Interview Call Letter: Format, Ready-To-Send Templates & Tips
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Communication is a crucial component of the candidate experience in today’s competitive job market. One of these important documents is the interview call letter, which is a formal invitation for a job aspirant to attend a job interview. It is a formalized, compact, and well-structured document with a specific date, time, place, and set of rules.
In this blog, we will discuss the structure of the interview call letter format, as well as how to write it with advice and templates. Whether you are an HR specialist, recruiting manager, or entrepreneur, you will learn how to create informative and professional interview messages.
What is an Interview Call Letter?
An interview call letter, also referred to just as a call letter or a job interview letter, is among the most important formal letters or emails sent by a company to a carefully shortlisted candidate. It informs candidates that they are invited for an interview with the company.
Interview Call Letter Format
Below is a simple interview call letter format that HR professionals can adapt:
[Company letterhead]
Date: [DD/MM/YYYY]
To,
[Candidate Name]
[Candidate Address/Email]
Call Letter for Interview for the Position of [Job Title]
Dear [Candidate Name],
We are glad to inform you that you are hereby selected for the position of [Job Title] in the company – [Company Name]. You are called for the interview as per the following details:
Date: [Interview Date]
Time: [Interview Time]
Platform/Location Type: [Link/Address]
Requirements & Documents list: (List documents required to apply for this benefit or task)
A list of documents to be submitted:
Kindly confirm your availability by responding to this letter/email. For any clarifications, please feel free to reach out to me.
Looking forward to meeting you.
Sincerely,
[HR/Manager Name]
[Designation]
[Company Name]
Download the Standard Interview Call Letter (Word)
Why is an Interview Call Letter Important?
For several important reasons, an interview call letter is an indispensable and essential step in a streamlined and professional recruitment process, which can be listed as follows:
Professional Communication
Sending a formal interview invitation shows that you want to conduct the interview. This letter indicates that the company values clear and respectful communication. This professionalism serves as an investment in the company’s reputation among potential candidates. It helps them form a better first impression of the company’s culture and operational standards.
Clarity of Details
An interview call letter should be clear and concise to avoid misunderstandings. It should include essential details, such as the date, time, location, and the names of the interviewers. Companies should provide information on the necessary items the candidate should bring, such as identification, resumes, or portfolios. This clarity helps candidates feel prepared and confident, reducing the likelihood of no-shows or delays.
Record Keeping
The call letter for an interview is an important written invitation for both the employer and the candidate. For employers, it provides a record of when and to whom the invitation was sent, helping them keep track of the hiring process, ensure compliance, and resolve any issues that may arise. For candidates, it serves as a helpful reference for planning and preparing for the interview.
Employer Branding
A well-prepared interview call letter is important for employer branding. It shows the organization’s professionalism and the need for clear communication. A clear and straightforward letter helps candidates understand the company’s structure and culture. This can enhance the employer’s image and make it more appealing to top candidates.
3 HR-Approved Interview Call Letter Templates
Here are three ready-to-use interview call letter templates tailored for different scenarios:
Sample 1: Interview Call Letter from Company
[Company Letterhead]
Date: [DD/MM/YYYY]
To,
[Candidate Name]
We do not have an email address, so we use Candidate Address/[Candidate Email]
Attn: [Guest’s Name] Human Resources Department, [Company Name] [Company Address] [City, State, Zip Code]
Dear [Candidate Name],
We would like to invite you for an interview for the post of [Job Title] at [Company Name]. Your resume and experience are compatible with ours, and we would be delighted to discuss your application further.
Interview Details:
Date: [DD/MM/YYYY]
Time: [Time]
Venue: [Company Address]
Contact Person: [HR Name]
Please bring along a copy of your resume, proof of identity, and certificates where applicable. Kindly respond to this e-mail to confirm your availability.
Thank you,
[HR/Manager Name]
[Company Name]
Sample 2: Interview Call Letter for Government Job
[Company Letterhead]
Date: [DD/MM/YYYY]
To,
[Candidate Name]
[Candidate Address/Email]
Subject: Government Call Letter for the Post of [Job Position]
Dear [Candidate Name],
This is to inform you of your shortlisting for the interview for the post of [Job Title] under [Department/Ministry Name]. You must show up for the interview according to the schedule below:
Date: [Interview Date]
Time: [Interview Time]
Location: [Government Office]
Documents: Original certificate, ID proof, and two passport-size pictures
Failing to go for the interview could eliminate you from further consideration. Please acknowledge receipt of this letter for the interview appointment.
Sincerely,
[Authorized Officer Name]
[Designation]
[Department Name]
Sample 3: Interview Request Letter (Message for Interview Call)
[Company Letterhead]
Date: [DD/MM/YYYY]
To,
[Candidate Name]
[Candidate Address/Email]
Dear [Your Name] – Request to schedule an interview.
Dear [HR/Manager Name],
This is to request a job application for a position [Job Title] at the company [Company Name]. I am ready for the interview and would be grateful if you could inform me of the schedule at your earliest convenience.
Please let me know in advance if you need any additional documents. I look forward to the chance to meet with you and discuss ways my skills can be utilized to your advantage.
Sincerely,
[Your Name]
[Contact Number]
How to Write an Effective Interview Call Letter with Tips
Best practices you can follow to create effective interview call letters are,
Be Clear and Concise
To avoid confusion stemming from the use of technical jargon, the transfer of information should take place in plain language. One must be extremely clear regarding the date, time, and venue of the interview. If the interviews are virtual, provide non-technical joining instructions along with the required links.
Stay Professional
The organization will maintain a professional and respectful tone in its messages. This approach helps the organization appear professional and trustworthy. To create a welcoming atmosphere, use polite language and avoid grammatical and typographical errors.
Make the Message Personal to Engage.
To enhance the candidate experience during outreach, use personalized messages that address candidates by their full names. Avoid generic greetings like “Dear Applicant.” A customized approach shows that you care and makes candidates feel valued by your organization.
Recommended for You: Interview Articles
Conclusion
An interview call letter is not only one of the formal communications, but also indicates the candidate’s experience and provides transparency. The proper interview letter template or call for interview letter format allows organizations to maintain a professional image on the market while upgrading their employer brand.
Whether it is a corporate position or government recruitment, or even a simple interview call message, a friendly and well-explained message will always be remembered with a positive impression.
FAQs
What is an Interview Call Letter?
An interview call letter is a paper or an email of a formal nature that invites an applicant to a job interview.
How Can I Make a Basic Call Letter for a Job?
The information given should include candidate details, interview schedule, venue/online link, documents required, and contact details.
What Information Should be in an Interview Invitation Letter?
The letter should have the job title, date, time, venue, and interviewer details, as well as the instructions.
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