Writing a phone interview invitation correctly sets the stage for starting your recruitment process effectively. A well-written invitation email creates clear expectations, shows respect for the candidate’s time, and builds a positive first connection with your company.
Each candidate offers unique skills and experiences, and your invitation should acknowledge that uniqueness while staying professional. These samples will guide you in creating the right invitation for various situations, helping you balance friendliness with professionalism. Use these templates directly or adapt them to create your own versions.
Phone Interview Invitation Email Samples
Here are 20 carefully written email templates to help you invite candidates for phone interviews with professionalism and clarity.
1. Standard Professional Phone Interview Invitation
Subject: Phone Interview Request – [Position] at [Company Name]
Dear [Candidate Name],
Thank you for applying to the [Position] role at [Company Name]. Your background and qualifications stood out to us, and we would like to schedule a phone interview to learn more about your experience and career goals.
The phone interview will take approximately 30 minutes. We’ll discuss your previous work experience, skills, and how they match our team’s needs. We’ll also share more details about the position and answer any questions you might have about working at [Company Name].
*Please let me know which of these time slots works best for you:
- Tuesday, [Date] at 10:00 AM EST
- Wednesday, [Date] at 2:00 PM EST
- Thursday, [Date] at 11:00 AM EST*
Looking forward to speaking with you.
Best regards,
[Your Name]
[Your Title]
[Company Name]
2. Casual Tech Startup Phone Screen
Subject: Quick Chat About Your Application – [Position] Role
Hi [Candidate Name],
Thanks for throwing your hat in the ring for our [Position] opening! Your experience with [specific skill/project] really caught our eye, and we’d love to hop on a phone call to get to know you better.
The call should take about 20-30 minutes. We can talk about your background in [relevant field], what you’re looking for in your next role, and tell you more about what we’re building here at [Company Name].
*Would any of these times work for you:
- Monday, [Date] between 1-3 PM EST
- Tuesday, [Date] between 9-11 AM EST
- Wednesday, [Date] between 2-4 PM EST*
Just pick what works best for you, and we’ll lock it in.
Cheers,
[Your Name]
[Your Title]
3. Senior Executive Position Interview Request
Subject: Executive Interview Invitation – [Position] Position Discussion
Dear [Candidate Name],
Thank you for expressing interest in the [Position] role at [Company Name]. Your track record of [specific achievement] and leadership experience makes you an excellent candidate for this position.
We would like to arrange a preliminary phone discussion to explore your vision for this role and share our strategic objectives for the next few years. The conversation will last approximately 45 minutes and will focus on your leadership philosophy, significant achievements, and how your expertise could benefit our organization.
*Please indicate your availability for any of these time slots:
- Monday, [Date] at 9:00 AM EST
- Tuesday, [Date] at 3:00 PM EST
- Thursday, [Date] at 10:00 AM EST*
Best regards,
[Your Name]
[Your Title]
[Company Name]
4. Entry-Level Position Phone Screen
Subject: Phone Interview for [Position] – Entry Level Opportunity
Dear [Candidate Name],
We appreciate your application for the [Position] at [Company Name]. Your enthusiasm and fresh perspective make you a promising candidate for our team.
We would like to schedule a phone conversation to discuss your academic projects, internship experiences, and career goals. This will be an informal chat lasting about 25 minutes, giving us both a chance to see if there’s a good fit.
*Please select your preferred time from these options:
- Monday, [Date] at 11:00 AM EST
- Tuesday, [Date] at 2:00 PM EST
- Wednesday, [Date] at 4:00 PM EST*
Feel free to prepare any questions you have about the role or our company culture.
Best wishes,
[Your Name]
[Your Title]
[Company Name]
5. Creative Role Interview Request
Subject: Creative Team Phone Chat – [Position] Role
Hi [Candidate Name],
Your portfolio truly stands out, especially your work on [specific project]. We’d love to learn more about your creative process and discuss how you could bring your unique perspective to our [Position] role.
During our 30-minute call, we’ll talk about your design philosophy, walk through some of your favorite projects, and share what makes our creative team special. You’ll also hear about some exciting projects we’re currently working on.
*Here are some available time slots:
- Tuesday, [Date] at 1:00 PM EST
- Wednesday, [Date] at 11:00 AM EST
- Friday, [Date] at 3:00 PM EST*
Looking forward to a great creative discussion!
Warm regards,
[Your Name]
Creative Team Lead
[Company Name]
6. Technical Position Phone Screen
Subject: Technical Phone Interview – [Position] Role Discussion
Dear [Candidate Name],
Thank you for applying to the [Position] role. Your experience with [specific technical skills] matches what we’re looking for, and we’d like to schedule a technical phone screen.
This 45-minute conversation will cover your technical background, problem-solving approach, and experience with [relevant technologies]. We’ll also discuss our tech stack and current projects.
*Please choose from these available slots:
- Monday, [Date] at 10:00 AM EST
- Wednesday, [Date] at 2:00 PM EST
- Thursday, [Date] at 11:00 AM EST*
No coding exercises during this call – we’ll focus on your experience and technical thinking.
