How to Respond to an Interview invitation with Email Sample in AU
Published 22 Nov 2025 · Updated 22 Nov 2025
Receiving an interview invitation is one of the most motivating moments in your job search. After weeks of submitting applications, hearing back from an employer confirms that your resume and experience have caught their attention. The next step is to respond quickly, professionally and confidently.
This guide created for au.careertrees.org explains how to reply to interview requests, provides tailored examples for different situations and offers practical advice Australian candidates can use to make a positive first impression.
How to Reply to an Interview Email Professionally
When responding to an interview invitation, maintain a clear, polite and professional tone. Avoid slang, emojis and overly casual expressions. Employers value candidates who communicate reliably and respectfully—especially in the Australian job market, where professionalism and friendliness are equally appreciated.
Before hitting “send,” always:
- Proofread your email
- Confirm your availability
- Restate key details such as time, date and format
- Add your contact number
Below are several customised email templates you can use, depending on what type of interview request you receive.
1. When an Employer Invites You to an In-Person Interview
If an employer schedules a meeting at their office, try to reply within the same day. This shows enthusiasm and helps the recruiter plan more efficiently.
In-Person Interview Email Example (Fully Original)
Subject: Interview Confirmation – Marketing Coordinator Position
Dear Mr. Riley,
Thank you very much for inviting me to interview for the Marketing Coordinator position at HarbourEdge Media. I am available on Friday at 10:00am and will attend the meeting at your Sydney office as suggested.
Please let me know if you would like me to bring any documents or samples of my previous work.
I appreciate the opportunity and look forward to discussing the role in more detail.
Kind regards,
Amelia Grant
Phone: 0472 889 231
This response is clear, respectful and confirms every important detail the employer needs.
2. When an Employer Requests a Phone Interview
Some Australian employers prefer to start the process with a short phone call. Even if they ask you to call them, sending a brief confirmation email helps create a written record.
Phone Interview Email Example
Subject: Phone Interview Confirmation – Marketing Coordinator Role
Dear Mr. Riley,
Thank you for considering my application for the Marketing Coordinator role at HarbourEdge Media. As requested, I will call your office tomorrow morning to arrange a suitable interview time.
Please let me know if there is anything you would like me to prepare beforehand.
Kind regards,
Amelia Grant
Phone: 0472 889 231
3. When the Employer Asks You to Contact a Different Person
Sometimes the hiring manager will ask you to email a colleague or HR officer to finalise the interview details. In this case, sending two emails is the most professional approach.
Email 1 — To the Original Employer
Subject: Interview Scheduling – Marketing Coordinator Application
Dear Mr. Riley,
Thank you for your message. As instructed, I will contact Charlotte Brooks to confirm an interview time for the Marketing Coordinator position. I look forward to speaking with your team soon.
Please let me know if you need any information from me before the interview.
Warm regards,
Amelia Grant
Phone: 0472 889 231
Email 2 — To the Person Scheduling the Interview
Subject: Availability for Interview – Marketing Coordinator Position
Dear Ms. Brooks,
I received a message today from Daniel Riley asking me to contact you to organise an interview for the Marketing Coordinator role at HarbourEdge Media.
My most suitable times include:
- Tuesday, 14 May between 2:00pm and 5:00pm
- Wednesday, 15 May before 11:00am
If these slots are not convenient, I’m happy to adjust where possible or discuss alternative times by phone.
I am excited to learn more about the position and look forward to speaking with you.
Kind regards,
Amelia Grant
Phone: 0472 889 231
If Your Schedule Is Limited
If you have fixed working hours, let the coordinator know politely:
Although I currently work full-time hours, I am available for interviews before 9:00am, between 12:00pm and 1:00pm, or after 5:00pm. If none of these times are suitable, please let me know so I can arrange leave in advance.
4. When an Employer Sends Follow-Up Questions Before Scheduling an Interview
Many Australian employers send short written questions to help shortlist candidates. Treat these as a mini-interview—respond with detailed, thoughtful answers.
Here’s how to approach common types of follow-up questions:
If They Ask Company-Related Questions
Research the organisation through:
- Their website
- LinkedIn company page
- Recent news updates
- Social media
Use similar terminology and highlight how your experience aligns with their culture.
If They Ask About Your Salary Expectations
You can either delay or provide a range:
Option 1 — Delay politely:
“I would prefer to discuss salary once I have a clearer understanding of the responsibilities and expectations of the role.”
Option 2 — Provide a range:
“Based on my experience, I am seeking a salary in the range of $72,000–$78,000 plus super, depending on the full scope of the position.”
If They Ask About Your Career Goals
Align your goals with the job you are applying for. Show long-term interest in the field, not just the immediate role.
If They Ask About Skills You Don’t Have
Be honest, but express willingness to learn:
“I have not yet worked with HubSpot directly, but I have significant experience with other CRM systems and I enjoy learning new tools quickly.”
Email Template for Answering Follow-Up Questions
Subject: Responses to Follow-Up Questions – Marketing Coordinator Application
Dear Mr. Riley,
Thank you for giving me the opportunity to provide additional information for the Marketing Coordinator role. My responses are included below:
[Insert answers here]
Please let me know if you need anything further. I look forward to the possibility of meeting with you and your team soon.
Kind regards,
Amelia Grant
Phone: 0472 889 231
Final Thoughts
Your response to an interview invitation is the first real impression you make on an employer. A clear, timely and well-structured email shows professionalism—and often determines whether you move forward in the hiring process.
By using these templates and tips tailored for au.careertrees.org, you can communicate confidently, stand out from other candidates and strengthen your chances of landing the job.