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UK HR Employment Revised 5/2015
Follow-up E-mail for Confirming Interview
HR recommends sending email communication to all candidates who have been scheduled for an interview (phone or in-
person) as a follow up to the verbal arrangements. The following checklist will assist you in providing all of the pertinent
information to help the candidate prepare for the interview.
Situation: Confirmation email for a phone interview:
Checklist:
Greet the candidate.
Include opening paragraph that states the purpose of the e-mail.
o Reference any documents for the candidate’s review. (UK HR Employment best practice: Attach the
position’s job summary and the “Exceptional Benefits” document.)
State the position title for which the candidate will be interviewing.
Provide interview details:
o When the interview will occur (date & time)
o Where you will contact the candidate (confirm candidate’s phone number)
o Who will be involved in the interview (names & titles of interviewers)
Close the e-mail by providing the candidate with your contact information.
Example:
Dear (candidate name),
I would like to confirm your phone interview for the Staff Support Associate II position. Below are the details for your
scheduled interview. I have also attached the job summary that was posted on the UK Jobs website as well as our
Exceptional Benefits document which highlights UK’s employee benefits.
Position: Staff Support Associate II (RE______)
When: Monday, February 13, 2013 at 2:00 pm interview scheduled for 30 minutes
Where: Phone Interview I will call you at (XXX) XXX-XXXX
Who: Suzy Wildcat, UK Spirit Squad Supervisor
I look forward to discussing this opportunity with you in more detail on Monday, February 13th. If you have any
questions, please don’t hesitate to contact me at (XXX) XXX-XXXX.
Take care,
Suzy Wildcat
Interview Confirmation Email
source: uky.edu
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