How To Confirm an Interview Time: A Step-by-Step Guide

Getting called for a job interview is exciting, but making sure all the details are properly confirmed is crucial. This guide will walk you through exactly how to confirm your interview time professionally and ensure everything runs smoothly.

How To Confirm an Interview Time

Before You Respond

Before writing your confirmation email or message, gather these important details:

• The exact date and time of the interview
• The location or meeting link (if virtual)
• The name(s) of who you’ll be meeting with
• Any materials you need to bring
• Any pre-interview tasks you need to complete

When to Send Your Confirmation

The best times to confirm your interview are:

• Within 24 hours of receiving the interview invitation
• 24-48 hours before the scheduled interview (if scheduled far in advance)
• As soon as possible if there are any changes to your availability

Writing Your Confirmation Email

The Basic Template

Here’s a simple template you can customize:

Subject Line: Interview Confirmation - [Your Name] - [Position] - [Date]

Dear [Interviewer's Name],

Thank you for the interview invitation for the [Position] role. I'm writing to confirm my interview scheduled for [Day], [Date] at [Time].

I look forward to meeting with you and learning more about the position.

Best regards,
[Your Name]
[Your Phone Number]

A More Detailed Version

For situations requiring more information:

Subject Line: Interview Confirmation - [Your Name] - [Position] - [Date]

Dear [Interviewer's Name],

Thank you for inviting me to interview for the [Position] role at [Company Name]. I am writing to confirm my interview scheduled for [Day], [Date] at [Time].

I understand the interview will take place [at your office/virtually via Zoom] and will last approximately [duration]. I have noted that I should [bring my portfolio/prepare a presentation/complete the coding test] before the interview.

I'm looking forward to meeting with you and discussing how my experience in [relevant skill/industry] aligns with what [Company Name] is looking for.

Best regards,
[Your Name]
[Your Phone Number]
[Your Email]

In-Person Interview Confirmations

When confirming an in-person interview, always verify:

1. The exact office address
2. Parking instructions or public transit options
3. Building access procedures (security check-in, specific entrance to use)
4. Who to ask for upon arrival
5. Estimated duration of the interview

Sample addition for in-person interviews:

Could you please confirm the office location at [address] and let me know if there are any specific entrance or parking instructions I should be aware of?

Virtual Interview Confirmations

For virtual interviews, confirm:

1. The platform being used (Zoom, Teams, Google Meet, etc.)
2. Whether you need to download any software beforehand
3. If there’s a backup plan in case of technical issues
4. Whether you’ll receive the meeting link in advance
5. Any specific technical requirements (camera, microphone, etc.)

Sample addition for virtual interviews:

I confirm I have access to [platform name] and will test my audio and video setup before our meeting. Should there be any technical issues, would you prefer I contact you via email or phone?

What to Include in Your Calendar

Once the interview is confirmed, add these details to your calendar:

• Interview time with a reminder set 24 hours before
• Preparation time block (30-60 minutes before)
• Travel time (if in-person)
• Setup time (if virtual)
• Contact information for your interviewer
• Meeting link or address
• List of things to bring

Following Up If You Don’t Receive a Response

If you don’t receive a response to your confirmation email:

1. Wait 24 hours
2. Send a polite follow-up:

Subject Line: Following Up - Interview Confirmation - [Your Name]

Dear [Interviewer's Name],

I'm following up on my previous email regarding the interview scheduled for [Day] at [Time]. I want to ensure all details are confirmed before our meeting.

Could you please confirm receipt of this message?

Thank you for your time.

Best regards,
[Your Name]
[Your Phone Number]

Day-Before Preparations

The day before your interview:

1. Double-check all details
2. Set out your interview outfit
3. Test your computer and internet (for virtual interviews)
4. Plan your route (for in-person interviews)
5. Review the job description and your notes
6. Prepare questions for the interviewer

Common Mistakes to Avoid

❌ Don’t:

• Wait too long to confirm
• Forget to include your contact information
• Send a too-casual response
• Ignore important details in the original invitation
• Request major changes unless absolutely necessary
• Use slang or informal language

✅ Do:

• Respond promptly
• Keep your message clear and professional
• Include all relevant details
• Double-check for typos
• Save a copy of your confirmation
• Set multiple reminders

Special Situations

Requesting a Different Time

If you need to request a change:

Thank you for the interview invitation. While I'm very interested in the position, I have a prior commitment at the suggested time. Would it be possible to meet instead on [alternative date/time]? I'm happy to work around your schedule.

Confirming a Group Interview

When confirming a group interview, ask:

Could you please confirm who I'll be meeting with during the interview? This will help me prepare appropriately for our discussion.

Confirming Multiple Rounds

For multiple interview rounds: Ajira One 

I understand this is the [first/second] round interview. Could you please provide an overview of the interview process and what to expect in subsequent rounds?

Final Tips for Success

1. Keep all interview-related emails in a dedicated folder
2. Save the confirmation details in multiple places
3. Set up email notifications on your phone
4. Have a backup plan for technical or transportation issues
5. Keep your recruiter’s or coordinator’s contact information handy
6. Prepare a professional out-of-office message if you’re taking time off work
7. Plan to arrive 10-15 minutes early (in-person) or log in 5-10 minutes early (virtual)

After You’re Done

Once everything is confirmed:

1. Save all correspondence
2. Start your interview preparation
3. Set up necessary reminders
4. Organize your materials
5. Plan your schedule around the interview
6. Get a good night’s sleep before the big day

Remember, confirming your interview professionally shows that you’re organized, detail-oriented, and take the opportunity seriously. These qualities make a good first impression even before the actual interview begins.

Good luck with your interview! 🍀