Interview confirmation email, templates and sample replies

To confirm an interview, reply the same day with a short email that clearly states you will attend, repeats back the date, time, and format or video link, asks any practical questions, and closes warmly. A prompt, precise confirmation signals you are organised and reliable.

Below you will find one-line replies you can copy, eight full templates for the most common situations, subject lines, and the mistakes that make a recruiter wonder whether you are still interested.

Short ways to confirm your availability

If the invitation already contains every detail, one or two sentences are enough. Copy the line that fits and replace the details in brackets:

• "I confirm my availability for the interview on Thursday 22 May at 10:00am."
• "This is to confirm my availability for the interview on [day, date] at [time]. I look forward to meeting you."
• "Thank you for the invitation. I am pleased to confirm I will attend the interview on [date] at [time] at your [city] office."
• "I confirm my attendance at the video interview on [date] at [time] and will join using the Teams link you sent."
• "Thank you, [time] on [date] works well for me. I look forward to speaking with you."
• "I am happy to confirm the phone interview on [date] at [time]. The best number to reach me on is [number]."
• "Thank you for inviting me to the second interview. I confirm I am available on [date] at [time]."
• "I confirm I have accepted the calendar invitation for [date] at [time] and look forward to the conversation."

Start with a thank you, repeat the date and time exactly as written in the invitation, and sign off with your full name and phone number.

When to send an interview confirmation email

• UK: reply within a few hours, or by the end of the business day at the latest. A warm but measured tone fits most UK professional contexts.
• US: reply the same day. Same-day replies are expected in fast-moving sectors like tech, media and start-ups, and slightly warmer language ("I'm really looking forward to it!") reads well.
• Canada and Australia: both sit between the UK and US in formality. Australian workplaces lean towards first names, so "Hi Rachel" rather than "Dear Ms Thompson" is normal even in a first exchange.

What to include in an interview confirmation email

A strong interview confirmation covers four elements:

1. Explicit confirmation. State clearly that you will attend, on the date and time specified. Do not make the recruiter read between the lines.
2. Repeat back the key logistics. Confirm the date, time, location (or video link), and the format if you know it (phone screen, panel interview, technical test, etc.). This prevents miscommunication.
3. Any practical questions. If you need the office address, a visitor pass code, or a video meeting link, this is the right moment to ask briefly.
4. Polite close. Say that you are looking forward to the conversation.

What to leave out: your confirmation email isn't the place to ask about salary, pick apart the job description, or re-attach your CV unless asked. Keep it focused and brief, two to four short paragraphs at most.

UK vs US tone calibration: British candidates typically use slightly more restrained language. "I look forward to meeting you" is the natural British register. American candidates can say "I'm really excited about this opportunity" without it sounding excessive. Australian candidates generally lean toward the US end: warm, direct, and informal from the first interaction.

Formal UK interview confirmation template

This template is appropriate for corporate UK roles: finance, law, consulting, the public sector, or any context where a measured professional tone is expected.

Subject: Interview confirmation | Brand Manager, Thursday 22 May

Dear Catherine,

Thank you for the invitation to interview for the Brand Manager position at Meridian Consumer Group. I am pleased to confirm my availability on Thursday 22 May at 10:00am.

Could you please confirm the office address and whether I should ask for you at reception? I want to make sure I arrive promptly.

I look forward to meeting you and the team.

Yours sincerely,
Sophie Hargreaves
07911 234 567

Friendly US interview confirmation template

This template suits a US or Australian tech, creative, or start-up environment where a friendly, direct tone is the norm.

Subject: Interview confirmed | UX Researcher role, May 28

Hi Jordan,

Thanks so much for reaching out. I'm really looking forward to the conversation about the UX Researcher role at Wavefront Digital.

I can confirm I'm available on Wednesday, May 28 at 2:00pm PT. I'll join via the Zoom link you shared. Is it a one-on-one with you, or will other team members be joining?

See you Wednesday!

Best,
Priya Mehta
(310) 555-0187

More interview confirmation templates

Phone screen confirmation

Phone screens are often short and scheduled at short notice. Confirm who calls whom and give the number you will answer on.

Subject: Phone interview confirmation | Customer Success Manager, Monday 19 May

Dear Hannah,

Thank you for getting in touch about the Customer Success Manager role. I confirm my availability for a phone interview on Monday 19 May at 11:30am.

The best number to reach me on is 07700 900 412. Please let me know if you would prefer me to call you instead.

Kind regards,
Daniel Okafor

Video interview confirmation

Name the platform and confirm you have the link, so nobody is hunting for it five minutes before the call.

Subject: Video interview confirmed | Data Analyst, Tuesday 3 June

Hi Laura,

Thank you for the invitation. I confirm I will join the video interview for the Data Analyst position on Tuesday 3 June at 3:00pm BST, using the Microsoft Teams link in your email.

Could you tell me who else will be on the call, and whether I should prepare anything to share on screen?

