Job Offer Letter Template [Word, PDF File] – Free Download 2026

After an interview round, HR will send an email to notify candidates who have passed. Below is a standard interview invitation letter template that recruiters need.

1. What is an interview invitation letter?

An interview invitation letter and a job offer letter are often confused, but they are two completely different types of letters. In many businesses, the interview process often has more than two stages: resume screening and a direct interview. For these businesses, after a candidate passes each interview round, they need to send a notification to the candidate and provide information to help them attend and complete the next interview round.

2. Key components of an interview invitation letter

• Congratulations: To inform the candidate that they have passed the interview round and to express how impressed you were with their performance in the previous round.
• Information for the next interview round: This information includes the date, time, and location of the scheduled interview. You can ask the candidate to bring any necessary documents for the interview. Write concisely and highlight this information so the candidate can see it clearly.
• Confirmation request: After presenting all the details, you should ask the candidate to confirm their attendance and provide them with suitable options for both parties to consider. This helps increase engagement with potential candidates and allows you to identify which ones are still interested in the position.

>> Read more: 4 Professional and tactful candidate rejection letter templates for various situations

3. Format of a standard interview invitation letter

• Complete information: The letter sent to the candidate must contain complete information, including the job position, working hours, benefits, and salary. Additionally, attach a soft copy of the contract and a list of documents to prepare for the first day/week of work. The candidate can review this in advance to understand their position and make a decision more easily.
• Clear information: Being complete is not enough; the information you send to the candidate must be clear to minimize the need for them to email back with questions.
• Professional presentation: Ways to make your offer letter email look cleaner and more professional: always leave a blank line between paragraphs, a paragraph should not exceed 4 lines, a sentence should not be longer than 1.5 lines, and the font you choose should be a modern, sans-serif font, etc.
• Tone and language: Personalized, suitable for all audiences, and should have a unique tone that aligns with the company’s brand image (professional, friendly, open, etc.).

4. How to fill out an interview invitation letter template

An interview invitation email/letter template typically includes the following sections. When filling it out, you need to ensure the information is complete, clear, and consistent:

Email Subject Line

• Keep it short, clearly state the position and status.
  Example: “Interview Invitation – Sales Executive Position”

Candidate Greeting

• Address the candidate by their correct name, avoiding spelling errors.
  Example: “Dear Mr./Ms. Nguyen Van A,”

Reason for the Email

• Inform the candidate that they have passed the resume screening round.
  Example: “Thank you for your application. After reviewing your resume, we would like to invite you for an interview.”

Detailed Interview Information

Fill in completely and accurately:

• Interview time: specific date and time

• Location: company headquarters / online meeting link

• Format: in-person, online via Zoom/Google Meet

• Interviewer: name + title

• Estimated duration: 20–45 minutes

What the Candidate Needs to Prepare

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Response Instructions

• Request the candidate to confirm their attendance

• Clearly state the response deadline
  Example: “Please confirm by 5 PM on December 10th.”

Support Contact Information

• HR’s phone number / email

• Direct person in charge

Thank You & Closing

• Friendly, professional
  Example: “Thank you for your interest in the career opportunity at our company. We look forward to meeting you soon.”

5. Professional Interview Invitation Letter Template

>> Download the interview invitation letter template HERE

6. Frequently Asked Questions about Interview Invitation Letter Templates

Should an interview invitation be sent via email or text message?

Email is the most standard and professional method. Text messages should only be used for reminders or quick notifications.

Can a general template be used to send to multiple candidates?

Yes, but it needs to be edited:

• Candidate’s name

• Position

• Interview time

• Meeting link

Absolutely avoid sending the wrong name or appointment schedule.

Does the interview invitation need to have files attached?

It’s not mandatory. However, the company can attach:

• JD (Job Description)

• Map/Directions

• Candidate information form

When should the interview invitation letter be sent?

It should be sent within 24–48 hours after screening resumes to maintain a good candidate experience.

If I don’t respond to the interview invitation, will I be disqualified?

Typically, if a candidate does not respond by the deadline, HR has the right to:

• Schedule another candidate

• Consider it as the candidate declining

Therefore, the letter should have a clear response deadline.

See more articles:

• Standard job offer letter template for recruiters (with English version attached)
• Standard interview invitation letter template for recruiters (with English version attached)
• Overview and how to build a potential candidate persona