The letter not only confirms the candidate's eligibility for the next step but also sets the tone for the organization’s professionalism. It helps in maintaining records, ensuring clarity of communication, and offering details that allow the candidate to prepare accordingly.
What Is an Interview Call Letter?
An interview call letter is a formal communication sent by an organization to a job applicant who has successfully passed an initial stage (typically resume screening or written tests) and is invited for a face-to-face, virtual, or telephonic interview. It typically includes all the necessary details such as the date, time, venue (or virtual meeting link), position applied for, and instructions for any documents to bring along.
Depending on the organization’s preference, the letter may be delivered via email, postal mail, or in some cases, via an internal job portal message.
Purpose of an Interview Call Letter
The primary purpose of an interview call letter is to:
- Notify the candidate that they have advanced to the interview round.
- Confirm interview logistics and expectations in writing.
- Facilitate planning and preparation for both interviewer and interviewee.
- Record communication for HR documentation and audit purposes.
- Build a professional impression of the organization in the eyes of the candidate.
A well-drafted interview call letter not only conveys the necessary information but also reflects the employer's commitment to a transparent and respectful recruitment process.
Key Elements to Include
An effective interview call letter should be structured and should include the following components:
- Candidate’s Name & Contact Information: To ensure clarity about whom the letter is addressed to.
- Job Title: The position the candidate applied for.
- Interview Date and Time: Clearly mention the date, exact time, and time zone if virtual.
- Venue Details: Include the physical address or online meeting link, along with contact person information if needed.
- Interview Format: Clarify whether the interview will be telephonic, in-person, or virtual.
- Required Documents: Ask the candidate to carry or send relevant documents (resume, ID proof, certificates, etc.).
- Contact Information for Queries: Give a phone number or email for the candidate to reach out in case of doubts or scheduling conflicts.
- Polite Closing: End the letter with a courteous thank-you message.
Example Scenario
Suppose a candidate named Ms. Riya Sharma has applied for a Marketing Executive position. A sample beginning of the letter might be:
Dear Ms. Sharma,
We are pleased to inform you that your application for the position of Marketing Executive has been shortlisted. You are hereby invited to attend an interview with our hiring panel on Monday, 22nd July 2025 at 11:00 AM at our corporate office, XYZ Group, 4th Floor, Tower B, Connaught Place, New Delhi.
The letter would go on to include the rest of the details and contact person.
Why It Matters in Employer Branding
The way an organization communicates with candidates directly impacts its employer brand. A well-crafted interview call letter shows respect for the candidate’s time, maintains clarity, and reduces confusion or delays. It’s a reflection of the organization’s operational efficiency and culture.
On the other hand, a vague or poorly written letter can lead to misunderstandings, missed appointments, or a negative impression of the company—even before the candidate joins.
Best Practices for Employers
- Send Early: Provide candidates with adequate notice to prepare and plan.
- Personalize the Message: Use the candidate’s name and position they applied for.
- Use Professional Language: Keep the tone formal and courteous.
- Double-Check Details: Ensure the address, timing, and names are accurate.
- Follow-Up Reminder: Send a reminder email or message a day or two before the scheduled interview.
Conclusion
An interview call letter is more than just a formality; it’s a key touchpoint in the hiring process. It bridges communication between the employer and the candidate and establishes expectations on both sides. For HR teams and hiring managers, getting this step right ensures smoother interview coordination and enhances the overall recruitment experience.
Whether your company is a startup or a large corporation, investing time in drafting clear and professional interview call letters helps build trust, reduces administrative errors, and contributes to a positive employer image.