15 Effective Interview Reminder Email Templates to Avoid No-Shows [+Writing Tips]
Scheduling interviews takes time and effort, but even after all that preparation, there’s one thing that can derail the process: candidates not showing up. No-shows can waste hours of your team’s time and slow down your hiring process.
That’s why interview reminder emails are so important. A clear, well-timed reminder helps candidates arrive on time, reduces confusion, and shows your company is organized and professional.
Whether you’re hiring for a remote role, an entry-level position, or an executive job, these ready-to-use templates will guide you through sending effective reminders.
Let’s dive in.
How to Write an Interview Reminder Email
When you send an interview reminder, your goal is to make sure the candidate remembers the schedule and feels prepared. Here’s what to include:
- Start with a friendly note: Begin with a warm, polite reminder to keep things professional yet approachable.
- Share the interview details: Clearly mention the date, time, and type of interview (in-person, video, or phone).
- Time Zone Clarity: Always mention the time zone to avoid confusion, especially for remote interviews.
- Add the meeting link or address: Include a Zoom or Google Meet link for online interviews, or the office address for in-person ones.
- Mention who they’ll meet: Share the name and role of the interviewer so the candidate knows who to expect.
- Include prep notes (if needed): If they need to bring any documents or complete a short task, mention it here.
- Add a clear CTA: Include a call-to-action like “Confirm Your Interview” or “Reschedule Here” to make it easy for the candidate to take action.
15 Interview Reminder Email Templates for Every Situation
From casual check-ins to executive interviews, these ready-to-use templates make it easy to send friendly, professional reminders for every hiring scenario.
Formal Interview Reminder Email
Subject: Reminder: Interview for [Job Title] at [Company Name]
Hi [Candidate First Name],
This is a friendly reminder about your upcoming interview for the [Job Title] position with [Company Name].
Interview Details:
- Date: [Interview Date]
- Time: [Time, Time Zone]
- Mode: [In-person/Video/Phone]
- Interviewer: [Interviewer Name, Job Title]
Please ensure you join on time. If you face any issues, feel free to contact me directly at [Your Email/Phone].
We’re looking forward to speaking with you.
Best regards,
[Your Name]
[Your Job Title]
[Your Email Signature]
Casual Interview Reminder Email
Subject: Quick Reminder: Your Interview with [Company Name]
Hi [Candidate First Name],
Just a quick heads-up about your interview for the [Job Title] role happening on [Date] at [Time, Time Zone].
You’ll be talking with [Interviewer Name], our [Job Title]. Join via [Platform/Meeting Link] or visit our office at [Address].
See you soon and good luck!
Best,
[Your Name]
[Your Job Title]
Phone Interview Reminder Email
Subject: Reminder: Phone Interview with [Company Name] – [Job Title]
Hi [Candidate First Name],
Here’s a reminder for your phone interview for the [Job Title] role.
Interview Details:
- Date: [Interview Date]
- Time: [Time, Time Zone]
- Contact Number: [Phone Number]
- Interviewer: [Interviewer Name]
Please keep your phone nearby and ensure good reception.
Best,
[Your Name]
Video Interview Reminder Email
Subject: Reminder: Video Interview via [Zoom/Meet] – [Company Name]
Hi [Candidate First Name],
Just a reminder for your upcoming video interview for the [Job Title] position.
Details:
- Date: [Date]
- Time: [Time, Time Zone]
- Platform: [Zoom/Google Meet/Teams]
- Join Link: [Meeting Link]
Instruction: We recommend logging in a few minutes early to make sure your audio and video work smoothly. Having your resume handy can also be helpful.
See you online,
[Your Name]
In-Person Interview Reminder Email
Subject: Reminder: On-site Interview at [Company Name]
Hi [Candidate First Name],
We’re excited to meet you in person for your interview tomorrow.
Interview Details:
- Date/Time: [Interview Date and Time]
- Location: [Company Address]
- Parking Info: [Details]
- You’ll Meet: [Interviewers’ Names]
Please arrive 10 minutes early and bring a valid ID.
Best regards,
[Your Name]
[Your Job Title]
First-Round Interview Reminder Email
Subject: Reminder: Your First-Round Interview at [Company Name]
Hi [Candidate First Name],
This is a quick reminder about your first-round interview for the [Job Title] role.
- When: [Date & Time, Time Zone]
- Where: [Platform or Address]
- With: [Interviewer Name]
We’re looking forward to learning more about your experience and skills.
Best,
[Your Name]
Second Interview Reminder Email
Subject: Reminder: Second Interview for [Job Title]
Hi [Candidate First Name],
A friendly reminder about your second-round interview with [Company Name] scheduled for [Date and Time].
This round will focus on your practical experience and role alignment. Please be ready to discuss your recent projects.
