How to Respond to Interview Requests by Letter


You interviewed for a job and received a response from the hiring manager that they’d love for you to come into the office to discuss the position further. Or, you receive a letter from an internal manager at your current company who wants to meet with you about a position, he thinks matches your skill set. While most hiring managers will call you or have their assistants call you to schedule an interview, some request interviews by postal mail or email. Whether you plan to accept or turn down the interview, write a letter to respond to the interview request.

  • Set up your letter in the full block format using a word processing program like Microsoft Word. Put the date at the top of your letter, followed by your mailing address and the recipient’s name, title, company and mailing address. Put a single space in between each section.

  • Add a salutation after the recipient’s name. Your salutation should address the person who sent you the interview request. If there was no name on the request, start your letter “Dear Sir or Madame.” Add a single-line space and begin the body of your letter.

  • Thank your potential employer for inviting you in for an interview. Reiterate your interest in the position, if it’s a position you applied for directly. If you were sent an interview request from an internal manager, use the beginning of the letter to express your interest in learning more about the position.

  • Ask your potential employer when and where they’d be interested in meeting with you. If there are days and time frames that work best for you, list them in the letter. Inquire if you should bring additional items with you to the interview, besides a copy of your resume. Some employers like to see writing samples, portfolios and film reels, depending on the industry and type of position you’re applying for.

  • Conclude your letter by thanking the potential employer once again for the interview request. Let him know that you plan to call and follow up within the next two or three days. Remind your potential employer of your email address and phone number should they need to contact you.

  • Include a closing at the end like, “Thank You” or “Sincerely”, insert four spaces and then type your name. Print your letter, sign it in the space you left above your typed name. Address the envelope properly, add a postal stamp and place the envelope in the mail.

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