So you finally hear back from one of the jobs you applied for. And it's good news! The company wants to move forward and schedule an interview.

There's a lot that might be going on in your head right now:

“Does accepting the first suggested day and time seem desperate?” 

“The schedule doesn't work for me, but I really want this job… should I propose a different day and time?”

“Oh no… I just accepted another job offer. Is it rude if I tell them I'm no longer interested?” 

If this is you, don't worry: you're not alone.

It's crazy how a simple reply can cause so much anxiety, but job searching is overwhelming. Every step in the application process can be full of doubts and fears, so it's completely understandable that you want to make sure you're on the right track with each interaction — including replying to an interview request.

In this guide, we’ll walk you through everything you need to know about how to respond to an interview request (and what to say if you're declining). You'll also get copy-and-paste email templates and next steps to help you ace the interview.

Here's what we’ll cover:

• Should You Answer All Interview Requests?
• How To Respond To An Interview Request [With Copy And Paste Samples]
• Next Step: Nail Your Interview With These Tips

Let's get started!

Should You Answer All Interview Requests?

The first thing you might be wondering is: “Should I answer this interview request at all?”

And the answer is “yes”. You should respond to every single interview request.

Even if you’ve lost interest in the role.

Even if you already accepted another offer.

Even if you feel like you're not the best fit.

Why? Because how you respond can shape your reputation and open doors down the line. Ghosting a recruiter or hiring manager can burn bridges and eliminate future opportunities with the company (or anyone in their network).

Think of it this way: A polite, professional response leaves the door open. And in a world where job changes are more common than ever, it pays to keep your network intact, even if the timing isn’t right today.

So, whether you’re moving forward or moving on, always reply with gratitude and professionalism.

Let’s take a look at how to respond to an interview request.

How To Respond To An Interview Request [With Copy And Paste Samples]

When responding to an interview request, you don't want to go with the typical “Works for me!” answer. Even if you are moving forward with the interview on the proposed day and time, there are a few details you don't want to miss when replying to their message or email.

Here are a few copy-and-paste suggestions for different situations:

✅ If You’re Interested In Moving Forward

If you want to proceed with the interview, here’s how to respond:

1. Reply promptly: Aim to respond within 24–48 hours of receiving the request.
2. Thank them for the opportunity: Show appreciation and enthusiasm for the next step.
3. Confirm availability: If the suggested day and time fit your schedule, confirm that you'll be available.
4. Show courtesy: Ask them if there is anything else they need from you in the meantime.
5. Keep it brief and professional: You don’t need to restate your resume. Just confirm and move forward.

Here’s a sample response you can use:

Hi [Name],

Thank you so much for reaching out and for the opportunity to interview for the [Job Title] role at [Company Name]. I'm excited to learn more about the team and the position!

Monday 15th at 10 a.m. works perfectly. Is there anything you need from me in the meantime?

Looking forward to speaking with you!

Best regards,
[Your Name]

✅ If You’re Interested, But Have A Conflicting Schedule

It's okay if you have other plans and won't be able to make it on the proposed day and time. No company is going to reject a good candidate because they weren't available for the suggested time — and if they do, that would be a major red flag!

Here's how you can professionally address your reply:

1. Reply promptly: Aim to respond within 24–48 hours of receiving the request.
2. Thank them for the opportunity: Show appreciation and enthusiasm for the next step.
3. Propose alternate times: If they suggest a time that doesn’t work, offer 2–3 options.
4. Confirm their availability: Ask them if any of the suggested dates and times work.
5. Keep it brief and professional: You don’t need to restate your resume. Just confirm and move forward.

Here’s a sample response you can use if you’re interested but need to propose new times:

Hi [Recruiter’s Name],

Thank you so much for reaching out and for the opportunity to interview for the [Job Title] role at [Company Name]. I'm excited to learn more about the team and the position!

I’m unavailable during the proposed time, but I’d love to connect. Here are a few alternative times that work on my end:

– [Day], [Time & Time Zone]
– [Day], [Time & Time Zone]
– [Day], [Time & Time Zone]

Do any of these work for your team?

Looking forward to speaking with you!

