is located.

What to pay attention to if you invite a candidate by phone

When it comes to high-level or unique positions, the applicant deserves special treatment. In this case, it is better to announce the invitation to an interview during a personal conversation on the phone. This will allow you to conduct a quick screening and make sure whether it is worth inviting the applicant to a meeting.

A universal part of telephone screening with a candidate for any position

Start the conversation after you introduce yourself and name the company you are calling on behalf of. If you are an employee of a recruiting agency, focus on which organization and position you can hire a specialist for. Contact the candidate by name and patronymic and find out if this vacancy is still relevant for him. If the answer is yes, please tell us more about the position and its specifics. In between, note the company's advantages.

Make sure that the candidate is ready to write down the company address and contact numbers. If it is not convenient for him to do this at the moment, send the coordinates by email, SMS or messenger. In this case, send an invitation letter for an interview, a sample of which you have already prepared.

During the conversation, maintain a polite and calm tone. Even if during the conversation your opinion of the candidate has changed for the worse, end the conversation on a positive note. Perhaps during a face-to-face interview you will realize that you were mistaken.

Tip #1. Address the candidate by first and last name. Impersonal letters are repulsive. Try to address by name and patronymic. If mass selection is being carried out, this rule can be neglected to save time.

Tip #2. Don't over-praise the company. If you are emphasizing the benefits of working for an organization, prospects and career growth, check what conditions are like at competing firms. Don’t write lies - the applicant will still find out how things are. If he becomes disappointed, he may leave before the probationary period ends.

Tip #3. Don't handwrite invitations to interviews. Follow the logic of the story, do not use terminology and small font, do not highlight words in color. Otherwise, the letter will resemble a postcard rather than a business proposal.

Tip #4. Be patient. During a telephone conversation, some candidates ask a lot of questions that need to be answered right away. Even if you are in a hurry, briefly advise the potential employee rather than saying that you will discuss everything “at the meeting.”

Tip #5. Create an original invitation form. Invitations issued on a special form attract applicants more. For example, you can place the company logo on it, make margins, and allocate space for printing.

Letter No. 1

Dear Viktor Alekseevich,

I have reviewed your resume for the position of “Senior Manager” and have come to the conclusion that your education and work experience are ideal for this position. In order to discuss all the nuances and get to know you better, I invite you to an interview, which will take place on August 5, 2014 at 12:00 p.m.

If the specified date or time does not suit you, please contact our company secretary within today.

Sincerely,

Petr Ivanovich

Letter No. 2

Dear Viktor Alekseevich,

I have carefully studied the resume you sent. Your qualifications and work experience meet the requirements of our company. But, unfortunately, the position for which you are applying has already been filled, but at the moment we have a vacancy for a distributor. If this work interests you, please contact me by phone 200-01-02.

Sincerely,

Petr Ivanovich

Letter No. 3

Dear Viktor Alekseevich,

I have reviewed your resume and am interested in you as an employee of my company. I believe that your qualifications fully meet the requirements for the position of Sales Manager.

For more detailed information, please contact our secretary and schedule an interview.

Sincerely,

Every person seeking to find a suitable job must know and understand the business schemes of interaction with potential employers. After the candidate has correctly compiled his resume and sent it to the desired positions, he awaits an invitation for an interview. If the employer is interested in your resume, he will definitely get in touch.

And when an invitation to an interview has arrived, the applicant must confirm the meeting, usually in a letter. And prepare for the coveted interview. How should you respond to an invitation to an interview? Should I respond immediately or should I wait? We will tell you in our article.

Confirmation of the invitation is your official consent to the meeting and interest in cooperation. How to answer correctly so as to interest the employer?

To begin with, it is worth noting that you should not give consent instantly. Wait half a day before writing a response. The HR specialist will get the impression that you are a serious, busy person. Thus, if you receive a letter during the day, you should respond to an invitation to an interview in the evening. And if the invitation came at the end of the working day, give an answer the next morning. At the same time, you will have time to think again about whether you are really interested in this job. If there is something in the invitation that is not clear to you, do not hesitate to call back and clarify.

How to confirm an invitation?

After a potential employer has sent you a letter with the date and time of an upcoming meeting, you need to confirm receipt of the letter and inform that you are ready for the meeting at the specified time. Your letter must be serious. Avoid familiarity.

Sample

Hello, Ivan Ivanovich!

Thank you for the invitation. I will be glad to come to your office at such and such a time (indicate dates and times that are convenient for you. If already offered, confirm the meeting at the appointed time).

Sincerely,

Full name, telephone

Dear Sergey!

I have received and read your letter. I am very grateful to you for the invitation. I will be at the interview at the appointed time.

Date, signature

Hello... (sender's name)!

Thank you for the invitation to the interview. I carefully studied the information provided about the company and the vacancy (if the letter contained a detailed description or links to the company website and the vacancy). I'm interested in your proposal. I am ready to meet with you... (indicate the date previously discussed).

