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 interview 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.)

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.

Subject line: Let’s Schedule Your Interview - [Position Name] at [Company Name]

Hi [Candidate’s Name],

I hope you’re doing well! We’ve reviewed your application, and we’re excited to move forward with an interview for the [Position Name] role at [Company Name].

To get things rolling, could you let us know your availability for a [Interview Format, e.g., video chat, phone call, in-person meeting]? Here are a few times that work for us:[Day, Date] at [Time] [Time Zone][Day, Date] at [Time] [Time Zone][Day, Date] at [Time] [Time Zone]

If none of these times fit your schedule, just let me know what works best for you, and we’ll do our best to accommodate. Looking forward to hearing from you!

Best,

[Your Full Name]

[Your Job Title]

[Your Contact Information]

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.

Keeping candidates engaged and informed shouldn’t be a hassle. With the right applicant tracking software for small businesses, you can automate communication, speed up hiring, and create a better experience for everyone. If you’re looking for a smarter way to manage applicants, stay organized, and hire faster, it’s time to upgrade your hiring process. Book a call to speak with our team today here.