The interview call letter is an essential part of the recruitment process. It serves as a formal invitation from the employer to a job applicant, inviting them to participate in the next stage of the selection process—typically a face-to-face, virtual, or telephonic interview. Not only does this letter affirm a candidate’s progression through initial screening, but it also sets the tone for what’s expected moving forward.

In today’s competitive job market, where employer branding and candidate experience are crucial, sending a professional and informative interview call letter reflects positively on the organization. It creates a sense of anticipation and encourages the candidate to prepare thoughtfully for the interaction.

What Is an Interview Call Letter?

An interview call letter is a formal document or email sent by an employer, recruiter, or HR department to inform a shortlisted candidate that they have been selected for an interview. The letter includes key details such as the interview date, time, location, mode (in-person or virtual), interviewer’s name, position applied for, and any documents the candidate should bring.

It is one of the first personalized communications a candidate receives from the organization and should be crafted with professionalism and clarity.

Purpose of an Interview Call Letter

1. Confirmation of Shortlisting
   The letter confirms that the candidate has been selected to move forward in the hiring process.
2. Scheduling and Clarity
   It provides a fixed time slot, venue or link, and any special instructions to ensure timely and well-prepared participation.
3. Positive Impression
   A well-written letter adds to the employer’s reputation and reflects the company’s organizational standards.
4. Documentation
   It serves as a written record of communication and timing, helping both HR teams and candidates stay organized.

When to Send an Interview Call Letter

• After the initial resume screening or aptitude test results are finalized.
• At least 2–3 days before the scheduled interview to allow the candidate to prepare and confirm.
• Immediately after confirming the interview availability of internal interviewers or panel members.

Key Elements of an Interview Call Letter

A professional interview call letter should include the following elements:

1. Subject Line (for emails)
   E.g., “Interview Invitation for the Role of Marketing Manager – [Company Name]”
2. Salutation
   A formal greeting addressing the candidate by name.
3. Position Details
   Mention the role or title the candidate has applied for.
4. Interview Date and Time
   Be specific and offer alternatives if flexibility is allowed.
5. Location/Mode
   Include venue address or a video meeting link (Zoom, Google Meet, etc.). If it’s a phone interview, mention the caller.
6. Interview Format
   Indicate if it's a technical round, HR round, panel interview, or case discussion.
7. Required Documents
   Ask for any ID proof, resume copy, portfolio, or academic certificates if needed.
8. Contact Details for Queries
   Provide an HR contact number or email in case the candidate needs clarification.
9. Closing Statement
   A polite message encouraging confirmation and wishing the candidate luck.
10. Signature
    Include the name, designation, and contact information of the HR personnel.

Best Practices for Writing an Interview Call Letter

• Be Clear and Concise: Avoid jargon or overly complicated instructions.
• Keep the Tone Professional Yet Friendly: Candidates should feel welcomed and valued.
• Include All Necessary Information: Missing details can lead to confusion or missed interviews.
• Use a Standard Format: Maintain consistency across communications.
• Send via Official Channels: Use the company’s official email domain or letterhead.

Email vs. Hard Copy Interview Letters

In modern hiring practices, most interview call letters are sent via email due to speed and convenience. However, some formal institutions or government bodies may still prefer printed letters delivered by mail or courier. Regardless of the format, the professionalism and completeness of the content are key.

Conclusion

An interview call letter is more than just an invitation—it is the organization’s first formal communication with a potential future employee. It should be drafted with attention to detail, reflect the company’s values, and ensure a smooth next step in the hiring journey.

By sending a clear, courteous, and informative interview letter, organizations build a solid first impression, improve candidate experience, and streamline the recruitment process. In a market where attracting top talent is increasingly competitive, these small yet impactful gestures can make all the difference.