So, you’ve finally found the perfect person to fill that position that’s been open for months, and you want to seal the deal before another company snatches them up. You may have told them that they’re the chosen one via phone or email already, but to make it official, it’s a good idea to write a contract letter and have them sign it to indicate they accept the position.
Needless to say, if you write a second interview letter that is unclear, messy or abrasive, you might turn off the best person for the job. Instead, aim for clarity and congeniality when your write a second interview letter.
Explain that the candidate is invited back for a second round interview in the first lines. Don’t leave them guessing for half a paragraph. It’s also important to detail the next steps. If the interviewee needs to submit something before the second interview, address it. Provide clear instructions so that there’s no confusion. List available dates and times. Ask the candidate to choose one. This simplifies the process.
It’s also important to end your message on a good note. Job searching can be stressful, but even brief pleasantries can put someone at ease as they navigate the hiring process.
Second Interview Letter Writing Tips
1. Let’s begin with the salutations.
Because you’ve already met this candidate, you might want to be a little more casual. Think about your brand, and if a more laidback approach seems in line with your company culture, then you might want to start with something like, “Hi Pedro.” Continue to keep your tone in mind as you write a second interview letter.
2. Open with the good news.
The candidate is invited to round two! Start with a subtle congratulatory sounding statement that also provides some context around the decision. To do this, name a skill or achievement that set that candidate apart from the rest. This kind of personalization also communicates that you already value the candidate, which can keep them engaged and interested in your organization.
3. Now it’s time for you to list the available dates and times – as well as the location.
Begin by sharing your overall interview window (example: “We’re doing second round interviews next week only”) and the length of time you expect the interview to take. Next, share potential meeting dates and times. If you have space to do so, write the weekday and the month day to prevent miscommunication. Finally, be explicit about where the interview will take place and consider sending information about public transit and parking options. Alternatively, if you’re arranging a phone or video interview, be sure to say so.
4. Do you prefer to use a calendar application to communicate availability?
It’s fine if you do, but be sure to have a backup plan in case technical difficulties arise. You want to avoid engaging in back-and-forth emails about availability. This will slow down the process. Worst-case scenario, a superb candidate might get another job offer while you’re still struggling to choose a date.
5. Following that, reveal who will conduct the interview.
State their job titles as well. If any of the interviewers participated in the first round, make this clear. Write something along the lines of “You will also talk to our CFO Mary Anne again,” to get the point across.
6. Provide clear instructions about any tasks to be completed.
It’s often the case that employers want candidates to complete an assignment in preparation for a second, more intensive round of interviewing. If this is the case in your situation, when you write a second interview letter, do your best to provide straightforward instructions and any resources the candidate may need to complete the task. You should also anticipate that they will have questions, so make yourself available to answer those questions – or provide them with the contact information of someone else who can.
7. Does the candidate need to bring in specific documents?
If so, mention this here. Again, it’s crucial to explain clearly. You don’t want a potential hire to show up with the wrong papers. This might force you to make a tough decision.
8. In one last section, create some short pleasantries.
Try something like, “We’re looking forward to seeing you again,” or “Welcome back, Alan!” This makes your organization sound friendly. It takes little effort, but it goes a long way to help make the candidate feel valued.
9. Finally, you’re ready to sign off.
Since there are no strict rules, you can just choose your favorite closing salutation to draw your letter to a close. Next, write your name and position to orient the interviewee.
10. Not so fast!
Now it’s time to edit. You want to write a second interview letter that entices candidates to return, so you can’t afford to make any mistakes.