10 Interview Invitation Templates to Attract Quality Candidates

Inviting a candidate to an interview is one of the most important steps in the hiring process. A clear and professional invitation helps candidates feel prepared and gives them a good first impression of your company.

This guide explains what to include, how to write effective interview invitation emails, templates you can copy, and extra interview tips especially for HR and employers in Malaysia.

What to Send to a Candidate in an Interview Invitation Email

Here’s a simple checklist for HR:

A clear subject line such as “Interview Invitation – [Job Position]”
Time and date of the interview (preferably in bold)
Interview location (office address or video call link)
Expected interview duration
A short overview of the interview format (Example: behavioural interview, technical test, panel interview)
Names and roles of interviewers
A short reminder of the job role
Any documents the candidate needs to bring
A reply request for confirmation
Contact details for further questions

What’s an Interview Invitation For?

An interview invitation email is used to inform candidates that they have passed the initial screening stage, usually after:

CV/resume evaluation
A phone screening
A recruiter review

If they do not pass, they will normally receive a rejection email instead.

Interview Invitation Email Examples (Malaysia)

Standard Interview Invitation (Office Interview)

Subject: Interview Invitation – [Job Position]

Hi [Candidate Name],

Thank you for applying for the [Job Position] role at [Company Name].

We would like to invite you for an interview.

Date: [Day, DD Month YYYY]
Time: [Time]
Location: [Full Office Address]
Duration: [Estimated duration]

You will be meeting with:

[Interviewer Name], [Position]
[Interviewer Name], [Position]

Please bring your updated resume and any relevant documents.

Kindly reply to confirm your attendance. Thank you.

Regards,
[Your Name]
[Your Position]
[Company Name]

Video Interview Invitation (Zoom/Google Meet)

Subject: Video Interview Invitation – [Job Position]

Hi [Candidate Name],

We are pleased to invite you for a video interview for the [Job Position] role.

Date: [Day, DD Month YYYY]
Time: [Time]
Platform: Zoom / Google Meet
Meeting Link: [Insert link]
Duration: [Estimated duration]

You will be meeting with [Interviewer Name], [Position].

Please ensure you have a stable internet connection and a quiet environment.

Reply to confirm your attendance. Thank you.

Regards,
[Your Name]

Panel Interview Invitation

Subject: Panel Interview Invitation – [Job Position]

Hi [Candidate Name],

We would like to invite you to a panel interview for the [Job Position] role.

Date: [Day, DD Month YYYY]
Time: [Time]
Location: [Full Office Address]
Duration: [Estimated duration]

Panel interviewers:

[Name], [Department]
[Name], [Department]
[Name], [Department]

Let us know if you need any assistance before the interview.

Please confirm your attendance.

Best regards,
[Your Name]

Interview Invitation with Assessment/Test

Subject: Interview + Assessment Invitation – [Job Position]

Hi [Candidate Name],

Thank you for your interest in joining [Company Name].

We would like to invite you for an interview and a short assessment.

Date: [Day, DD Month YYYY]
Time: [Time]
Location: [Full Office Address]
Duration: [Interview + assessment duration]

The assessment will cover [brief description].

Please bring your laptop (optional if needed) and confirm your attendance.

Thank you.

Regards,
[Your Name]

Second Interview Invitation

Subject: Second Interview Invitation – [Job Position]

Hi [Candidate Name],

We appreciate your time during the first interview. We would like to invite you for a second interview.

Date: [Day, DD Month YYYY]
Time: [Time]
Location / Platform: [Address or Meeting Link]
Duration: [Estimated duration]

You will be meeting with [Name], [Position].

Please confirm your availability. Thank you.

Regards,
[Your Name]

Short & Simple Interview Invitation (Office)

Subject: Interview Invitation – [Job Position]

Hi [Candidate Name],

We would like to invite you for an interview at our office.

Date: [Day, DD Month YYYY]
Time: [Time]
Location: [Full Address]

Please confirm your attendance. Thank you.

Regards,
[Your Name]

Short WhatsApp-Friendly Invitation (Formal)

Hi [Candidate Name], this is [Your Name] from [Company Name].

We would like to invite you for an interview for the [Job Position].

Date: [DD/MM]
Time: [Time]
Location / Link: [Address / Link]

Please reply to confirm. Thank you.

Last-Minute Reschedule Invitation

Subject: Updated Interview Schedule – [Job Position]

Hi [Candidate Name],

We would like to update your interview schedule.

New Date: [Day, DD Month YYYY]
New Time: [Time]
Location / Link: [Details]

Sorry for the inconvenience, and thank you for your understanding.

Please confirm the new timing.

Regards,
[Your Name]

Phone Interview Invitation

Subject: Phone Interview Invitation – [Job Position]

Hi [Candidate Name],

We would like to arrange a phone interview for the [Job Position].

Date: [Day, DD Month YYYY]
Time: [Time]
Phone Number: We will call you at [Candidate Number]
Duration: [Estimated duration]

Please confirm your availability. Thank you.

Regards,
[Your Name]

Interview Invitation with Required Documents

Subject: Interview Invitation – Documents Required

Hi [Candidate Name],

You are invited to an interview for the [Job Position].

Date: [Day, DD Month YYYY]
Time: [Time]
Location: [Full Address]

Please bring:

IC or Passport
Latest resume
Certificates or portfolio
Any additional documents requested earlier

Please confirm your attendance. Thank you.

Regards,
[Your Name]

FAQs

How fast should HR send an interview invitation after screening?

Within 24–48 hours is ideal to keep candidates engaged and reduce drop-off.

Should employers in Malaysia use WhatsApp for interview invitations?

Yes. WhatsApp is widely used in Malaysia. Use WhatsApp for reminders or confirmations, but keep official invitations via email.

What details should HR avoid sharing in an interview invitation?

Do NOT include:

Salary breakdown (only share during later stages)
Internal interviewer notes
Sensitive internal documents

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