A clear interview invitation tells a candidate how to take part, what preparation is expected and whom to contact if something is unclear. Confirm the arrangements before sending it, then check that the message matches the actual assessment the panel intends to conduct.
The invitation is an operational message, not an employment offer. Avoid wording that implies the candidate has been selected for the job or that an assessment result is guaranteed.
Confirm the assessment details first
Record the role, interview format, date, time and time zone. Include the expected duration, interviewer details where appropriate, venue or meeting method and any preparation or materials required.
For an in-person interview, check the actual entrance, reception process and contact on arrival. For a remote interview, check the meeting link and how a candidate can contact the organiser if the connection fails. Do not circulate access credentials more widely than necessary.
Business Queensland’s hiring guidance recommends giving candidates information such as interview length, what to bring and who will attend. Use confirmed details rather than copying an earlier vacancy’s invitation without checking it.
Make preparation expectations explicit
If there is a presentation, work sample or written activity, explain its scope, preparation time and any permitted materials. Distinguish something to prepare beforehand from an exercise completed during the interview.
Ask only for documents that are needed at that stage and identify the approved way to provide them. Avoid requesting identity or other sensitive information through an improvised email attachment process.
Provide a contact for questions and adjustment requests. Do not make candidates infer that support is available from a general equal-opportunity statement alone.
A fictional invitation
The following message is invented and needs confirmed details before use:
“Subject: Interview invitation — Administration Coordinator
Thank you for your application. We would like to invite you to a video interview on [confirmed date] at [time and time zone]. Please allow [confirmed duration]. The interview will cover the responsibilities described in the advertisement and will be conducted by [names or panel roles].
Please use [approved meeting link or joining instructions]. No presentation is required for this interview. Please let [contact] know by [response date] whether you can attend. You can also contact us to discuss an adjustment or any difficulty using the interview format.
If you cannot connect at the scheduled time, contact [confirmed fallback contact]. We will confirm any alternative arrangements with you.”
Replace every bracketed item. Remove statements such as “no presentation” if they do not reflect the actual process.
Handle access requests through a clear contact
JobAccess guidance on reasonable adjustments covers access during recruitment as well as employment. Discuss the support needed for participation, obtain appropriate advice where necessary and confirm the agreed arrangement.
Share practical arrangements with the people who need to implement them. Avoid adding unnecessary personal or medical detail to the general panel invitation.
Check changes and confirmation
Track the candidate’s response and acknowledge any changed time, venue or format. Update the panel and meeting details together so the candidate does not receive contradictory information.
Before the interview, check that the materials and access arrangements are ready. A useful invitation leaves the candidate able to answer three questions: where to be, what to prepare and how to get help if the arrangement does not work.
Our candidate interview-preparation guide provides a useful companion when checking whether the invitation gives applicants enough information to prepare.