Best regards,
[Your Name]

❌ If You’re No Longer Interested In The Role

If you’ve decided not to move forward, it’s still important to respond professionally. Here’s how:

1. Thank them for the opportunity: Express genuine appreciation for their time and interest.
2. Be brief but clear: You don’t need to explain your reasoning in detail; a simple, one-sentence explanation will do.
3. Keep the door open: Mention your interest in staying in touch for future opportunities.
4. Refer someone you know who can be a good fit: If you know someone you think might be a good fit and is interested in the role, ask the recruiter if they'd like you to send them their way!

Here’s a sample email you can use to decline the interview:

Hi [Recruiter’s Name],

Thank you so much for considering me for the [Job Title] position at [Company Name]. I truly appreciate the opportunity.

After giving it some thought, I’ve decided not to move forward with the interview process, as I've recently taken on a new role at another company. That said, I’m grateful for your time and hope to stay in touch about future roles that may be a better fit.

However, I do have a contact that might be a good fit. Would you like me to send you their contact information?

Wishing you and your team all the best!

Warm regards,
[Your Name]

That’s it! A simple, respectful response goes a long way in keeping your professional reputation strong.

Next Step: Nail Your Interview With These Tips

Phew, that part is over. Now it's time for the interview!

If you really want to make a good impression and increase your chances of landing an offer, walking into the interview without preparation is not an option.

But where to begin with your preparation?

Below, we've listed a few tips so you can crush your interview:

1. Research the company

The worst thing you can do in an interview is walk in with little to no idea about the company.

Make sure you research as much as you can. And we're not talking about just screening the “About” section on the company's website. If you want to win, you'll have to dig deeper. Try checking out:

• Recent news and press releases on the company: Type in the company name on Google and hit “News” for recent stories.
• Social media: See the company's latest posts on their social media platforms.
• Employee reviews: Check out their Glassdoor company profile for employee reviews; also, look for what employees and ex-employees wrote about the company in their LinkedIn profiles for additional intel.

💡Pro Tip:

Grab that information and craft 2-3 questions to ask the recruiter at the end of the interview. Trust us: recruiters love questions!

2. Practice answering technical and behavioral questions

In addition to technical questions, employers love asking questions like “What motivates you?” or “Tell me about yourself“. Although simple questions, they aren't that simple to answer.

The good news is, there's a proven method you can use to structure your answers and show measurable results. It's called the STAR method.

STAR is an acronym that helps you remember the best way to prepare for situational interview questions like, “Tell me about a time you solved a problem at work?”. The acronym stands for:

Situation: An anecdote about a time you’re faced with a work problem

Task: Details about what made the work problem challenging

Action: The steps you took to solve the problem

Result: How your employer benefited from you solving the problem

Here's an example of what an answer using the STAR method could look like for an Account Manager role:

I had just been hired as an account manager when things started going bad. Due to a poorly received publicity stunt, the company was losing some of its most important stakeholders.

I’d experienced something similar – albeit on a smaller scale – at my previous job and had some ideas of things we could try to control the damage and get some of our big accounts back.

So, I shared my ideas with my manager. And she liked them so much that she put me in charge of a small interdepartmental team to really focus on this specific problem.

As a result of this combined effort, we managed to reacquire four of our big accounts, improve our brand image with customers, and exceed our expected yearly revenue by 9%.

3. Follow up with a thank-you note

After the interview, make sure you send a thoughtful thank-you email to your interviewer. Data shows that close to 80% of hiring managers feel that thank you emails are helpful when deciding between candidates. 

Here's an easy step-by-step to writing a thank-you email after your interview:

1. Express your appreciation: Let the interviewer know exactly what you’re thankful for by mentioning something you specifically enjoyed about your conversation (for example, “I really enjoyed learning more about the company's plan to launch a new app”).
2. Personalize the message: Address the interviewer by name and mention specific details of your conversation.
3. Wrap up: Express your enthusiasm for the next steps.
4. Proofread: Run your email through Grammarly or Hemingway to catch any typos. You can also ask ChatGPT to proofread your text!

Final Thoughts

Whether you’re accepting an interview, rescheduling it, or politely declining, how you respond says a lot about your professionalism. A clear, courteous reply keeps your reputation strong and your options open now and in the future.

Once you’re locked in, your next focus should be on showing up prepared and confident. And if you need help nailing the interview or navigating the next step in your career, check out Cultivated Culture’s Interview Preparation System for 30+ lessons and 5 hours of content!

You’ve got this!