A Guide to Writing a Second Interview Invitation Email

By Indeed Editorial Team

Published 31 May 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Written communication is an important part of the hiring process. It's crucial for HR professionals and others who are responsible for recruitment to be able to effectively communicate with candidates throughout their application. Knowing how to write an invitation email for a second interview can be useful if you work in HR or are responsible for hiring new recruits for your organisation. In this article, we look at what a second interview invitation email is, show you how to create one and provide a template and some examples that can help you produce your own.

What is a second interview invitation email?

A second interview invitation email notifies candidates they've progressed to the next stage of the application process and invites them to a second interview. In addition, it informs candidates of the purpose of the second interview and what they can expect from it. Details regarding the date, time and format of the interview are typically included in these types of emails.

This email also offers an opportunity for the employer to create a good impression and continue building rapport with the candidate. By this point, you've likely already met the candidate so the email may have a less formal tone than your initial interview invite.

Related: 15 Common Difficult Interview Questions (With Example Answers)

How to write an invitation email for a second interview

Below are a series of steps that you can follow to write an invitation email for a second interview:

1. Write the email subject line

A clear and concise email subject line lets the candidate know that they've progressed to the next stage of the application process. When writing the subject line, include the organisation's name. In addition, you can also include the position.

Example: Invitation to a second interview at Brown Global Marketing Solutions and Strategies for the Marketing Associate position

Related: What Does HR Do? (Responsibilities and Important Skills)

2. Address the candidate

Next, start your interview invitation email with an appropriate salutation. For instance, you can use Dear followed by the recipient's name. Using a title, such as Mr, Dr or Ms, sets a more formal tone. If appropriate, you can create a welcoming tone by using a less formal greeting, such as Dear followed by someone's first name or using only a greeting, such as Good morning or Hi.

Example: Dear Dr Leung/Dear Wing Kit/Hello

Related: How to Write Salutations (With Salutation Examples)

3. Thank the candidate

After opening the email, write a sentence that expresses your gratitude for the candidate's participation. Thanking the candidate demonstrates that you value their time and effort. This can also encourage them to continue engaging with the process.

Example: Thank you for attending the first interview and expressing your interest in joining our hospital.

4. Compliment the candidate

Complimenting the candidate can help build rapport. You can do this by mentioning something about them that impressed you during their first interview. Doing this makes the candidate feel appreciated, which helps encourage them to proceed to the second interview. If you can't think of anything specific, you can say that you enjoyed meeting them.

Example: We were very impressed with your knowledge of our organisation and your experience in health care.

5. Invite the candidate to a second interview

Next, inform them you'd like them to attend a second interview. Expressing happiness about this can help build a positive impression of the organisation. In addition, ensure that you include the names and positions of the interviewers.

Example: We'd like to invite you to come in for a second interview with Ms Lo, the head of HR, Dr Cheung and myself.

6. Provide essential details about the interview

For the next step, ensure that you include all the essential details so that the candidate knows when and how to attend the second interview. If you've already determined the date and time, clearly state when the interview is and inform the candidate of how to confirm their attendance. If the candidate has to select a time and date, provide instructions on how they can do so.

Other details to include are the format of the interview and who you expect the interviewer to be. It's also a good idea to add who to contact if they have questions, especially when you're not the one who's conducting the interview. Also, make sure that you include anything you require the candidate to do or bring.

Example: The second interview takes place on 6 June at our office in Sheung Wan. It's going to be a panel interview that lasts for approximately one hour. Please follow this link to select your preferred interview day and time.

7. Reinforce your gratitude to the candidate

Thanking the candidate is a courteous way to end your interview invitation email. This is important as keeping the email positive throughout can help encourage the candidate to attend. When doing this, you can thank them for their time or their interest in the organisation or for the effort that they've put into the application process so far.

Example: Thank you for your time and patience. The team and I hope you can join us for the second interview and we look forward to hearing from you soon.

8. Include an appropriate sign-off

End the interview invitation email with an appropriate sign-off, such as Sincerely or Regards, followed by your name and title. To convey a friendlier and less formal tone, you could also use Warm regards. In addition, ensure that you include your job title, the organisation's name and contact details under your name.

Example: Sincerely, Dr Lam, Senior Cardiovascular Consultant, Kowloon Kin Hong Hospital

9. Review

When you've finished writing your invitation email, review it for any grammar or spelling mistakes. Also, check that the letter sounds professional, courteous and positive throughout. In addition, ensure that the overall tone of the email aligns with the organisation's values.

Related: A Step-by-step Guide on How to Select Shortlisted Candidates

Template for an invitation email for a second interview

Below is a template for an invitation email for a second interview:

[Greeting of your choosing] [Candidate's name],

Thank you for attending the first interview and expressing your interest in joining [organisation's name]. We were very impressed with your knowledge of [field of knowledge] and your experience in [area of experience].

I'd like to invite you to come in for a second interview for the position of [job title] with [name of the interviewer and their job title].

The second interview takes place on [date] at [location]. The interview involves [insert style of interview] and is likely to last for at least [length of interview]. [Insert instructions to confirm the interview].

Thank you for your time and patience. The team and I hope to see you again at the next interview and look forward to hearing from you soon.

[Sign-off of your choice],

[Your name]

[Your job title], [organisation's name]

[Your contact details]

Related: 3 Formal Letter Examples and How to Write Your Own

Examples of an invitation email for a second interview

The following are examples of an invitation email for a second interview:

Example 1

Here's an example from the medical field:

Dear Dr Leung,

Thank you for attending the first interview and expressing your interest in joining our hospital. We were very impressed with your medical knowledge and your experience.

We'd like to invite you to come in for a second interview with Ms Lo, the head of HR, Dr Cheung and myself.

The second interview takes place on 7 May at our hospital on Sheung Lok Street. It's going to be a panel interview and lasts for approximately one hour. Please respond with your availability for that week.

Thank you for your time and patience. The team and I hope you can join us for the second interview and we look forward to hearing from you.

Sincerely,

Dr Lam

Senior Cardiovascular Consultant

Kowloon Kin Hong Hospital

Example 2

This example shows a hiring manager writing to a marketing candidate:

Hello Wing Kit,

Thank you for your interest in the Marketing Associate position at our company. We were very impressed with your passion for marketing and the results you've achieved in your current position.

We'd like to invite you to attend a second interview with our CEO, Mr Chan, on 14 November at 9 a.m. This is going to be an online interview and aims to give you a better understanding of the position and helps us assess your fit for the role. Please confirm your attendance by responding to this email.

Thank you again for your interest in the position and I wish you the best of luck with the second interview.

Sincerely,

Sharon Kwok

Marketing Manager

Brown Global Marketing Solutions and Strategies

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