Interview Invitation Letter Template (Word, PDF) – Free Download 2026

An interview invitation letter template is a form commonly used in businesses, agencies, and organizations. This set of templates is standardized according to regulations, helping users operate quickly, accurately, and with complete information.

1. What is an interview invitation letter?

An interview invitation letter (also known as an Interview Invitation Email) is a letter sent to a candidate after their application has been successfully reviewed, inviting them to an interview for a more detailed discussion.

With this letter, candidates can either accept or decline the invitation, as they may have other options besides your company. An email with complete information and a professional tone will help your business significantly increase the interview acceptance rate.

After screening resumes, you need to send an interview invitation letter to the candidate

Read more: Interview success notification template

2. Key components of an interview invitation letter template

An interview invitation letter should be concise and clear, explicitly stating the invitation for the candidate to attend an interview. The checklist below outlines the necessary content for the letter, in order from top to bottom:

• Email subject line: Ensure accuracy, especially when using a pre-made email template. Sending to the wrong person or using an incorrect subject line can significantly lower your standing in the candidate’s eyes. It must also clearly state the purpose of the invitation (otherwise, candidates might assume the worst and not open the email).
• Thank the candidate: This is a mandatory component of an interview invitation email. Take a few lines to thank the candidate for their interest in your company and for taking the time to apply.
• Purpose of the interview
• Interview time and location
• Interview format: If the interview is via phone or Skype, you must provide the candidate with the phone number or Skype account beforehand.
• Contact person and notes: During the interview process, candidates might get lost, forget, or misremember the interview time. You should provide them with a contact method for timely support or reminders.
• Company information: Website, fan page, etc., are sources that help increase credibility and brand recognition for the business in the eyes of the candidate.

Pay attention to the main content of the interview invitation letter

Read more: A tactful and “less painful” candidate rejection letter template

3. How to increase the candidate interview acceptance rate?

You can arrange and provide a few options for the candidate, such as: date, time, location, and interview format. For recruitment campaigns that receive many applications, this method will help increase the candidate’s email open rate and interview participation rate.

How to increase the candidate interview acceptance rate?

Don’t forget, 2-6 hours after sending the interview invitation, you should call to confirm if the candidate has read it. This is also a way to check the candidate’s social etiquette and form your initial impressions and assessments.

Read more: Collection of 4 job offer letter templates to increase the candidate start rate 10-fold

4. Guide on how to fill out the interview invitation letter template

The interview invitation letter template is a crucial document in the recruitment process, helping businesses officially inform candidates about the interview schedule, the position they applied for, and related requirements. To ensure the invitation is clear, professional, and contains all necessary information, here is a detailed guide on how to fill out each section:

Header and company name information

• Fill in the company’s legal name: XYZ Joint Stock Company, ABC LLC, etc.

• If the letter uses the company logo, it should be placed at the top of the page to increase brand recognition.

• Include the dispatch number or symbol (if the business has a document management process).

Candidate information

This section must be filled out accurately to avoid confusing candidates:

• Full name

• Email

• Phone number

• Position applied for

Note: Using the correct full name helps the candidate feel respected and perceive your professionalism.

Content of the interview invitation letter

This is the most important part. You need to clearly state:

a. Welcome the candidate

Example:
“Thank you for your interest and for applying for the Marketing Specialist position at [Company Name]…”

b. Interview position

Enter the correct position name or job title applied for.

c. Interview time

• Date, month, year

• Interview time (specify if online or offline)

d. Interview location

• If the interview is in person: clearly state the office, floor, and meeting room.

