How-tos

How to request availability for an interview (+ email template)

Aliye Menzies
Full-cycle recruiter

September 3, 2024

You know that moment when you’re excited to bring in a great candidate for an interview, but then you realize you have to do the whole scheduling dance?

It’s one of those necessary but slightly annoying parts of the hiring process. But here’s the thing: how you handle it can set the tone for the entire interview experience.

Asking for availability might seem like a small, almost throwaway step, but it’s actually a big deal. It’s not just about locking down a time slot—it’s about showing that your company has its act together, respects the candidate’s time, and knows how to communicate like a pro. And believe me, the last thing you want is to kick off a potential hire’s experience with a bunch of confusing back-and-forth emails.

So, let’s talk about how to nail this seemingly tiny but crucial task. (Plus, I’ve got a handy email template you can swipe and send without overthinking it.)

Table of Contents

    Interview availability email

    When you ask a candidate for their availability, you’re doing more than just scheduling an interview. You’re setting the stage for the entire interaction. Here’s why it’s important to get it right:

    First impressions matter

    How you communicate—even over something as simple as scheduling—gives candidates a peek into your company’s culture. Is it efficient? Respectful? Organized? They’ll start forming opinions based on these little details.

    Efficiency is everything

    A clear, concise email saves everyone time and cuts down on the back-and-forth that can make scheduling a headache. The faster you get this done, the sooner you can focus on what really matters: finding out if they’re a good fit.

    It’s a reflection of your team

    If your process is smooth and professional, it sends a message that your team knows what they’re doing. If it’s clunky and chaotic… well, let’s just say that doesn’t inspire confidence.

    Dos and don’ts of the interview availability email

    Before we get to the email template, let’s break down some simple dos and don’ts that will make your life (and the candidate’s) a lot easier.

    Do: Be quick to send

    Once you’ve decided you want to interview someone, don’t let that email gather dust in your drafts. Send it out pronto. It shows you’re organized and serious about moving forward.

    Don’t: Be vague

    “I’m flexible, let me know when you’re free” sounds nice but can lead to endless back-and-forth. Instead, give them specific times to choose from. It’s way easier and way less annoying for everyone involved.

    Do: Offer a few options

    Give the candidate a few different time slots to choose from. It’s a simple way to show you’re considerate of their schedule without making them feel like they have to bend over backward.

    Don’t: Overwhelm them

    Too many options can be as bad as too few. Aim for three to five slots, spread out over a couple of days. It’s enough to give flexibility without making it a chore to choose.

    Do: Clarify time zones

    If the interview is remote, and especially if you’re in different time zones, be super clear about which time zone you’re referencing. This little detail can save everyone a ton of confusion.

    Don’t: Skip the details

    Whether it’s a phone interview, a video chat, or an in-person meeting, make sure the candidate knows what to expect. It’s all about making the experience as smooth as possible.

    Steal this interview availability email template

    Alright, enough talk. Here’s the email template you can use to request availability. It’s straightforward, to the point, and easy to customize.

    Conclusion

    Look, asking for availability might not be the sexiest part of the hiring process, but it’s definitely one of the most important. It’s your first real interaction with a candidate, and how you handle it can set the tone for everything that comes next.

    So keep it simple, keep it clear, and show that you respect the candidate’s time as much as your own. A smooth scheduling process is a sign of a smooth operation, and that’s exactly what you want to convey.

    If you want to let your candidates answer questions asynchronously, check out our automated one-way interview platform.

    Common interview technique FAQs

    What are the key elements of interviewing known as the 5 C's?

    The 5 C's of interviewing include Competency, Character, Communication Skills, Culture Fit, and Career Direction. Competency involves having the necessary technical skills for the task, often assessed through technical evaluations during the interview.

    How can one conduct an interview effectively?

    To conduct an effective interview, start by making the applicant comfortable, such as by establishing rapport with a shared topic before diving into more challenging questions. Utilize open-ended questions to encourage detailed responses, listen more than you speak, take notes diligently, and be mindful of legal boundaries in questioning.

    What are five effective tips for performing well in an interview?

    When giving an interview, it's advisable to arrive early, prepare a brief summary of your experience relevant to the position, listen attentively to each question, maintain a positive demeanor while avoiding negative remarks about previous employers, and be conscious of your body language and tone.

    What steps should be followed to conduct a proper interview?

    A good interview should begin with a friendly opening to make the candidate feel at ease, followed by proper introductions. Set clear expectations for the interview, treat it as a conversational exchange to gather essential information, and share your leadership philosophies. Finally, allow the candidate to ask their own questions.

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    Aliye Menzies
    Full-cycle recruiter
    With extensive experience as a full-cycle recruiter at industry giants like Microsoft and Meta, Aliye brings a deep understanding of recruitment processes and applicant tracking systems. Her expertise lies in optimizing hiring workflows and collaborating closely with HR teams to deliver outstanding talent acquisition results.

    Smarter, faster, and fairer hiring starts here.