This ultimate set of templates for all aspects of interview scheduling, including setting up an interview via email, detailed agendas, and simple tracking sheets for scheduling and organizing meetings with multiple candidates.
In this article:
When contacting a candidate for a job interview, your email message should be informative and professional with an upbeat tone that is consistent with your company’s culture. This template provides a basic outline for an email invitation, including a clear subject line, your business name and the position applied for, and details about time and location of the interview. You may choose to include the name of the person conducting the interview, items the candidate should bring, or other information. Edit the template as needed to fit the company, position, and applicant.
For phone interviews, you’ll likely initiate contact with applicants via email. Use this template to create a custom script. Keep your message brief and professional to streamline the process and ensure clear communication with candidates.
View a sample interview time schedule from start to finish, with each part of the interview itemized and assigned a given number of minutes. An interview agenda can keep the conversation on track and ensure essential items are not overlooked. Use this schedule outline to develop your own interview plan, including time for introductions, specific questions, and closing details.
This example interview template is organized into three sections: an opening, body, and closing. Each portion of the interview is assigned a time frame to help keep the process on schedule. The opening focuses on welcoming a candidate and building rapport. The body includes sample interview questions, which construct the bulk of the interview, and the closing provides time for summary, candidate questions, and explaining the next steps.
This blank interview schedule template is a simple Excel spreadsheet for listing applicant names, interview dates and times, and key details. Customize the template by adding or removing columns to suit your needs. An appointment schedule makes it easy to keep track of interviews, get a quick overview of who is scheduled at a specific time period, or search for particular details.
Use this brief interview schedule form as-is or expand it to suit your needs. The template is divided into sections for the interview opening, body, and closing, with checkboxes that provide a visual reference of completed parts. Use the space at the top for information about the applicant and the position applied for. Add your interview questions to complete the template.
When doing multiple interviews for several candidates, scheduling can get complicated. This template is designed to help organize people, activities, and locations during a day of interviews. You can break down the who, what, and where for each interview on an hourly basis, and include lunch breaks, meetings, or other tasks you need to complete throughout the day. The template’s table format helps you create an easy-to-read schedule of events.
Using templates for interview scheduling–from initial email contact to planning the structure of an interview–allows you to create an interview process that is both efficient and thorough. Once you prepare your basic templates, you can quickly modify them to create custom documents for each job or candidate. You can also go into an interview feeling prepared instead of guessing how much time is available for each phase while creating a positive first impression for the applicant.
As you schedule interviews, here are a few tips to keep in mind:
Following a standardized structure can help organize the interview and determine the allotted time for opening statements, questions and discussion, and concluding summaries. Even for unstructured interviews, which may not include predetermined questions, the conversation can have some structure. Simply schedule a specific time frame for different elements of the process, such as introducing the candidate to the company, engaging in conversation and discussion, and reviewing the next steps in the interview process.
Templates are a useful tool that can help you schedule interviews and make the optimum use of everyone’s time. You can also streamline the process and increase recruiter productivity time by over 40 percent with AllyO’s fully automated interview scheduling capabilities. Ensure everyone has visibility into the schedule with AllyO’s calendar integration feature. Once interviewers enter available time slots into the calendar, candidates can chat with AllyO to set up a time that works for everyone.
AllyO’s AI automated hiring solution enables conversational job matching across all talent acquisition channels, intelligently qualifies the candidate specifically for the best-fit role, automates interview scheduling and post-interview interactions, drives retention through post-hire check-ins, and gathers actionable insights to improve overall recruiting performance.
Backed by leading investors such as Gradient Ventures (Google’s AI fund), Randstad Innovation Fund, Sapphire Ventures, Bain Capital Ventures, Cervin Ventures, and Scale Venture Partners, and used by Fortune 500 enterprises. AllyO customers have experienced a 2-6X increase in applicant capture and conversion rate, 91 percent application completion rate, and over 50 percent reduction in cost and time to hire. Discover how to streamline your recruiting process and create a more productive HR team with AllyO.
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