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Panel Interview Invitation Email Templates

Separate the availability request from the confirmed interview invitation. First check that every required interviewer can attend the full session. Then tell the candidate who they will meet, how long the interview takes, what format to expect, and how to raise a scheduling or access question.

Original examples by Timespree. Free to adapt. This editor does not send emails or save your edits; copy your message before leaving the page.

Ask a candidate for availability

Use this after checking the panel’s possible times, before choosing the final interview slot.

Subject: Panel interview availability — [role] at [company]

Hi [candidate name], We’d like to invite you to a [duration] panel interview for the [role] position at [company]. You’ll meet [interviewer names and roles], and the conversation will focus on [topics]. Would any of these times work for you? • [date], [start–end time, time zone] • [date], [start–end time, time zone] The interview will be [video / in person]. Please reply with all options that work, or suggest alternatives if needed. If you would like to discuss any access requirements, you can contact me privately. Once we agree on a time, I’ll send the invitation and joining details. Best, [your name and role]
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Send the confirmed panel interview invitation

Use this after the candidate and all required interviewers have agreed on a time.

Subject: Confirmed panel interview — [role], [date]

Hi [candidate name], Your panel interview for [role] at [company] is confirmed: Date: [full date] Time: [start–end time, time zone] Joining link / address: [details] Panel: [names and roles] Format: [discussion, exercise, or presentation details] Preparation: [agreed instructions, or state that none is needed] I’ll send a calendar invitation separately. If your availability changes or you have questions about joining, please contact [name and contact details]. We look forward to speaking with you, [your name and role]
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Brief the interview panel internally

Send this to the interviewers only. Keep internal assessment notes out of the candidate’s thread.

Subject: Panel briefing: [role] interview on [date]

Hi team, The interview for [role] is booked for [date], [start–end time, time zone]. Please confirm that you can attend the full session. Joining details: [link or room] Interview lead: [name] Topic ownership: [interviewer → topic] Preparation: [candidate material and agreed questions, shared securely] Debrief: [separate debrief time or feedback process] Please contact me immediately if you have a conflict so we can arrange cover or agree on a new time before contacting the candidate. Keep this internal briefing separate from the candidate’s invitation. Thanks, [your name]
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Before you send

  • Offer only times that work for the required panel. Keep candidate scheduling separate for each applicant; do not expose other candidates’ names or contact details in a shared poll or email thread.
  • List the actual interviewers and their roles. Include preparation only if the hiring team has agreed on it, and state whether there is an exercise or presentation.
  • Provide the video link or physical address, a time zone, and a named contact. Invite the candidate to discuss access requirements privately without asking for sensitive details in a group reply.

An availability request is not a confirmed interview. Do not send a candidate a calendar booking until the panel can attend, and do not promise feedback dates or hiring outcomes that the team has not committed to.

Coordinate panel interview availability step by step

The next message

Need availability from several people? Collect it on one shared poll before sending a confirmation.

Create a free scheduling poll