Best regards,
Amira Hassan

Second or final interview confirmation

A later round usually involves more people. Thank the recruiter for moving you forward and ask what the format will be.

Subject: Final interview confirmation | Operations Lead, Friday 6 June

Dear Mr Patel,

Thank you for inviting me to the final interview for the Operations Lead role. I am pleased to confirm I will attend on Friday 6 June at 9:30am at your Manchester office.

Could you let me know who will be on the panel and whether the session includes a presentation or case study?

I look forward to meeting the team again.

Yours sincerely,
Rebecca Lowe

Replying when a coordinator or scheduling link is involved

When the invitation comes from a scheduling assistant or a Calendly-style booking page, book the slot and still send a one-paragraph reply to the person who invited you, keeping everyone in copy.

Subject: Re: Interview scheduling | Product Designer

Hi Sam (and Chris, in copy),

Thank you for the invitation. I have booked Thursday 12 June at 1:00pm ET through the scheduling link and accepted the calendar invite. I look forward to speaking with you then.

Best,
Lucas Moreau

Interview acceptance email for an invitation sent through LinkedIn

Many recruiters now send interview invitations by LinkedIn message. Reply there first, then offer to continue by email so the details end up in one place.

Hi Olivia,

Thank you for reaching out about the Marketing Executive role at Northlight Studio. I would be glad to interview, and I am available on Wednesday 11 June at 10:00am.

Could we continue by email at sarah.whitmore@email.com to confirm the details? I look forward to it.

Best,
Sarah Whitmore

If you need to propose a different time slot

It's entirely acceptable to propose an alternative if the offered time doesn't suit. Do it promptly, offer two or three options, and apologise briefly for the inconvenience:

Subject: Interview confirmation | request for a different time

Dear Marcus,

Thank you very much for the interview invitation for the Finance Analyst role at Thornbridge Capital. Unfortunately, I have a prior commitment on Tuesday 20 May at 2:00pm that I am unable to move.

I would be very happy to attend at any of the following times instead:
- Wednesday 21 May, any time between 9:00am and 1:00pm
- Thursday 22 May, morning or afternoon
- Friday 23 May, morning

I apologise for any inconvenience and hope one of these alternatives works for your schedule.

Best regards,
Oliver Barnes

For a fuller version, see our template for requesting to reschedule an interview.

Subject line examples

A good subject line makes the email easy to spot in a busy inbox:

• "Interview confirmation | [Job Title], [Date]": clean and clear, works everywhere
• "Confirming my availability for the [Job Title] interview, [Day]": slightly warmer variant
• "[Job Title] interview confirmed for [Date]": places the confirmation upfront

Avoid just replying with the original subject line unchanged (e.g., "Re: Interview invitation for Marketing Executive"). Updating it to include the word "confirmation" makes the recruiter's inbox management easier.

Common mistakes to avoid

Replying too late. Going more than 24 hours without acknowledging the invitation can make a recruiter wonder whether you're still interested.

Confirming the wrong date or time. Repeat back exactly what was offered. Time-zone errors are especially common for remote roles, so check whether times are given in your local time or theirs.

Being too casual too early. Even at a relaxed company, your first written exchange sets a tone. Save the emojis and abbreviations for after you've met the team.

Not asking for the practical details you need. Better to ask for the office address or video link in your confirmation than to send a panicked email the morning of the interview.

Forgetting to respond at all. Invitations do sometimes land in spam folders. Check yours regularly during an active job search.

What to do after confirming

Once your confirmation is sent, shift your focus to preparation. Research the company, revisit the job description, and practise your answers to the questions most likely to come up. British interviewers tend toward competency-based questions ("Tell me about a time when..."), while American interviewers often mix in culture-fit and behavioural questions ("Why do you want to work here? What's your biggest weakness?").

FAQ

How do I reply to confirm an interview via email? Reply to the invitation the same day, thank the sender, state that you will attend, repeat the date, time and format, ask any practical question you have, and sign off with your full name and phone number. The one-line replies at the top of this page work when the invitation already contains every detail.

How quickly should I reply to an interview invitation? The same day, ideally within a few hours. Even if you need to propose a different time, a fast reply signals motivation, and recruiters are often scheduling several candidates at once.

What should an interview confirmation email include? A clear statement that you will attend, the date, time, and format or video link repeated back, any practical questions (address, access, platform), and a brief warm close. Keep it to two to four short paragraphs.

Should I accept a calendar invite or reply by email too? Do both. Accepting the invite puts the slot in the recruiter's calendar, and a short email reply confirms a human has seen it and gives you a place to ask practical questions.

Should I confirm by email or reply on LinkedIn? If the invitation came by email, reply by email. If it arrived as a LinkedIn message, reply there and suggest moving to email to confirm the logistics.

What if the proposed time doesn't work? Reply promptly anyway, apologise briefly, and offer two or three alternative slots. Recruiters generally accommodate reasonable scheduling requests.

Next step: after the interview, send a thank-you email after the interview. And if the process is taking longer than expected, our guide to following up after an interview with no response has you covered.

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