Filling a vacancy almost always involves searching for suitable candidates online. In order to invite an applicant to an interview, he needs to send an invitation in which he is most interested in coming to the interview.
An invitation to an interview is considered a kind of business card of the company. Any organization can design it in its own way; there are no generally accepted standards in this matter.
However, if a company positions itself as a serious employer and places high demands on employees, then it itself must observe business etiquette in communication. Personalized text of the appeal, the correct form of invitation, the communication process - every detail is important in finding an employee for a job.
How to format the text of an invitation to an interview so that the candidate responds and comes for an interview?
There is only one requirement for an invitation to an interview: it must be in a strict business style, and the text must be concise and truthful. It must not contain spelling errors. If you think that the text of the message may cause a double impression or is difficult to read, then it is better to completely redo it.
The invitation must contain the following information:
Company name.
The address of the office where the interview will be held, including the indication of the office number.
If there are difficulties in finding the address, then it is worth attaching a directions to help guide the applicant.
Write a list of documents that need to be taken for an interview: resume, passport, work book, diplomas and more.
Date and time of the interview.
HR manager contact details.
You should also provide the job title, job description, and salary level.
After reading the letter, the applicant should have an understanding of who invited him and where, what time the interview is scheduled for, and what he should bring with him.
A sample invitation might look like this:
Dear ***!
The LLC "***" company invites you to consider a vacancy for the position "***".
We have carefully reviewed your resume and believe that your knowledge and experience meet our stated requirements.
We invite you to have an interview with the HR manager **.**.2017 at 12:00 at the address: ***, office **.
Sincerely,
HR manager of the company "***"
Ivanova Ivana Ivanovna
To invite applicants for an interview whose resumes you have found on the Internet, we recommend the following template:
Hello dear ***!
My name is ***, I am the HR manager of the company “***”.
We have carefully reviewed your resume (link) and believe that your knowledge and experience meet our stated requirements for the open vacancy of our company “***”.
We invite you to have an interview **.**.2017 at 12:00 at the address: ***, office **.
Please bring a copy of your resume and passport with you.
If you have any additional questions, please call ***.
Sincerely,
HR manager of the company "***"
Ivanova Ivana Ivanovna
If the invitation is drawn up correctly, then it will not be difficult for you to interest the candidate with an invitation to an open vacancy, and it will not be difficult for him to find a company and come for an interview. And we can hope that the vacant position will be filled very soon.
Now you know how to write an interview invitation letter to job seekers online, you can start finding the best people for the job.
With the online recruitment service JobHelp, you can do this most efficiently and in the shortest possible time: it unites all job sites available in Russia (more than 40) in a single Personal Account. Here you can view resumes that match your request from all recruitment sites, send messages to candidates, invite them to interviews and more.
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This is a type of official letter in which we express this or that fact: we confirm the receipt of letters, transfers, securities. For example:
. Dear Sirs!
. Thank you. you for the proposal to put(product name) contains it. Your letter dated (date), which we just received and forwarded to the technical department for consideration
. Please. We'll have to wait a few days for you. We will inform you about the final decision. additionally for you
. Dear Sirs!. Ibni comrades.
. Sorry, but we cannot agree to. Your conditions. WITH
. Dear /
. We confirm receipt of the goods we ordered (No. 186-C dated date of) . The quantity of goods shipped corresponds to the invoice, and the quality- samples we received last month
. Dear Sir!
. We will send it as confirmation of our preliminary agreement. You have a written invitation to take part in a scientific conference that will take place(date and place) . Your report on the topic "The Art of Business Correspondence" has been included in the conference program
. The conference organizing committee provides hotel accommodation for the period..
. Registration of conference participants will be carried out(date and time) at the premises (name, address)
. Dear Sirs!
. Thank you for the offer to take part in the creation of the project and the subsequent construction of the metallurgical complex in(city name)
. We officially confirm our consent to carry out design work, construct the complex and train personnel for operation of the enterprise
. Our commission is ready to arrive for negotiations at a convenient time. Time for you. With sincere respect to you.
. Dear Colleagues!
