What is an interview call letter?

An interview call letter is a formal document sent by an organization or employer to invite a candidate for an interview, outlining the interview details.

When should an interview call letter be sent?

It should be sent after shortlisting a candidate and finalizing interview details, allowing sufficient time for the candidate to prepare.

What details should be included in an interview call letter?

It should include candidate information, interview date, time, location, mode (in-person or online), documents to bring, and a polite closing.

Can an interview call letter help improve candidate engagement?

Yes. A clear and professional interview call letter helps ensure that candidates have all necessary information and feel welcomed, improving engagement.

Reviewed by HR & Business Communication Experts Updated for 2026 Professional Communication Standards

Interview Call Letter or Email – A brief with Sample Call Letter template

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An interview call letter is a written invitation sent to a candidate, applicant, or a job aspirant inviting him/her for a “face-to-face” interview at the employer’s office or the at the venue which an employer decided to conduct the interviews.

This letter is very often called a Call Letter. During the recruitment process once a candidate has sent in a resume, an HR representative of the company screens the candidature to see if they match the company’s job requirement. If they found the candidate profile fit or suitable for the required Job position, the employer will issue a job interview Letter.

An interview letter must have details of the exact date, time, contact person’s name and place where the interview will be conducted. The company representative may also include specific details about the interview procedure, like how many rounds will be there, what documents to carry etc.

Nowadays employers are more likely to send an interview email because it reaches the candidate faster and the candidate can reply easily. Like a written interview invitation letter, the email invitation to interview will include the date, time, and location of the interview. While writing an Interview call email to schedule an interview, mention the documents the candidate is expected to carry and the person who will be conducting the interview. Both, an interview invitation letter and an email invitation, will always end with a request for an acknowledgement of the receipt of the invitation and a confirmation of the candidate’s availability for the same.

Whether a candidate is going to attend the interview or not, it is important to acknowledge and respond to the interview invitation. Your response to the interview invitation must be brief; just a few lines are enough to inform the employer if you will be there are not. If you have made you your mind to attend the interview, be sure to write an interview confirmation email to the employer to verify your attendance and to let the company know that you are aware of all the requirements for the interview.

While responding to an interview invitation, do not be afraid to clarify any queries you may have about the job description or about the company. It will help if you know as much as possible about the company and the work they are involved in before going for the interview.

Find below various format of Job Interview Call letter and email sample template available in doc and pdf format easy to download which can be used for sending interview invitation or sending out the call letter for interview:

Author & Reviewer

This content is prepared and reviewed by HR and workplace communication professionals and is updated to reflect current professional Standards.

Explore more Topics of Interview Call Letter

Call Letter for Interview

Sample

Date____________

To,

Recipient´s name
Address _______________

Dear ___________,

I am writing this letter regarding your application for the position of ______________ in our company. We are developing really fast and need (position name) _____________ very urgently in order to start the appropriate training. Therefore, we have to select the right candidate carefully and at the same time very quickly for this position.

We would like to inform you that you are the one from ten candidates who is selected for the interview in our firm. The interview will take place on (date) __________. Please, review the attached schedule for more details. We believe that you are one of the most qualified people for this position and wish you best of luck.

Please, be in the Hall of our office half hour before the interview starts since you might require some time in order to find the place. Please be on time.

Congratulations again and we are looking forward to seeing you at the interview.

All the best.

Sincerely,

Name
Designation

Invitation for Interview

Sample Template

Date___________

To:

Recipient´s name
Address ____________

Sub: Invitation for Interview

Dear ___________,

I am writing to you on receipt of your recent application for the opening of (position) ________________ we have advertised in the local job pages. I am pleased to inform you that we would like to arrange an interview to discuss the opportunity further.

Your resume is very impressive, and you have a very educational background, and as you have recently completed a degree course, I feel that this opening would be suited to an individual like you.

Please report to (Name of the concerned person) _____________ on (date) ________ at (time) __________. Looking forward to meet you and discuss further possibility at Organization Name __________.

Best wishes,

Name
Designation

Job Interview Call Letter

Sample Letter

Date___________

Name of the candidate
Address _________
________________

Dear ______,

This letter is written for your application of job for the post of __________in our company. We thank you for the same. We would like to meet you personally for a discussion on ___________ at __________ at the following address:

We hope this time and venue is suitable to you and if you are busy at this time then we request you to get in touch with Mr._________ and provide us the suitable date and time for the same.

The company will reimburse you the expenses incurred by you for this meeting. As per our guidelines, you will be entitled for train fare / Y class airfare.

We are enclosing our company application form and request you to fill the same and bring it along with you when you come for this visit. This will facilitate the interview process.

We request you to confirm us your availability by phone or email for this meeting. Our phone no. is ___________ and our email is ___________. Kindly ask for Mr. ________ who will be your contact person throughout the process.

We look forward to meeting you.

Kind Regards,

Name of the Manager

Designation
Company

Frequently Asked Question on Interview Call Letter

Que: What is an interview call letter?
Ans:

An interview call letter is a written invitation sent by an employer to a candidate requesting them to attend a face?to?face interview for a job position.
Que: What should it include?
Ans:

The letter should state the candidate’s name, position applied for, interview date and time, venue or mode (e.g., in?person or telephonic), and contact details for any queries.
Que: When is it used?
Ans:

It’s used after initial screening of applicants to formally schedule an in-person interview and provide details like date, time, venue, and interviewer name.

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