• If the interview is online: attach the Zoom/Google Meet link and instructions on how to join.

e. Interviewer in charge

Enter:

• Interviewer’s name

• Position (e.g., Head of HR, Recruitment Team Leader…)

• Contact phone number for assistance

f. Preparation requirements

Some common requirements:

• Bring a printed copy of your CV

• Bring a portfolio or product samples

• Prepare a personal laptop

• Complete the test before the interview

• Download the app/software if the interview is online

Important notes for candidates

The business can add:

• Request to arrive 10–15 minutes early

• Instructions for emailing to reschedule

• Clearly state the process: 1 round / 2 rounds / test – interview – offer

Signature and sender’s information

Includes:

• Sender’s name

• Position

• Recruitment department

• Contact phone number or email

• Signature (if it’s a hard copy)

Final check before sending

Before sending the letter to the candidate, HR needs to:

• Ensure there are no spelling errors

• The interview schedule does not conflict

• The online link is still active

• Send to the correct candidate’s email

• Include attachments if necessary (JD, schedule, test…)

5. Some notes when writing an interview invitation letter template

• Serious and proper tone: Avoid using emojis, slang, or abbreviations.
• Politeness: You should avoid sending emails after business hours and on weekends. If you and the candidate are in different time zones, choose a time when both parties are working to make the exchange more convenient.
• Courtesy: It is highly inadvisable to send an email to the candidate’s company account. Instead, you should send it to their personal email or contact them via Facebook, Zalo, etc.

Read more: Standard employee probation evaluation form

6. Collection of professional interview invitation letter templates

Pay attention to the tone of your interview invitation letter

Below are ways to write an invitation email compiled by 1Office. You can customize the wording and tone to fit your company’s culture:

6.1 Interview invitation letter template in Vietnamese

You can download the Vietnamese interview invitation letter template here

Avoid sending emails after work hours and on weekends

Read more: Recruitment process template for businesses

6.2 Interview invitation letter in English

You can download the English interview invitation letter template here

7. Conclusion

Alongside the recruitment process, don’t forget to take care of the candidate’s experience before the interview. The interview invitation letter will be a powerful tool to help you enhance your company’s image in the eyes of candidates.

Also, don’t forget to manage candidate profiles closely for maximum efficiency. Only send interview invitations when you have a filtered list of potential candidates.

Additionally, you should not send invitations in bulk if you don’t want a candidate you rejected last week to receive another interview invitation.

Recruitment is a crucial step for a business

Recruitment is a crucial step in building a company’s workforce, which is why businesses need to build and standardize their recruitment process effectively.

8. Frequently Asked Questions about interview invitation letter templates

Q1: Is it mandatory to use a regulated interview invitation letter template?
No. Currently, the law does not mandate a specific interview invitation letter template. Businesses can design their own templates according to their needs, as long as they include all necessary information such as: interview time and location, applied position, person in charge, required documents, interview format, etc. Using a standardized template helps businesses build a professional recruitment process and avoid missing information.

Q2: Is the Word file editable?
Yes. The interview invitation letter template in Word format allows businesses to customize the content, change the logo, modify the layout, add instructions, or adjust the tone to match the company culture. It is a flexible, easy-to-use format and is particularly useful when businesses want to personalize the content sent to candidates.

Q3: What is the most recent year for the template?
The interview invitation letter template does not have a fixed “issuance year” because it is not a legal form. Current templates are mainly updated based on recruitment trends, interview formats (offline – online), and the company’s need for information transparency. Therefore, you can use the latest template provided or adjust it yourself to fit your company’s current recruitment process.

Understanding the challenges businesses face in the digital transformation era, 1Office offers a comprehensive business management solution that includes a set of digital tools to help businesses standardize their recruitment process, improve work efficiency, and save time, costs, and other resources.

HRM – A feature set that supports human resource management in businesses: Recruitment; digital record storage – can solve all personnel management problems by quickly digitizing all data.

1Office – The Business Optimization Expert

With 1Office, HR can create online recruitment proposals. Notifications are instantly sent to management for approval on the software, thereby minimizing waiting time.

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With 1Office, the recruitment process becomes easier

Additionally, when using 1Office, users are supported with direct payroll processing on the software, saving time and effort.

HR will no longer have to worry about lost forms or records because all personnel information is digitized, stored, and secured centrally on the 1Office software.

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1Office hopes this article has provided you with useful information to apply in your future work!

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