Best regards,
[Your Name]
Technical Hiring Manager
[Company Name]
7. Sales Position Interview Invitation
Subject: Sales Team Phone Interview – [Position] Opportunity
Dear [Candidate Name],
Your proven track record in [specific industry/market] sales caught our attention. We’re particularly impressed by your success in [specific achievement], and we’d like to learn more about your sales approach.
During our 30-minute call, we’ll discuss your sales methodology, biggest wins, and how you build lasting client relationships. We’ll also share details about our sales targets, commission structure, and growth opportunities.
*Available time slots:
- Tuesday, [Date] at 9:00 AM EST
- Wednesday, [Date] at 1:00 PM EST
- Thursday, [Date] at 3:00 PM EST*
Looking forward to hearing about your sales journey.
Best regards,
[Your Name]
Sales Director
[Company Name]
8. Remote Position Phone Interview
Subject: Virtual Team Phone Interview – Remote [Position] Role
Dear [Candidate Name],
Thank you for your interest in our remote [Position] role. Your background in virtual team collaboration and experience with [specific skills] align well with what we’re seeking.
We’d like to schedule a phone conversation to discuss your remote work experience, communication style, and self-management approaches. The call will take about 30 minutes and will help us understand how you thrive in a virtual environment.
*Please select your preferred time:
- Monday, [Date] at 12:00 PM EST
- Wednesday, [Date] at 3:00 PM EST
- Friday, [Date] at 10:00 AM EST*
Looking forward to connecting with you.
Best regards,
[Your Name]
Remote Team Manager
[Company Name]
9. Internal Transfer Interview Request
Subject: Department Transfer Discussion – [Position] Role
Hi [Candidate Name],
Thank you for expressing interest in the [Position] role within our [Department] team. Your contributions to [Current Department] have been valuable, and we’re excited to discuss how your skills could benefit our team.
Let’s schedule a 30-minute phone call to talk about your interest in this role, how your current experience applies, and what you hope to achieve in this new position.
*Please let me know which time works best:
- Tuesday, [Date] at 11:00 AM EST
- Wednesday, [Date] at 2:00 PM EST
- Thursday, [Date] at 4:00 PM EST*
Looking forward to our discussion.
Best regards,
[Your Name]
[Department] Manager
[Company Name]
10. International Candidate Phone Interview
Subject: International Phone Interview – [Position] Position
Dear [Candidate Name],
Thank you for applying to the [Position] role at [Company Name]. Your global experience and background in [specific skill/industry] make you an interesting candidate for our team.
We would like to schedule a phone interview to discuss your experience and our international operations. The call will last approximately 40 minutes and will cover your background, visa requirements, and relocation timeline.
*Please select from these time slots (all times in EST):
- Monday, [Date] at 8:00 AM
- Tuesday, [Date] at 7:00 PM
- Thursday, [Date] at 9:00 AM*
Feel free to suggest alternative times that better accommodate your time zone.
Best regards,
[Your Name]
[Your Title]
[Company Name]
11. Referral Candidate Phone Screen
Subject: Phone Interview – [Position] Role (Referred by [Referrer Name])
Dear [Candidate Name],
[Referrer Name] spoke highly of your capabilities, particularly noting your expertise in [specific skill/achievement]. We’re excited to learn more about your experience and how you might fit with our team.
The phone interview will take about 30 minutes. We’ll discuss your background, career goals, and what [Referrer Name] has told you about our company culture and the role.
*Please choose from these available times:
- Monday, [Date] at 2:00 PM EST
- Tuesday, [Date] at 11:00 AM EST
- Wednesday, [Date] at 3:00 PM EST*
Looking forward to our conversation.
Best regards,
[Your Name]
[Your Title]
[Company Name]
12. Project Manager Position Interview
Subject: Project Management Phone Interview – [Position] Role
Dear [Candidate Name],
Your application for the [Position] role caught our attention, particularly your success in managing [specific project/achievement]. We’d like to schedule a phone interview to discuss your project management approach.
During our 40-minute call, we’ll explore your experience with different methodologies, stakeholder management strategies, and how you handle project challenges. We’ll also share details about our current project portfolio.
*Please select your preferred time:
- Tuesday, [Date] at 10:00 AM EST
- Wednesday, [Date] at 1:00 PM EST
- Thursday, [Date] at 3:00 PM EST*
Looking forward to learning about your project management journey.
Best regards,
[Your Name]
Senior PM Manager
[Company Name]
13. Customer Service Role Phone Screen
Subject: Customer Service Team Phone Interview – [Position]
Dear [Candidate Name],
Thank you for applying to join our customer service team. Your previous experience in [specific industry/role] suggests you understand the value of exceptional customer care.
We’d like to schedule a 30-minute phone conversation to discuss your customer service philosophy, problem-solving skills, and experience handling challenging situations. We’ll also tell you about our team culture and support systems.
*Available time slots:
- Monday, [Date] at 11:00 AM EST
- Tuesday, [Date] at 2:00 PM EST
- Wednesday, [Date] at 4:00 PM EST*
Looking forward to speaking with you.
