After you’ve settled on a first-choice contender for your open position (and two to three runners up), you’ll need to take the next step by extending a formal written offer to the person at the top of the list. The hiring process will only come to a close when you receive written acceptance of your offer, and if your offer is rejected, you’ll need to either renegotiate or move on to the next candidate in line.
You also want to make sure your letter gets to the point fairly quickly. Address the invitation in the first lines. Doing so prevents miscommunication. It also saves the candidate from suffering through several paragraphs. Pro tip: provide a reason for the invitation and base this on one of the candidate’s skills or accomplishments that stood out to you during the first interview. This lays the groundwork for a positive response from the interviewee, and it also communicates what your organization values.
After that, write clear instructions that describe the next steps. Include a few potential interview timeslots, the location of the interview, the length of the interview, and the names of the interviewers. You can use a calendar application to help with part of this task, but create a backup plan in case the candidate runs into technical difficulties.
Last but not least, end your message on a positive note. This will make your company seem friendly and approachable.
Second Interview Email Invitation
Subject: Second Round Interview with Rodriquez Group
We had a great time chatting with you yesterday, and we’d like to invite you back for a second interview for the Content Associate role. You have several impressive achievements, but we are most intrigued by your successes in content strategy.
As was the case previously, the interview will take place at our office at the following address:
23 Second Street
Plantain, Kentucky 67589
This time around, plan for a two-hour interview. Molly Tendis, our CMO, will run the first hour of your interview; Gabe Beck, our content strategist, will run the second hour. Both members of the team are looking forward to meeting you.
Please have a look at the available dates and times listed below and let me know which one works best for you.
Monday, 7/10: 9 AM to 11 AM
Tuesday, 7/11: 8:30 AM to 10:30 AM
Wednesday, 7/12: 3 PM to 5 PM
Friday, 7/14: 10 AM to 12 PM
Monday, 7/17: 9 AM to 11 AM
Tuesday, 7/18: 9 AM to 11 AM
Wednesday, 7/19: 2 PM to 4 PM
Thursday, 7/20: 7:45 AM to 9:45 AM
Friday, 7/21: 11 AM to 1 PM
Noelle, we at Rodriguez Group are looking forward to seeing you again.
Vice President of HR
Want to use this letter?
As you can see from the second interview email invitation we provided here, it’s important to be straightforward but personable. The subject line and the opening of the message get down to brass tacks, but they also give the candidate two compliments. During a time when great talent is in high demand, every little attempt you can make to keep a prospect engaged and interested is key, and so even these details are important.
Following that, the second interview email invitation sample launches into a set of specific instructions. It clearly outlines the location of the interview, mentions the length of time the meeting will take, and then offers up information about the interviewers. This last point is particularly critical as it will help the interviewee prepare for the interview.
Next, the sample details a few available timeslots in an easy-to-read fashion and calls on the reader to make a choice. This is a much better approach than allowing the interviewee to suggest a time as it could mean more back and forth.
Lastly, the message ends on a positive note. No matter what happens after Noelle’s interview, she’ll remember that the organization was friendly. This helps preserve your reputation.
And there we have it: a clear, detailed example to help you plan your own second round interview message. Good luck!