Interview Confirmation Email Workflow for Outlook
Confirm an interview with a candidate, including details and preparation tips. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the interview confirmation email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
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Bcc
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Subject
Interview Confirmed — position_title at company_name
Hi candidate_first_name,
Congratulations — you've been selected to interview for the position_title role at company_name. I'm excited to help you through this step, and I wanted to make sure you have all the information you need to go in prepared and confident.
INTERVIEW DETAILS
• Position: position_title
• Company: company_name
• Date: interview_date
• Time: interview_time
• Format: interview_format
• Interviewer: interviewer_name
• Meeting Link: meeting_link
HOW TO PREPARE
• Research company_name — understand their products, recent news, culture, and competitive position. Interviewers notice when candidates have done their homework.
• Review the job description and be ready to speak to specific examples from your experience that map to the key responsibilities
• Prepare 2–3 thoughtful questions for the interviewer — this shows genuine interest and critical thinking
• Test your technology in advance if this is a video interview
LOGISTICS
Plan to join the call 2–3 minutes early. If you encounter any technical issues, call me immediately at me::phone and I'll help you reach the right contact at the company.
You've earned this interview — go show them what you're capable of. I'll reach out for feedback shortly after. Good luck!
Workflow context
When to use this workflow
Use this workflow when confirming an interview with a candidate and sharing logistics, interviewer details, and preparation notes.
What this replaces
This replaces manually writing interview confirmations, retyping meeting links and interviewer details, and sending inconsistent preparation instructions.
Why teams standardize this email
Interview confirmations shape the candidate experience. A workflow helps recruiters send clear, complete details while keeping the message personal and reviewable.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the interview confirmation email in Outlook
- Prompts for candidate name, position title, company name, interview date, interview time, interview format, interviewer name, and meeting link
- Adds a role-specific subject line
- Keeps candidate preparation language consistent
- Leaves the draft editable before sending
FAQ
Does Toggles schedule the interview?
No. Toggles prepares the confirmation email after the interview is scheduled in your calendar or ATS.
Can meeting links and formats be customized?
Yes. The workflow prompts for interview format and meeting link.
Can recruiters edit the preparation notes?
Yes. The Outlook draft remains editable before sending.
Part of a starter pack
Explore the Human Resources Starter Pack
Help HR teams send consistent interview, candidate follow-up, offer, onboarding, policy, reminder, and employee coordination emails in Outlook.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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