Best regards,
[Your Name]
Customer Service Manager
[Company Name]
14. Marketing Position Interview Request
Subject: Marketing Team Phone Interview – [Position] Discussion
Dear [Candidate Name],
Your marketing portfolio, especially your work on [specific campaign/project], shows the creative and analytical skills we value. We’d like to schedule a phone interview to learn more about your marketing approach.
During our 35-minute call, we’ll discuss your experience with various marketing channels, campaign measurement, and creative strategy development. We’ll also share our current marketing priorities.
*Please choose from these time slots:
- Tuesday, [Date] at 1:00 PM EST
- Wednesday, [Date] at 11:00 AM EST
- Thursday, [Date] at 3:00 PM EST*
Looking forward to discussing marketing strategy with you.
Best regards,
[Your Name]
Marketing Director
[Company Name]
15. HR Position Phone Screen
Subject: HR Team Phone Interview – [Position] Role
Dear [Candidate Name],
Thank you for your application to the [Position] role. Your experience in [specific HR function] and your approach to employee relations align well with our needs.
We’d like to schedule a 30-minute phone conversation to discuss your HR philosophy, experience with [specific HR systems/processes], and your views on building positive workplace culture.
*Please select your preferred time:
- Monday, [Date] at 10:00 AM EST
- Tuesday, [Date] at 2:00 PM EST
- Thursday, [Date] at 11:00 AM EST*
Looking forward to our HR discussion.
Best regards,
[Your Name]
HR Director
[Company Name]
16. Data Analyst Position Interview
Subject: Data Analytics Phone Interview – [Position] Discussion
Dear [Candidate Name],
Your experience with [specific data tools/technologies] and background in data analysis make you an promising candidate for our team. We’d like to schedule a phone interview to learn more about your analytical approach.
The 40-minute conversation will cover your experience with data visualization, statistical analysis, and how you translate data insights into business recommendations. We’ll also discuss our current data projects.
*Available time slots:
- Tuesday, [Date] at 9:00 AM EST
- Wednesday, [Date] at 1:00 PM EST
- Friday, [Date] at 11:00 AM EST*
Looking forward to discussing data analytics with you.
Best regards,
[Your Name]
Analytics Manager
[Company Name]
17. Research Position Phone Screen
Subject: Research Team Phone Interview – [Position] Role
Dear [Candidate Name],
Your research background, particularly your work in [specific field/area], makes you an interesting candidate for our research team. We’d like to schedule a phone interview to discuss your research experience.
During our 45-minute call, we’ll explore your research methodology, published works, and approach to experimental design. We’ll also share details about our current research priorities.
*Please choose from these times:
- Monday, [Date] at 11:00 AM EST
- Wednesday, [Date] at 2:00 PM EST
- Thursday, [Date] at 10:00 AM EST*
Looking forward to our research discussion.
Best regards,
[Your Name]
Research Director
[Company Name]
18. Operations Role Interview Request
Subject: Operations Team Phone Interview – [Position]
Dear [Candidate Name],
Thank you for applying to the [Position] role. Your experience in [specific operational area] and track record of improving efficiency caught our attention.
We’d like to schedule a 35-minute phone conversation to discuss your approach to operations management, process improvement strategies, and experience with operational challenges.
*Please select your preferred time:
- Tuesday, [Date] at 10:00 AM EST
- Wednesday, [Date] at 1:00 PM EST
- Thursday, [Date] at 3:00 PM EST*
Looking forward to discussing operations management with you.
Best regards,
[Your Name]
Operations Manager
[Company Name]
19. Quality Assurance Position Interview
Subject: QA Team Phone Interview – [Position] Discussion
Dear [Candidate Name],
Your experience in quality assurance, particularly your work with [specific testing tools/methodologies], makes you a strong candidate for our QA team. We’d like to schedule a phone interview to learn more about your testing approach.
The 30-minute conversation will cover your experience with different testing methods, bug tracking systems, and how you maintain high quality standards. We’ll also discuss our current QA processes.
*Available time slots:
- Monday, [Date] at 2:00 PM EST
- Tuesday, [Date] at 11:00 AM EST
- Wednesday, [Date] at 3:00 PM EST*
Looking forward to our QA discussion.
Best regards,
[Your Name]
QA Manager
[Company Name]
20. Product Management Position Interview
Subject: Product Team Phone Interview – [Position] Role
Dear [Candidate Name],
Your product management experience, especially your work on [specific product/feature], shows the mix of technical and business acumen we’re seeking. We’d like to schedule a phone interview to discuss your product management approach.
During our 40-minute call, we’ll explore your experience with product strategy, user research, and cross-functional team leadership. We’ll also share our product roadmap and vision.
*Please select from these times:
- Tuesday, [Date] at 9:00 AM EST
- Wednesday, [Date] at 2:00 PM EST
- Thursday, [Date] at 11:00 AM EST*
Looking forward to discussing product management with you.
Best regards,
[Your Name]
Product Director
[Company Name]
Final Thoughts
Creating good phone interview invitations needs attention to detail and understanding of the role and candidate. Make your message clear, professional, and focused on the candidate. Add essential details about timing, expectations, and next steps. Match your company’s culture while staying professional and respectful.