. We officially confirm the agreement that we reached in a letter from(date of)
. Reservations: rooms with until (date) per person and double rooms cost
conference rooms at persons from to (date) cost per day. Nutrition:
lunch at 1230 persons, the cost also takes into account payment for services provided
. Payment: in hryvnias
. Firm:(Name) . Appendix: meeting prospectus
TYPICAL turnover
1. We gratefully acknowledge receipt. Your offer from (date)
2. Grateful. Thank you for the repeated information about. Your special offer
3. We officially confirm our consent and inform that
4 Ministry of Education and Science of Ukraine confirms that
5. We gratefully acknowledge receipt. your request and we want to assure that we are interested in establishing mutually beneficial cooperation with. You
6 reports that. We received your order (date) and immediately began manufacturing (product name)
7. We are confident of timely delivery. Your order from (date) will be the beginning of mutually beneficial cooperation between our companies
8. We will send you a confirmation of our preliminary agreement. A written invitation for you
9. We hereby confirm that all goods ordered have been shipped and dispatched without delay according to. Your bill of lading
10. Please confirm our telephone conversation from (date). You to accept the official order for
11. Please. You should pay due attention to the fulfillment of our order and provide (send) samples to us within a certain (agreed) period
12. The forwarding agency only confirmed the arrival of 25 (twenty-five) boxes
7110 Cover letter
This is an official letter that is attached to the main document (waybill, invoices, catalogue, prospectus, price list, drawings, booklets, samples of new products) and provides informational support to it; it is usually a small letter containing the names and list of documents sent. For example:
. Dear Sirs!
. In response to. your request from(date) send. You will receive the current export price list for each sample (name of product) . Please let us know which samples. You order
. Waiting for an answer
. Dear Sirs!. You will need the following documents:
invoice in two copies:
insurance policy for the invoice amount plus 10% covering inflation (banking, currency, deflation) risk;
a complete set of bill of lading, written (executed) to the manager under a blank endorsement and marked “freight paid” on amount .. .
. Please confirm receipt
. We remain with respect.
TYPICAL turnover
1. On. We will send your request an invoice for the shipment of goods
2. In order to. You have a complete understanding of the capabilities of our company, we are sending you a detailed illustrated advertising brochure
3. We send. Working drawings for you
4. Adding a list of our new products
5. We send. You will receive the insurance forms you need to file an insurance claim.
6. We send. Insurance certificate for you
7. On. Please enclose your request with a list of insurance tariffs for air cargo transportation
8. We also add a newsletter in which. You can read about leasing conditions
9. The brochure we include with the letter contains information about the amounts of increases and decreases. The appendix also describes the advantages of concluding a long-term contract
10. We send. Copies of bills that are due for payment
11. Please review the latest catalog of our products and let us know which items are offered. Are you interested
12. We hope so. You might be interested
13. On. We will send you a list of references who can provide your request. You need (detailed) information about the quality of our products
14. We look forward to the start of negotiations (cooperation) between our companies
15 will be happy to establish mutually beneficial contacts with. by your company
16. Let me make a suggestion. You can look at advertising brochures and catalogs, which present the latest samples of equipment produced by our company
Letter No. 1
Dear Viktor Alekseevich,
I have reviewed your resume for the position of “Senior Manager” and have come to the conclusion that your education and work experience are ideal for this position. In order to discuss all the nuances and get to know you better, I invite you to an interview, which will take place on August 5, 2014 at 12:00 p.m.
If the specified date or time does not suit you, please contact our company secretary within today.
Sincerely,
Petr Ivanovich
Letter No. 2
Dear Viktor Alekseevich,
I have carefully studied the resume you sent. Your qualifications and work experience meet the requirements of our company. But, unfortunately, the position for which you are applying has already been filled, but at the moment we have a vacancy for a distributor. If this work interests you, please contact me by phone 200-01-02.
Sincerely,
Petr Ivanovich
Letter No. 3
Dear Viktor Alekseevich,
I have reviewed your resume and am interested in you as an employee of my company. I believe that your qualifications fully meet the requirements for the position of Sales Manager.
