Interview Reminder Email Template
Send this reminder 2–3 days before the interview. Include the exact date, time, location (or Teams/Zoom link), contact person, and what to bring. Keep it factual and brief. This confirms logistics and reduces no-shows.
A well-timed reminder email reduces interview no-shows and sets a professional tone. Send it 2–3 business days before the scheduled date.
Customise the template with your company name, location, contact person, and role title. If the interview is remote, provide the meeting link in advance.
What to include
State the exact date, time (including time zone if remote), and duration. Name the interviewer and their role. Include your company name and address, or the video call link.
Mention what the candidate should bring: CV, certificates, references, or portfolio. Keep instructions brief and clear. Confirm that the candidate can reply if they cannot attend.
- Date, time (e.g. Tuesday, 14 January 2025, 14:00 CET), and expected duration
- Location (office address with parking/transit details) or remote meeting link
- Interviewer name and title
- Documents or materials to bring
- Emergency contact number (optional but helpful)
- Cancellation or reschedule request procedure
Tone and format
Use a direct, courteous tone that reflects Swiss business norms. Avoid enthusiasm or informal language. A short email is more likely to be read.
Use bullet points or numbered steps. Test any links before sending. Proofread the date, time, and address—errors undermine confidence.
- Keep paragraphs to 2–3 sentences
- Provide a direct phone number for last-minute changes
- Confirm receipt is not necessary but welcome
- Use the candidate's formal salutation (Herr/Frau if German-speaking, Monsieur/Madame if French)
- Avoid auto-reply features that may create confusion
- Send from a named company email, not a generic inbox
Legal and practical notes
An interview reminder is not a contract and creates no legal obligation. However, it is a gesture of professionalism and reduces friction. Keep a record of the sent email for your hiring file.
If you need to reschedule, send a new reminder at least 48 hours before the new date. Repeated cancellations on your side may signal poor process and harm your employer brand.
- Record the sent date for your candidate tracking system
- If remote, test your video link and audio before the meeting
- For on-site interviews in large buildings, clarify parking and reception procedures
- Include your company website URL or LinkedIn profile for candidate reference
- Do not attach large files; link to relevant pages instead
- Send reminders during business hours to ensure they are seen
Frequently asked questions
- How far in advance should I send the reminder?
- Send it 2–3 business days before the interview. This gives the candidate time to confirm, prepare, or request a reschedule without leaving them uncertain until the last moment.
- What if the candidate does not reply to the reminder?
- No reply does not mean confirmation. On the morning of the interview, a brief courtesy call (15 minutes before) to a candidate new to your company is professional and reduces no-shows.
- Should I include salary, start date, or role details in the reminder?
- No. A reminder confirms logistics only. Role details, compensation, and working conditions belong in earlier communication or are discussed during the interview itself.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.