A strong introduction letter for a new employee is a key part of a sound onboarding process as well as an important welcome gesture. This message serves two primary purposes:
It goes without saying that you’ll use this communication to agree on the details and location of your meeting. But the tone of your message will be just as important. This email represents your first opportunity to make a great impression and take the earliest steps into what may become a thriving long-term relationship.
So make sure you hit a home run with both aspects of your message. Start with a friendly greeting and a note of appreciation and encouragement. Follow your greeting with a clear outline of your expectations and requests regarding your interview session. And close your message by directing your reader to resources or contacts who can provide additional information and answer questions.
Here’s a first interview email sample that can guide your steps as you choose a tone and direction for your own message.
First Interview Email Sample
Addressee: Elroy Pottersfield, EPottersfield@mail.com
Subject Line: [Interview Invitation] Associate Manager Position, Quality Business
Dear Elroy Pottersfield,
Thank you for your interest in our Associate Manager position here at Quality Business Co.! We’ve had a chance to review your resume and we believe your skills may align well with the needs of the position and the demands of our rapidly growing marketing division.
Your background is impressive, and we’d like to invite you to visit our downtown Workton office so we can get to know you personally and learn more about your skills and qualifications. Might you be available to meet with the members of our hiring staff at 10:00 AM EST on Thursday, March 25th?
If this date isn’t acceptable for you, we also have an appointment available at 10:00 AM EST on Friday, April 2nd. Please let us know which date you prefer, or contact our office to schedule an alternative session.
The interview will take place at our downtown facility, which is located here:
384 Smith Street
Workton, IL 29476
You can find an online map of the facility (including parking resources) by clicking here: https://www.QualityBiz/facility/map.
We’re excited to meet with you and we hope the feeling is mutual. The candidate who steps into this role will have the opportunity to help our marketing team expand our footprint in the greater northwest region. Please contact me using the resources below if you have any questions! Meanwhile, learn more about the position and our Quality Business family by exploring our website here: www.qualitybusinessco.com.
Again, thank you for your interest. We look forward to hearing from you!
Senior Production Supervisor
Quality Business Co.
Want to use this letter?
As you can see, this first interview email sample strikes the right tone; it’s friendly, polite, professional, and inviting. The message also contains the key elements of information that the candidate may need. It provides the time, date, and location of the session, plus at least one alternative date. At the same time, it explains the primary responsibilities of the position, and it directs the candidate to resources where they can obtain additional information.
In terms of clarity and expectations, the message greets the candidate warmly and provides some information as to why they were chosen for the interview, so it doesn’t seem like a spam message or part of a mass mailing. Similarly, the text is not misleading: it does not suggest or imply that the candidate has been chosen for the role. Transparency and honesty are essential throughout every stage of the hiring process. In this case, no promises have been made, but after reading the message, the recipient feels respected, appreciated, and encouraged.