For more detailed information, please contact our secretary and schedule an interview.
Sincerely,
An invitation to an interview is the first contact with a potential employee, the first impression of you as an employer, and of him as an applicant.
An invitation is an intermediate stage between a casual acquaintance based on a resume and a face-to-face conversation, on which the personal qualities and professional skills of a person are determined, their compliance with the information written in the resume.
There are several ways to notify the applicant of your desire:
- in writing (email and SMS);
- orally (telephone conversation).
Sites that specialize in matching candidates and employers have their own written templates that automatically fill in all the employer data. The template invites the applicant to independently contact a company representative.
Leaving the candidate a choice: “To call or not to call?” You make yourself dependent on the decision of a potential employee. Take the initiative. Use your own style, create a custom letter (template) or case for a telephone conversation.
How to invite for an interview by phone?
How to invite you for a telephone interview?
A call to the candidate will help you make sure of his intention to get a job with you, ask questions that interest you even before a personal meeting, and form an initial opinion about his skills.
By confirming the date and time of your appointment over the phone, you will be able to control the employee search process and be sure exactly how many candidates you should expect for the meeting.
How to invite for an interview by phone, example:
It is best to create a template for an invitation to an interview, according to which the action will be easier to carry out.
How to write a letter to an applicant?
An invitation via an email to a potential employee or a special form on the website saves the time of an HR specialist, but risks going unnoticed.
Applicants are reluctant to respond to letters because they are formulaic, excessive, or disinterested.
There is no set pattern for writing. Maintain a business style of communication. Approach the design in an original way by developing your own template.
At this stage of selection, the candidate also looks closely at the organization. Try to entice him with text, telling him about the actual benefits of working for the company.
What is important to include in the letter:
- name of the organization and name of the specialist;
- date, time and place where the interview will take place;
- what documents you need to have when undergoing an interview;
- job title. Here you can duplicate the basic requirements for the future employee, according to the vacancy;
- benefits of working for the company (salary, benefits);
- contact details of the person responsible for conducting the personal conversation. Finally, ask for confirmation in writing or by phone to appear for the interview.
Invitation to an interview by email, sample
Responding to an interview invitation
Consent confirms that you have received the information in full and intend to visit the company’s office for a personal meeting.
Now you know what an invitation to an interview looks like, a sample letter.
How to respond to an invitation to an interview? When communicating by phone or via mail, contact the company representative by name and inform that you will be at the specified address on the appointed date and time.
In both cases, it would be a good idea to thank the HR specialist for the invitation.
Positive response to an invitation to an interview, sample
How to refuse an employer?
If you refuse to participate in an interview, you must inform: This way you will show yourself as a responsible business person. A polite refusal leaves the relationship with the company representative on a warm note. If you need to resume your job search, you will continue to communicate about employment opportunities.
Contact a company representative using the contact information he left (phone or email). Contact by name and say that you are not ready to take the vacant position. It is advisable to indicate the reason why you cannot pass the interview.
The employer will accept the news with dignity that another company was preferred to him or the search was stopped due to other circumstances. Thank you for your attention to your candidacy and wish to find an employee for the vacancy. Maintain a business style of communication.
Communicate cancellations in advance and during business hours, especially by email. The interviewer will not thank you if on the morning of the appointed day he discovers a refusal sent at night.
Why aren't they invited to an interview?
There may be several reasons for refusal at the resume review stage:
If you want to know why you were denied a vacant position, ask about it directly by contacting the responsible employee in writing or by telephone.
Whichever side you are on: the employer or the applicant, it is important to show your best side.
Remember that an interview is a dialogue, and the preliminary stage in the form of an invitation and response to it will help to identify the “pitfalls” of the opposite party and simplify the decision-making regarding cooperation.
We hope that this material was useful to you and you now have an idea of what this is - an invitation to an interview and how to properly invite for an interview by phone?
Looking for a job is an important part of networking, building a network of useful business contacts.
The reputation of the contact applicant will help to establish long-term relationships. Therefore, even if the offer is not interesting, it is necessary to draw up a polite response to the employer to his invitation.
