Interview reminder email templates for candidates and interviewers
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An interview reminder email should arrive about 24 hours before the interview and fit on a phone screen: the day, the time in the candidate's time zone, the link, number or address, who they will meet, and a direct contact if something goes wrong. It should not change any detail from the confirmation, and it should come from a person the candidate can reply to. The eight templates below cover video, phone, onsite and panel reminders, the morning-of note, reconfirming an interview booked weeks ago, and reminders for interviewers.
The basic 24-hour reminder and how it differs from the confirmation are in the interview confirmation email template. This page covers the formats and situations that need more than one line. For text reminders, see the interview reminder text message templates.
Reminder timing at a glance
| Interview | When to remind | Template |
|---|---|---|
| Video interview | 24 hours before | 1 |
| Phone screen | 24 hours before, or the morning of for same-week bookings | 2 |
| Onsite interview | The afternoon before | 3 |
| Panel or interview loop | The afternoon before, with the schedule | 4 |
| Any interview before 10 a.m. | The afternoon before, plus a short morning note if you have consent to text | 5 |
| Booked more than a week ahead | Two or three business days before, asking for a quick reply | 6 |
| Interviewers | The day before, and the morning of for loops | 7 |
| Agency: client interview | The day before, after your prep call | 8 |
Candidate reminders by format
1. Video interview
Subject: Tomorrow at [time, time zone]: your [Role] video interview
Hi [First name],
A reminder that your video interview with [interviewer name, title]
is tomorrow, [day, date], at [time, time zone], for [length].
Join here: [link]
[Meeting ID / passcode, if needed]
Phone backup: [dial-in number], or we'll call you on the number
ending [last 4 digits] if the video doesn't connect.
It's worth opening the link a few minutes early to check your camera
and microphone. If anything has changed or you need an
accommodation, reply here or call me on [phone].
[Your name]The phone backup line saves more interviews than any other detail. If you told the candidate in the invitation that the interview will be transcribed or recorded, repeat that notice here in one line; the invitation templates have the wording.
2. Phone screen
Subject: Tomorrow: [Role] phone call at [time, time zone]
Hi [First name],
Just a reminder that I'll call you tomorrow, [day, date], at [time,
time zone] on [the number ending (last 4 digits)]. We'll talk for
about [30] minutes.
The call will come from [number or "a number starting (area
code)"], so please pick up even if you don't recognise it.
If that number or time no longer works, reply here and I'll adjust.
[Your name]Say who calls whom, and which number the call comes from. Many missed phone screens are candidates declining an unknown number or waiting for a call they were supposed to make.
3. Onsite interview
Subject: Tomorrow: your [Role] interview at [office name]
Hi [First name],
Looking forward to seeing you tomorrow, [day, date].
Arrive: [time], at [full address]
Ask for: [name] at [reception / security desk]
Bring: [photo ID for building security / nothing else needed]
Parking or transport: [details]
You'll meet: [names and titles]
You'll finish by: [time]
If you're delayed on the day, call or text me on [mobile]. If you
need any adjustments for the visit, tell me and I'll arrange them.
[Your name]"You'll finish by" matters to employed candidates who have to return to work. The longer logistics email for complex sites, such as security clearance or campus maps, is in the onsite interview logistics email.
4. Panel or interview loop
Subject: Tomorrow's schedule: [Role] interviews
Hi [First name],
Here's your schedule for tomorrow, [day, date] ([time zone]):
[time] [Name, title]: [topic]
[time] [Name, title]: [topic]
[time] Break
[time] [Name, title]: [topic]
[Link for all sessions: (link) / Location: (address, room)]
If one session runs over, I'll message you with the new time, so
keep your phone nearby. My number for the day: [mobile].
[Your name]Send the whole schedule, even if nothing has changed since the invitation. Candidates prepare for the specific people and topics, and the most recent email is the one they will open on the day.
Timing-specific reminders
5. Morning-of reminder
Subject: Today at [time]: [Role] interview
Hi [First name],
See you at [time, time zone] today. Link: [link] / Address:
[address]. If anything comes up, call me on [mobile].
