5 Great Interview Acceptance Email Templates To Copy & Paste

You've found the right person for the job—now it's time to send the offer. We're sharing five different interview acceptance email templates to help you welcome your new hire.

Relying on a template ensures your message is clear and professional, letting you focus on the excitement of growing your team.

Tips for writing Interview Acceptance Emails

• Keep the subject line clear and direct. Your candidate is likely anticipating your email, so get straight to the point. A subject like “Job Offer from [Company Name]” is perfect—it’s exciting and impossible to miss in a crowded inbox.
• Add a personal touch. Reference a specific moment or idea from their interview that stood out. A simple sentence like, “We were particularly impressed with your thoughts on [specific project]” shows you were paying attention and makes the offer feel exclusive to them.
• Lay out the essentials. Don’t make them hunt for the important details. Clearly list the job title, start date, salary, and reporting manager. Think of it like a clean design—the key information should be easy to find and digest at a glance.
• Define the next steps. Tell them exactly what they need to do to accept the offer and by what deadline. For example, “To accept, please sign the attached document and return it by [Date].” This eliminates confusion and empowers them to take action confidently.
• Reinforce your excitement. End on a high note. A warm, genuine closing like, “The whole team is looking forward to working with you,” helps validate their decision and starts your professional relationship on a positive footing.

Types of Interview Acceptance Email Templates we will cover

1. Formal Interview Confirmation Email Template
2. Casual Interview Acceptance Email Template
3. Thankful Interview Invitation Email Template
4. Reschedule Interview Request Email Template
5. Remote Interview Confirmation Email Template

5 Interview Acceptance Email Templates

1) Formal Interview Confirmation Email Template

<template>

Subject: Interview Confirmation: [*Job Title*] with [*Company Name*]

Dear [*Candidate Name*],

This email is to formally confirm your interview for the [*Job Title*] position. We enjoyed our initial conversation and look forward to discussing your qualifications further.

Please find the details for your interview below:

• Date: [*Date*]
• Time: [*Time, including time zone*]
• Location: [*Full Address, including any suite numbers or directions*]
• Interviewer(s): You will be meeting with [*Interviewer Name(s) and Title(s)*].

We have scheduled [*Duration of interview*] for our conversation. Please come prepared to discuss your experience related to [*Specific Skill or Project*] and feel free to bring any questions you have for us.

If you need to reschedule for any reason, please let us know at your earliest convenience by replying to this email.

We look forward to meeting with you.

Best regards,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

2) Casual Interview Acceptance Email Template

<template>

Subject: Job Offer from [*Company Name*]

Hi [*Candidate Name*],

We are thrilled to officially offer you the [*Job Title*] position. The whole team enjoyed our conversation, and we’re confident you’ll be a great addition to [*Company Name*].

We were particularly impressed with your thoughts on [*mention something specific from the interview*], and we're excited to see what you bring to the team.

Here are the key details of the offer:

• Position: [*Job Title*]
• Start Date: [*Date*]
• Salary: [*Salary*]
• Reporting to: [*Manager’s Name*]

To accept, please review and sign the attached offer letter and return it by [*Date*]. If you have any questions at all, just let us know.

We’re really looking forward to having you on board.

Best,

[*Your Name*]

[*Your Position*]

</template>

3) Thankful Interview Invitation Email Template

<template>

Subject: Thank You & Invitation to Interview with [*Company Name*]

Dear [*Candidate Name*],

Thank you for your interest in the [*Job Title*] position at [*Company Name*]. We received a number of applications, and your background and experience caught our attention.

We would like to invite you to an interview to discuss your qualifications and learn more about you. This will also be a great opportunity for you to ask any questions you have about the role and our team.

The interview will be with [*Interviewer Name(s)*] and will last approximately [*Duration*]. To make scheduling easy, please use the link below to select a time that works best for you:

[*Scheduling Link*]

If none of the available times work, please let us know a few dates and times that do, and we will do our best to accommodate.

We appreciate you taking the time to apply and are looking forward to speaking with you.

Best regards,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

4) Reschedule Interview Request Email Template

<template>

Subject: Rescheduling Your Interview: [*Job Title*]

Dear [*Candidate Name*],

I’m writing in regard to your interview for the [*Job Title*] position, which we have scheduled for [*Original Date and Time*].

Due to an unexpected change in our schedule, we need to find a new time for our conversation. We sincerely apologize for any inconvenience this may cause.

Please use the link below to select a new time that works for you. The calendar reflects our team's most current availability.

[*Scheduling Link*]

If you run into any issues, please let us know. We are looking forward to speaking with you.

Thank you for your understanding,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

5) Remote Interview Confirmation Email Template

<template>

Subject: Interview Confirmation (Remote): [*Job Title*] with [*Company Name*]

Dear [*Candidate Name*],

This email is to confirm your remote interview for the [*Job Title*] position. We look forward to connecting with you again and learning more about your experience.

Here are the details for our video call:

• Date: [*Date*]
• Time: [*Time, including time zone*]
• Video Link: [*Direct Link to Video Call*] (We will be using [*Platform, e.g., Zoom, Google Meet*])
• Interviewer(s): You will be meeting with [*Interviewer Name(s) and Title(s)*].

We have set aside [*Duration of interview*] for our conversation. Please come prepared to discuss your work on [*Specific Skill or Project*]. This is also a great opportunity for you to ask any questions you may have about the role or our team.

If you run into any technical difficulties at the time of the interview, please email me directly. Should you need to reschedule, let us know by replying to this email.

We look forward to speaking with you.

Best regards,

[*Your Name*]

[*Your Position*]

[*Company Name*]

</template>

What about using Flodesk?

Once you've tailored these interview acceptance email templates, you'll need a reliable way to send them. That's where Flodesk comes in. We provide email marketing tools designed for small businesses, helping you manage and grow your communications with ease. You don’t need a background in coding or design; our platform lets you create, send, and automate emails that connect with your audience and support your business goals.

Join the 100,000+ businesses that use Flodesk for their email marketing. Our goal is to offer a straightforward experience for everyone, from beginners to seasoned users. With an intuitive email builder, effective automations, and well-designed forms, Flodesk gives you the necessary tools for your email marketing, minus the usual complexity.

Wrapping up

These templates help you communicate clearly during the hiring process. Flodesk brings that same focus on design and simplicity to all your email needs.

Ready to bring this level of intention to all your business communications? Sign up for Flodesk and start creating.