How to respond to an employer's invitation to an interview correctly?
See examples of applicant responses to an organization's invitation below.
Often, a job seeker hears an invitation to a meeting from an employer over the phone. In this case, you need to politely thank for the call and the attention shown, and answer the caller the truth about the possibility of coming at the designated time.
You should listen to what date and time the recruiter sets. If this time is not suitable, you should immediately talk about it and set a time that is more convenient for both parties. Postponing an interview is a normal occurrence; the employer will not be offended by the applicant’s honest answer that he can come on another day or at another time.
An example of a telephone conversation is presented below:
How to respond correctly by email?
The large amount of work a recruiter does does not allow him to remember every candidate, but taking into account modern technology, this is no longer required.
Job sites provide the recruiter with the opportunity to leave comments on each resume, which will be available only to company employees.
In addition, modern selection automation tools allow you to make important notes, for example, about what offers are relevant for each applicant, whether he is ready to move, and what level of motivation he is considering.
If a new vacancy appears, a selection of such resumes is the first thing the selection specialist does.
Therefore, ignoring or overly expressive response to a job offer and invitation to an interview would be a mistake, even if it seems irrelevant to expectations.
Samples of consent
The applicant’s response to the invitation must comply with the rules of business etiquette and may sound like this:
Sample consent for an invitation to an interview:
"Good afternoon! Thank you for the invitation! The position you propose is interesting to me. I will be happy to discuss the details in a personal meeting. I confirm the stated date and time of the interview.”
If the date has not been specified, then the employer is ready to give the applicant the right to determine it. In this case, you can suggest a time range:
“I have the opportunity to meet on 01/15/2019 and 01/16/2019 in the afternoon.”
Example of an email response:
Examples of refusing a meeting
The answer to the employer can be not only positive, but also negative.
It is quite possible that the applicant is not interested in the proposed vacancy, and he does not want to come for an interview. In this case, the employer should respond to his invitation with a reasonable and polite refusal.
Sample refusal from an invitation to an interview:
"Good afternoon! Thank you for the invitation and interest in my experience! Unfortunately, I have to cancel the meeting, since looking for a job is not relevant for me right now. If such a need arises, I will be happy to continue cooperation!”
If the employer's brand is interesting, but the offer does not meet expectations in terms of level of authority, income or other points, you can also indicate this in the response letter and respond as follows.
Example of a justified refusal:
"Good afternoon! Thank you for the invitation and interest in my experience! The Eurostar company is very attractive to me as an employer. But the obligations I have to my family force me to refuse the offer. At the moment I do not have the opportunity to travel for a long time on business trips. I will be happy to consider vacancies in the schedule from 9.00 to 18.00.”
If the vacancy is not interesting, this does not exclude networking. On the contrary, the HR manager will be grateful for the recommendations of a quality candidate and will make a note of loyalty to the company.
Many companies have special referral programs, participation in which can bring additional income.
You can declare your readiness to help in a letter, and you can respond like this.
"Good afternoon! Thank you for the invitation and interest in my experience! Unfortunately, I have to cancel the meeting, since looking for a job is not relevant for me right now. I am ready to recommend you a specialist with similar competencies and work experience.”
Rescheduling a meeting
There are situations when the meeting time needs to be rescheduled. Etiquette suggests that a call is only appropriate in urgent emergencies.
In other cases, the request to reschedule the interview can be stated in a letter; see how you can respond to the invitation in this case below.
Response to an invitation rescheduling the interview:
“Maria, good afternoon! We agreed on an interview tomorrow, February 15 at 14.00. Due to the heavy workload, I ask you to reschedule the meeting for Monday, February 20 at the same time. I am ready to consider other options next week. I would like to confirm my interest in the position and apologize for any inconvenience this may cause.”
In all cases, the response to an employer's invitation to an interview should be concise and not contain information that is not related to the topic.
For example, if a transfer or refusal is related to personal circumstances, you should not tell the HR manager all the details, a polite, discreet message is sufficient.
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