[Your name]Use a morning-of reminder for early interviews, high-volume hiring days, or candidates who have missed an interview before. For most interviews, the day-before reminder is enough, and two reminders in 24 hours can feel like nagging.
6. Reconfirming an interview booked weeks ago
Subject: Still good for [day, date]? [Role] interview
Hi [First name],
Your interview for [Role] with [interviewer name] is coming up on
[day, date] at [time, time zone].
Could you reply to let me know that still works? If your
availability has changed, that's fine: tell me and I'll find a new
time.
[Your name]The longer the gap between booking and interview, the more likely the candidate's situation has changed. Asking for a reply two or three days ahead gives you time to fill the slot. If there is no reply, a short call the day before is worth more than a second email. How to reduce interview no-shows covers the rest of the pattern.
Interviewer and agency reminders
7. Interviewer reminder
Subject: Tomorrow [time]: [candidate name] for [Role]
Hi [Interviewer first name],
Reminder: you're interviewing [candidate name] tomorrow at [time,
time zone], for [length].
- Resume and summary: [link]
- Your focus: [competencies or questions you own]
- Scorecard: [link]. Please submit by [time / date], before the
debrief on [date].
- Join: [link / room]
If you can't make it, tell me today so I can move it before the
candidate sets off.
[Your name]Tie the reminder to the scorecard deadline. It sets the expectation before the interview, which is easier than chasing afterwards; the follow-up is in the feedback reminder emails.
8. Agency: reminder for a client interview
Subject: Tomorrow: your interview with [Client]
Hi [First name],
Good luck for tomorrow. A quick recap:
When: [day, date, time, time zone]
Where: [link / address, who to ask for]
Who: [names, titles, and one line on each]
What they'll focus on: [topics from your prep call]
Call me straight after: [mobile]. I'll want to hear how it went
before [Client] calls me.
[Your name]The debrief request is the agency-specific line. You want the candidate's view before the client's feedback arrives, and the reminder is the easiest place to book it. For the preparation itself, see the candidate interview prep email.
What not to do in a reminder
- Change a detail. If the time, link or interviewer changes, send a clearly labelled change email, not a reminder with different details that the candidate may not spot.
- Resend the whole invitation. A long email buries the one line the candidate needs. Keep reminders short and link to earlier detail if necessary.
- Send from a no-reply address. Reminders are when candidates realize they have a clash. Make it easy to reply to a person.
- Leave the time zone implicit. Write the zone every time, and the candidate's zone first.
- Add preparation homework. The day before is too late to ask for a portfolio or a presentation. Put those requests in the invitation.
Automating reminders without losing the personal touch
Most scheduling tools and ATSs can send reminders automatically. That works well if you check three things first: the reminder comes from, or replies to, the recruiter rather than a generic address; it pulls the time zone from the candidate's booking, not the interviewer's calendar; and a rescheduled interview cancels the old reminder. A reminder for an interview that has already moved is worse than no reminder at all.
Questions people ask
When should I send an interview reminder email?
About 24 hours before for most interviews, and the afternoon before for early-morning slots. For onsite and panel interviews, send the day-before reminder with the full schedule and arrival details. If the interview was booked more than a week ago, add a short reconfirmation request two or three business days before.
How is a reminder different from a confirmation?
A confirmation is sent as soon as a time is agreed and is the written record of the details. A reminder is sent shortly before the interview, is much shorter, and restates only what the candidate needs on the day: time, time zone, link or address, and who to contact if something goes wrong.
Should I ask the candidate to reply to a reminder?
Only when the interview was booked long ago or the candidate has been hard to reach. Asking every candidate to confirm creates work for both sides; asking the ones at risk of not turning up gives you time to fill the slot or reschedule.
Do interviewers need reminders too?
Yes. A short reminder the day before, with the candidate's name, the time, the scorecard and the questions they own, reduces late starts and unprepared interviewers. It is also the right moment to remind them when their feedback is due.