How far in advance should I send an interview invitation?

5–7 days is standard for in-person or video interviews. For phone screens, 2–3 days is acceptable. The longer lead time shows professionalism and gives candidates time to prepare and rearrange their schedule. If you need a faster turnaround, explain why in the invitation and offer a phone call to reschedule if needed.

Should I mention salary or Pensum in the interview invitation?

Not required, but helpful. If the role is part-time (e.g., 60% Pensum) or involves a flexible arrangement, mention it early to avoid wasting both parties' time. Salary discussions typically happen after a successful interview. If your company policy is to discuss salary at a specific stage, reference that: 'We will discuss compensation details after the first round.'

What if the candidate doesn't reply within the deadline?

Send one reminder email 2 days before the interview, stating 'Please confirm your attendance by [date].' If they don't respond by the deadline, you may either assume they cannot attend or call them directly to confirm. Document the communication. If they no-show without notice, you can note it in your records and move to the next candidate.

Interview Invitation Email Template

Use this template to invite a candidate to interview. Customize the date, time, location (canton/city), role title, and Pensum percentage. Keep it brief and clear. Confirm receipt expectations and provide contact details for rescheduling.

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A prompt, professional invitation sets the tone and respects the candidate's time. This template works for phone, video, or in-person interviews at your office or a neutral location.

Customize the bracketed fields [like this] with your specific details. Send 5–7 days in advance where possible. Keep the tone correct and direct—this is Swiss recruiting.

Email Template

Subject: Invitation to Interview – [Role Title], [Company Name] Dear [Candidate First Name], Thank you for your application. We are interested in learning more about you and would like to invite you to an interview. [Meeting Details] • Date: [Day, Date] • Time: [HH:MM–HH:MM] • Format: [In-person / Video call / Phone call] • Location: [Office address, canton, or video link] • Duration: approximately [30 / 45 / 60] minutes The interview will focus on [your background in X, your experience with Y, how you approach Z]. Please bring [any documents, portfolio, references—or 'nothing in particular']. If this date or time does not suit you, please reply within 3 days with an alternative. Contact me directly at [phone] or reply to this email. We look forward to meeting you. Best regards, [Your Name] [Your Title] [Company Name] [Phone] [Email]

Customize every bracketed field. Confirm the format clearly—video link or physical address. Include your direct contact details so the candidate can reach you if plans change.

Send 5–7 days in advance for in-person interviews.
For video interviews, include the platform and a working test link.
Mention the duration so the candidate can plan their day.
Be specific about location (street, building, floor, parking if relevant).
State whether documents or portfolio are required.
Provide a deadline for confirming or rescheduling (typically 3 days).

What to Include & Why

The candidate needs three pieces of information: when, where, and how long. Missing any one creates friction and looks unprofessional. A brief note on what the interview will cover also helps them prepare and signals you are organized.

Always give a fallback contact method. Not every candidate will reply to email within hours. A phone number or secondary email reduces no-shows and scheduling confusion.

Confirm receipt expectation: 'Please reply within 3 days.'
Name the interviewer(s) if possible, so the candidate knows who to ask for at reception.
For in-person interviews in smaller cantons or rural areas, mention parking or public-transport links.
If the role involves a specific Pensum (e.g., 80%), you may mention it in the invitation to avoid wasted interviews.
Do not ask for personal data (ID, birth date, social-insurance number) at the invitation stage.
Keep the email under 200 words; candidates scan, not read.

Common Variations

Multi-round interviews: send only the first-round invite now. After the first interview, send a separate invitation to the second round with its own details. This keeps logistics clear and reduces inbox clutter.

Group interviews or team meet-and-greets: name the attendees and their roles. Clarity about who the candidate will meet reduces anxiety and improves their preparation.

Remote team, in-person candidate: offer video unless your recruitment process requires an office visit.
Assessment or test: mention it explicitly. 'You will complete a 30-minute written test before the interview.'
Lunch or social component: state it. 'After the formal interview, we'll have lunch with the team.'
Late rescheduling by you: offer 2–3 alternative slots and apologize for the short notice.
Candidate in a different canton: consider video to save travel time and cost.
External recruitment agency involved: clarify whether the agency or your company sends the final invite.

Frequently asked questions

How far in advance should I send an interview invitation?: 5–7 days is standard for in-person or video interviews. For phone screens, 2–3 days is acceptable. The longer lead time shows professionalism and gives candidates time to prepare and rearrange their schedule. If you need a faster turnaround, explain why in the invitation and offer a phone call to reschedule if needed.
Should I mention salary or Pensum in the interview invitation?: Not required, but helpful. If the role is part-time (e.g., 60% Pensum) or involves a flexible arrangement, mention it early to avoid wasting both parties' time. Salary discussions typically happen after a successful interview. If your company policy is to discuss salary at a specific stage, reference that: 'We will discuss compensation details after the first round.'
What if the candidate doesn't reply within the deadline?: Send one reminder email 2 days before the interview, stating 'Please confirm your attendance by [date].' If they don't respond by the deadline, you may either assume they cannot attend or call them directly to confirm. Document the communication. If they no-show without notice, you can note it in your records and move to the next candidate.

General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.