Interview Call Letter (With Meaning, Format, and Sample)
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During the recruitment process, the recruiting manager screens the application and shortlists candidates who match with job requirements, and an interview call letter is used to invite those candidates for a face-to-face interview. In this article, we will explain the meaning of an interview call letter, its importance, how to write one, along with its format and sample.
What is an Interview Call Letter?
At the time of the recruitment process, the hiring department assesses applications and identifies candidates who are best suited to the job description. Subsequently, selected candidates are called for face to face interviews for further discussions. Candidates are mostly called for an interview by providing them with an official invitation letter, known as interview call letter which holds paramount importance. It includes essential details regarding the interview like the date, time, venue, and directives concerning the necessary documentation.
How to Write an Interview Call Letter?
Consider the below-mentioned steps to write an interview letter:
1. Start with the Date and Recipient’s Name
mention the date on which you are drafting this letter, also include the subject, and recipient’s name with a formal salutation such as “Dear” or “Respected”.
2. Add your Greetings
This is where you greet your candidate for the first time. Congratulate them for clearing the screening round and mention the reason behind clearing the previous rounds.
3. Write the Body of the Letter
The body of this letter should be two to three paragraphs long. The first paragraph should include a reference to the candidate’s application and the job role. Follow it with an invite to the interview, and other important details regarding the interview in the second paragraph. In the last section, you should ask for the confirmation of their availability or share your contact details.
4. Sign-off the Letter
In this section, you should include a closing words like Yours Sincerely, Yours Faithfully, or Best Wishes, followed by your name and signature. If you wish, then you can also include your title and contact details after your name. If you have attached any other documents with the letter, then write “Enclosure” below and mention the name of the documents.
5. Check the Letter for Mistakes
It goes without saying that you should proofread any document before sending it, as it is going from your company’s behalf, there should be no error in it. Read it load to check for any grammatical mistakes or misspellings. Ensure that the letter includes all the essential information that the candidate requires.
Interview Call Letter Format
Tips for Drafting a Customize Interview Call Letter
Look out for these essential tips to make your own Interview Call Letter
1. Design a format
Prior to commencing the writing process, ensure you have a clear vision of the direction for your document. Aim to keep your content within a one-page limit. Begin with a succinct and welcoming introduction, followed by presenting the invitation details, interview specifics, and conclude with providing a supplementary resource for candidates seeking further information.
2. Begin With a Greeting
Initiate your interview invitation letter by expressing gratitude to the candidate for investing time in learning about the position and the organization. Acknowledge the applicant’s potential alternative job prospects and emphasize your appreciation for their commitment to the application process. You can choose to expand on this sentiment or encapsulate it concisely, but it’s crucial that the tone effectively conveys this fundamental message.
3. Maintain a Welcoming Tone
An invitation inherently reflects generosity. Whether the candidate accepts or not, maintain a humble tone in the invitation. Connect the interview invitation with the shared advantages of a potential future association.
4. Provide Explicit Guidelines
Optimal practice involves presenting a minimum of two interview timing options, allowing candidates to align the interview with their availability. Offer a selection of two or more time slots for the interviewee’s convenience, or propose a suggested time that remains open for rescheduling if necessary. Additionally, furnish precise directions and transportation choices to the venue.
5. Request Confirmation
Using a warm tone, kindly request the candidate to reach out via email or phone to verify their intention to attend the interview. Share the contact details and specify the available response hours. Express your anticipation for their response.
6. Conclude Politely and Anticipate Follow-Up
End your message with a courteous signature and closing, mentioning your job title or role in the organization. As recommended, include contact details at the conclusion. If there’s no response from the recipient after a few days, consider reaching out again. Occasionally, candidates might be occupied or evaluating multiple offers, necessitating reminders and subsequent communication.
Final Thoughts
In the majority of instances, an interview letter serves as the initial point of contact with potential candidates. Consequently, the composition of an exemplary interview letter holds immense significance in shaping a favorable impression among prospective employees. Now that you have gained comprehensive insight into the various aspects of crafting such a letter, it is highly recommended that you endeavor to develop one tailored to your organization’s needs.
Recognize that an interview letter extends beyond being a mere correspondence; it symbolizes the ethos and professionalism of your organization. A well-structured and thoughtfully composed interview letter not only conveys essential details but also underscores the respect and value your organization places on potential team members. In summary, the effort you invest in curating a compelling interview letter can significantly contribute to setting the tone for a positive candidate experience, reflecting your organization’s commitment to professionalism, transparency, and mutual growth.
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FAQs
1. Is it Mandatory to Send an Interview Call Letter to the Candidates?
It is not mandatory to send this letter to any candidates for an interview, the company can send a job invitation email to the candidate or directly call them to inform them about the interview.
2. How to Respond to an Interview Call Letter?
In the hiring process, candidate’s response to an interview call letter is considered to be very crucial. If there is any specification regarding the communication method, nake sure you use that. You can either confirm your availability for the interview via call or send a formal mail. At the time of responding, be grateful for the opportunity offered,confirm the date and time of the interview and express your interest for the role. In case of any doubts or rescheduling, feel free to discuss as this is the right time to do so.
3. What are the Other Letters Related to a Candidate’s Interview?
Apart from interview call letter, other related letters includes:
- Thank You Letter – to express gratitude for the opportunity
- Interview Request Letter – When a candidate wants request their consideration for an interview
- Cover Letter- To provide additional information on the candidate’s skills and experience
- Follow-Up Letter – Can be sent by either party to inquire about the status of the application or offer after the interview has taken place.
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