Smart interviewees always confirm interview times — Here’s how

All that time and effort spent making an awesome resume and crafting a brilliant cover letter has just landed you an interview with a company you can’t wait to work for. Congratulations! The next step is learning just how to confirm your interview time, date and place in a way that makes you look like a pro. Here’s what you need to know.

How to confirm an interview time

1. Start with an email.

Email is the easiest way to contact the person in charge of interview scheduling. It also behooves you to use the same medium through which you were initially offered the interview information, so if that was by email, then another email is what you need to send. This also gives you plenty of time to write and edit a clean and professional-looking communique — in other words, to continue to make a good impression on your prospective employer. (Feel free to “borrow” from our templates below!)

2. Make sure you ask for all the information you need.

You need to know the address of the company, the floor and the office where the interview will take place. It’s also useful to find out the name(s) of who will be interviewing you so you can research them prior to your meeting/

3. Make the call.

If you sent an email but haven’t received a response after a few days, then making a phone call is the next way to follow up. Your email may have been overlooked or accidentally deleted, and a phone call is the quickest way to now get answers. Don’t be nervous! We’ve got a script for you below.

4. Write it down!

We’ve all heard horror stories of someone losing or damaging their phone and being unable to retrieve that terribly important email. Don’t let that be you! Jot down all the information you need on a calendar or in a datebook. That hardcopy backup could be a lifesaver.

Mistakes to avoid.

Asking for irrelevant details.

You don’t need directions to the office, for example. Once you have the address, you can find that information online on your own.

Confirming when there’s no need.

Many companies will attach a note somewhere in the interview invitation spelling out the details of your interview. If that’s the case, it should also note if you need to confirm or simply accept the invitation.

Not reading your entire interview invitation.

The contact for confirming your interview or for other relevant communications may not be the person who actually sent your invitation. Make sure to read everything sent to you in order to avoid contacting the wrong person or otherwise causing confusion.

Being sloppy in your communications.

Remember that every communication is an opportunity not only to gather information but to also make a good impression. Not asking for all the information you need in one email (or call) or sending an email off with errors such as spelling mistakes or typos will be marks against you before you even get your foot in the door.

Accepting an interview time and date without checking your schedule.

Even if you don’t currently have a job, you may already have things on your schedule that day, in which case you need to let your interview scheduler know that the date and time don’t work for you. If you’ve already confirmed, but an illness, an emergency or something related to your current job comes up, make sure to let the hiring manager know as soon as possible as well.


Email: When you don’t know the date, time or location of your interview

Subject line: Interview Confirmation, [your name], [title or position applied for]

Dear {hiring manager or other contact},

I appreciate the opportunity to interview for the position of __ with your company. I’d like to confirm the details of my upcoming interview and any other relevant information. I look forward to meeting with you.

Thank you,

[your name]

Email: When you know the date, time and address but not whom you’ll be meeting

Subject line: Interview Confirmation, [your name], [title or position applied for]

Dear [hiring manager or other contact],

Thank you so much for the opportunity to interview for this position. I’m writing to confirm that my interview is on [date] at [time] at [location]. I would also like to confirm the individual(s) with whom I’ll be meeting. 

Thank you, 

[your name]

Phone script (Remember to make this call somewhere quiet, where you won’t be disturbed. Have a pen and paper ready.)

“Hello, my name is __. I’ve been offered an interview for the position of __ and am calling to confirm the date, time and location of my interview.”

[Write down the information you’re given. If you’re passed on to someone else, open with the same greeting.]

“Thank you. Can you confirm with whom I’ll be meeting as well?”

[Write down the information you’re given.]

“Thank you so much! Have a great day.”

This article was originally published on Fairygodboss.