Best regards, (your name)! (telephone and other means of communication)

“We respect (the name of the person to whom you are writing a response)! I received your letter. I confirm the meeting on (date, time). Thanks a lot for the invitation. Sincerely, (your name, date, signature)

How to give a negative answer to an employer's invitation to an interview?

If you are not satisfied with one or more points in the job offer, then you should give a negative answer that you refuse the meeting. You shouldn’t leave “in English.” A written refusal will show your business side and perhaps the employer will offer you more favorable employment conditions. One way or another, a well-mannered person will definitely answer that the offer is no longer interesting to him.

Sample refusal

“Hello, (name of the person you are replying to),

I have received your invitation, but I cannot accept it at the moment. The fact is that I am not entirely satisfied (Here list all the points that cause you doubts). I am counting on (Here list your conditions under which you are ready for employment). I look forward to our further cooperation. Sincerely, (Your name, surname, signature and date)"

If you change your mind, try to correctly indicate the reason for the refusal.

Good afternoon, (name of the person who contacted you)! I have carefully studied your proposal and at the moment I am forced to refuse the meeting because:

I have decided to stay at my old job;

I have already received a job offer and I have given my consent;

At the moment, I do not need to look for a new job;

Due to personal reasons, my job search is currently on hold.

Be sure to clarify the following points:

Date, place and time of the interview;

What documents do you need to have with you?

Who will the meeting be held with?

Specify the name and phone number of the employee who can be contacted in case of unexpected situations.

If you are invited for a telephone interview

You received a long-awaited call from the company you wanted to work for. The recruiter may call you not only to invite you for an interview, but also to conduct a telephone interview to begin with. During your telephone conversation, the recruiter will probably ask questions about your professional experience, knowledge, and will also understand how well you can conduct business conversations and the degree of your adequacy in general. If the answers satisfy the recruiter, you will definitely be invited to a personal meeting. Please note that during the telephone conversation you also have the opportunity to ask questions. And it's worth using it. Be sure to write down all the information provided by the recruiter.

If an unknown employer calls you. Then you should first listen carefully to the proposal, ask how they knew that you were looking for a job, and ask questions that interest you. Don't hesitate to ask again if you don't understand something.

As a rule, HR specialists duplicate all the information previously voiced in an email. But just in case, check this point. Once you understand that all the important criteria have been met for you and the proposals are interesting to you, you should give a positive response about the meeting. You should not go beyond the agreed period, if such have been announced.

And so now you know how to write a letter confirming an interview. Have faith in yourself and start preparing for the interview. We wish you successful employment and the job of your dreams!

An invitation to an interview is the employer’s desire to meet the selected candidate in person. This means that the applicant's resume attracted the recruiter. The first communication and general impression of the candidate is created during a personal meeting.

An invitation to a meeting is an intermediate step between studying the applicant’s resume and a personal conversation. During the meeting, the professional skills and qualities of the candidate are revealed, as well as their correspondence with the resume (read more about how to conduct a job interview, and you will learn about what questions to ask the applicant). A recruiter can voice a proposal for a meeting in two ways:

Through telephone conversations.
By sending an email or SMS message.

Sites that specialize in collecting vacancies from direct employers and attracting applicants have specially designed templates with the function of automatically filling in employer data. The template contains contact numbers through which the applicant can independently contact authorized persons of the company.

This method simplifies the work of authorized persons, especially if we are talking about a company with a large flow of new vacancies. However, there is a small drawback, and it is that the electronic template may remain unread or completely ignored.

How to invite by phone?

How to negotiate over the phone correctly is a pressing question. During a telephone conversation, the employer can ask any questions of interest to the candidate in order to form an initial opinion about his knowledge.

By setting the date and time of the interview and agreeing on it over the phone with the successful candidate, you can easily control the entire procedure for finding employees and know for sure exactly how many people will come to the business conversation.

An example would be the following algorithm:

It is also advisable to thank the employer for their attention to your person and wish to find a worthy employee. It is very important to maintain a business style of communication. The refusal message should be sent only during business hours and preferably on weekdays.

Why aren't they invited?

There can be many reasons for refusal:

If the candidate's skills and experience do not match the vacant position.
An incorrect resume (education is not fully indicated, literacy is missing, etc.).
Frequent job changes.

The reasons for refusal can be obtained from the responsible persons of the company. You can contact them by contact numbers. It is very important to always be polite and not be rude.

When recruiting personnel, HR department employees use a variety of methods that allow them to very accurately determine what kind of person a candidate is and whether he can be considered a potential employee. Read our materials about what a job seeker needs to know in order to.

To summarize, it can be noted that in any situation one must follow the rules of decency and business etiquette. It is important to show yourself only from the positive side, because you don’t know what and who awaits in the future.

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