All the best,
[Your Name]
Final Round Interview Reminder Email
Subject: Reminder: Final Interview for [Job Title] – [Company Name]
Hi [Candidate First Name],
We’re excited to meet you again for your final interview tomorrow.
Interview Details:
- Date: [Date]
- Time: [Time, Time Zone]
- Duration: [Length of Interview]
- With: [Final Interviewer(s)]
Best of luck, you’ve made it far!
Warm regards,
[Your Name]
Bonus: Want to improve your hiring workflow? Check out these effective interview invitation email templates.
Group Interview Reminder Email
Subject: Reminder: Group Interview with [Company Name]
Hi [Candidate First Name],
Just a reminder for your upcoming group interview on [Date] at [Time, Time Zone] via [Platform/Location].
- You’ll meet with: [List Interviewers]
- Duration: [Length of Interview]
Please join on time so we can start smoothly.
See you soon,
[Your Name]
Panel Interview Reminder Email
Subject: Reminder: Panel Interview – [Job Title] at [Company Name]
Hi [Candidate First Name],
This is a reminder about your panel interview happening on [Date] at [Time].
You’ll meet multiple team members, including [Panel Member Names].
Please review your application materials before joining.
Best,
[Your Name]
Referral Candidate Interview Reminder Email
Subject: Reminder: Interview with [Company Name] (Referred by [Referral Name])
Hi [Candidate First Name],
A quick reminder about your interview for the [Job Title] role referred by [Referral Name].
Details: [Date, Time, Format, Interviewer]
We’re looking forward to continuing the conversation.
Best,
[Your Name]
Cold Candidate Interview Reminder Email
Subject: Reminder: Quick Intro Call with [Company Name]
Hi [Candidate First Name],
This is a reminder about our introductory phone interview scheduled for [Date, Time, Time Zone].
We’ll discuss your experience and see if this opportunity fits your goals.
Talk soon,
[Your Name]
24-Hour Interview Reminder Email
Subject: Reminder: Interview in 24 Hours – [Job Title]
Hi [Candidate First Name],
Just a friendly 24-hour reminder that your interview for [Job Title] is scheduled for [Tomorrow at Time, Time Zone].
Please check your connection or travel plans in advance to ensure a smooth start.
Good luck,
[Your Name]
1-Hour Interview Reminder Email
Subject: Reminder: Your Interview Starts in 1 Hour
Hi [Candidate First Name],
This is a quick reminder that your interview for the [Job Title] role will begin in 1 hour.
Here’s your joining info again:
- Meeting Link: [Meeting Link]
- Contact Number: [Phone Number, if needed]
See you shortly,
[Your Name]
Interview Reminder with Rescheduling Option
Subject: Reminder: Upcoming Interview – Option to Reschedule if Needed
Hi [Candidate First Name],
This is a reminder about your upcoming [Job Title] interview with [Company Name] scheduled for:
- Date: [Interview Date]
- Time: [Time, Time Zone]
- Format: [In-person / Video / Phone]
- Interviewer: [Name, Job Title]
If this time no longer works for you, please click below to reschedule your interview easily:
[Reschedule Link]
We understand things can change, so feel free to pick another slot that fits your schedule. Once updated, you’ll receive a new calendar invite automatically.
Looking forward to speaking with you soon.
Best regards,
[Your Name]
[Your Job Title]
[Your Email Signature]
Automate Your Interview Reminder with FluentBooking
Tired of sending interview invites manually? Let FluentBooking handle it for you.
FluentBooking is a user-friendly WordPress appointment booking plugin that makes interview scheduling effortless with its fantastic features for both your hiring team and candidates, and automates interview reminders and saves time.
With FluentBooking, you can:
- Automatically send confirmations and reminders, and reduce no-shows
- Allow candidates to book interviews themselves
- Provide easy rescheduling options
- Multiple calendar sync with Google Calendar, Apple Calendar, Outlook, etc.
- Customize email templates for any interview type
No matter the role, tech, support, or executive, FluentBooking ensures a smooth and professional interview reminder process, fully automated, giving candidates a great first impression.
Use FluentBooking to automatically send professional interview reminders, confirmations, and rescheduling options—without the back-and-forth.
Keep Candidates Showing Up, the Easy Way
A simple reminder can go a long way in making sure your interviews run smoothly. When candidates get timely updates and clear details, they’re far more likely to show up confident and prepared.
Also, automating your reminders and giving candidates an easy way to confirm or reschedule makes the whole process stress-free for both sides. No more last-minute no-shows or endless follow-ups.
So take a few minutes to set up your reminders now, your future self (and your hiring team) will thank you later.
We wish you all the best!
Ratul Ripon
I enjoy making complex ideas simple and engaging through my writing and designs. With a strong knowledge on content writing and SEO, I create technical content that’s both easy to understand and interesting.
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