Candidate Email: Interview Scheduling and Status Updates

Purpose: invite candidates to interviews, keep them updated, and close the loop kindly.

Use it when: a candidate passes screening, an interview needs moving, the process is slow, or a candidate is not moving forward.

Goal: every candidate always knows where they stand, and great candidates stay interested.

Version: v1.0

Before you send

Candidate's stage confirmed in the applicant tracker
Interviewer's availability checked; options held on their calendar
Candidate's time zone noted
Client-approved wording for rejections and any salary or role details
Interview kit ready (see Recruiting Coordinator role guide)

The flow

1. Interview invitation

You: Subject: Interview invitation: (JOB TITLE) at (COMPANY NAME) Hi (CANDIDATE FIRST NAME), Thank you for applying for the (JOB TITLE) role. would like to meet you for a 30-minute video interview. Could one of these times work? All times are in your time zone (ET):

Tuesday, 10:00 AM
Wednesday, 1:00 PM
Thursday, 4:00 PM Reply with a number and I will send the invite with the video link. Best regards, (YOUR NAME), Recruiting Coordinator, (COMPANY NAME)

Why it works: warm, specific and easy to answer in one word.

2. Confirmation and reminder

You: Thank you, (CANDIDATE FIRST NAME). You are confirmed for Wednesday at 1:00 PM ET with, (THEIR ROLE). The video link is in the invite. Please plan for 30 minutes. If anything changes, just reply here.

Send a short reminder about 24 hours before, and again 1 hour before if the client wants it.

3. Status update while the client decides

You: Hi (CANDIDATE FIRST NAME), thank you again for your time on Wednesday. The team is still meeting candidates and expects to decide by (DATE). I will update you by then either way.

Why it works: silence loses good candidates. A dated update keeps them.

4. Not moving forward (client-approved wording only)

You: Hi (CANDIDATE FIRST NAME), Thank you for your interest in the (JOB TITLE) role and for the time you spent with us. After careful review, the team has decided to move forward with other candidates. We appreciate you applying and wish you every success. Best regards, (YOUR NAME)

Why it works: respectful, clear, and does not give reasons that could be misread or create legal risk.

If the candidate asks for feedback

You: Thank you for asking. I am not able to share individual feedback, but I truly appreciate your interest in (COMPANY NAME).

Share feedback only if the client has approved specific wording.

If the candidate asks about salary or benefits

You: Great question. will cover pay and benefits in the interview.

Only share the pay range if the client has published or approved it in writing.

If the candidate needs to reschedule

You: No problem. Here are two new options, ET: Thursday 11:00 AM or Friday 2:00 PM. Which works better?

Update the interviewer's calendar and the tracker the same day.

If the candidate asks for an accommodation (for example extra time or a phone instead of video)

You: Thank you for letting me know. I will arrange that with the team and confirm the details by (DATE).

Pass it to the client the same day. Never question or comment on the reason.

After you send

Applicant tracker updated with the stage and date of every message.
Interviewer invite contains the interview kit link.
Weekly pipeline report includes candidates waiting for a decision longer than 5 business days.

Never do this: never tell a candidate they "got the job", give a start date, or share pay details unless the client has confirmed in writing. Offers come from the client.