# Interview confirmation email template for recruiters: the candidate email, the client email and the file note, filled in > Enter candidate, client, role, time, format and interviewer to get the candidate email, the client email and a one-line file note, ready to send and print. - Page to cite: https://aeolookup.com/recruitment/interview-confirmation-email-template-recruiter/ - Publisher: AEO Lookup (https://aeolookup.com/) - Section: Recruitment agencies, Screening, shortlists and scheduling - Published 1 October 2026 - Key fact: A confirmed interview needs the same five facts in two emails (date and time, length, format and place, interviewer, what to prepare) and a file note; when the two emails are written separately, by hand, under time pressure, the facts drift, and the candidate turns up at ten for a half-past-ten slot. - Sources: Our own drafting rules, written from recruiter admin pain points in data/sectors/recruitment.json (Firefish, Totaljobs survey as cited: 17.7 hours of admin per vacancy); no external source for the template wording. Tested in headless Edge 2026-10-01. A confirmed interview is a small thing that goes wrong often. The candidate was told the wrong floor, the client expected forty-five minutes and got twenty, nobody wrote down that the candidate confirmed, and the consultant finds out at eleven that nobody arrived at half past ten. This maker writes the three documents together, from one set of facts. **Free tool on the page:** Interview confirmation email maker: the candidate email, the client email and the file note, ready to send. It runs in the browser at https://aeolookup.com/recruitment/interview-confirmation-email-template-recruiter/#tool and asks for no sign-up. ## What it produces **The candidate email.** Confirms the stage, the role, the client, the date and time, the length, the interviewer and the format. For an in-person interview it includes the address and the reception instruction, and asks for ten minutes early with photo ID. For video, the link and a quiet room with the camera on. For a phone interview, who calls whom. It tells the candidate what to prepare, asks for a reply to confirm, and asks for a call straight afterwards so the feedback can be collected while the client is still thinking about it. **The client email.** Confirms the same five facts to the interviewer, promises the CV with notice period and salary expectation at the top, books the feedback call for the same afternoon, and offers to hold a second slot. The last line is the one that saves a week: a second interview booked on the day of the first is a second interview that happens. **The file note.** One line with the date, stage, names, format and what was sent to whom. Print it or paste it into the CRM record. ## Why one source Two emails written separately drift. The time is typed twice, the postcode is copied from different places, the interviewer's title changes between the two. Writing both from one form means the candidate and the client hold identical facts, and the file note is the record if either later says they were told something else. ## The five facts Date and time, length, format and place, interviewer, and what to prepare. Every confirmation that goes wrong is missing or wrong on one of the five. The form asks for each once; the three documents repeat them identically. If the client has not given you one of the five, the form shows you the gap before the candidate does, and the consultant's call to the client is to fill it, not to apologise for it afterwards. ## What the template does not do It does not send. The consultant reads it, changes anything the form could not know (a client who hates being called the same afternoon, a candidate who needs a different route in), and sends from their own mailbox. It does not book the interview; that conversation is the consultant's. And it does not replace the brief: the candidate email refers to the brief as attached, so attach it. ## Before the interview The confirmation is the moment to check two other things. Has the [right to work](https://aeolookup.com/recruitment/right-to-work-check-recruitment-agency-checker/) position been established for the stage you are at, so an offer is not held up by a document chase? And are the [terms of business](https://aeolookup.com/recruitment/recruitment-agency-terms-of-business-what-to-include/) with this client signed, so the interview itself is evidence of an introduction under terms the client has accepted? An interview arranged before terms are agreed is the one the client later says was free. ## In the agency An AI Candidate Coordinator set up by Overlyft ![](https://aeolookup.com/img/d/ours-badge.png) writes the three documents the moment a consultant marks the slot as agreed in the CRM, sends them to the consultant to send, chases the candidate's confirmation the day before, and books the feedback call in the consultant's diary. A consultant who ran six interviews a week gets back the two hours the confirmations took and the no-shows the chasers prevent. The 17.7 hours of admin per vacancy reported in one trade survey is mostly made of tasks this size. ## Short answers from this page **What should an interview confirmation include?** Five facts, the same in the candidate's email and the client's: date and time, length, format and place, the interviewer, and what to prepare. Written separately and by hand, the two emails drift apart, and the candidate arrives at ten for a half-past-ten slot. One source for both, plus a file note, removes the drift. --- ![](https://aeolookup.com/img/d/owner-line.png) General information for UK small firms, not legal, tax or financial advice.