Interview: How to make an appointment for interview by email (manner and example)

2017.03.06 update
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Once you apply for the job, the exchange of phone or email to make an appointment for interview will start. Here is some tips for how you should send your email.
A blond lady who write memos on her note

Prompt response

You should reply email within a day once you received from the work. Not to fail the chance, you should check out your mail box once a day. If you will reply back after a day or more, you should put extra comments to address your apology for the delay.

How to reply if you are fine with the scheduled you are told (Sample)

[Title] Re: The date of interview *1

[Main text]
(*Company name) ○○○○ *2
(*Name of department) Human Resource (*The person in charge) XX (*Mr./Ms.) sama

This is (*your name) ○○ who applied for your part-time position last day.
Thank you for your email in terms of the date of interview.

I will visit (*place for the interview) ●● for the interview at the date you suggested as follow
(*Month) MM (*Date) DD (*Time) TT *3

Thank you and Best Regards

(*your name)○○ ○○ *4
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.△△.▲▲



【件名】Re:面接希望日時の件 ※1

【本文】
株式会社 ○○○○ ※2
人事部 XX様

先日アルバイトに応募いたしました○○と申します。
面接日程のご連絡、ありがとうございます。

面接日時ですが、指定いただきました、
MM月DD日 TT時に●●に伺います。 ※3

どうぞよろしくお願いいたします。

○○ ○○(氏名) ※4
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.△△.▲▲
*1 Don't change the title of the email. Just leave as it was.
*2 Put the name of department and person in charge which you find from the email you received. If you can't find or don't know the name of the person in charge, type as "採用担当者様"("person in charge") (Sample) "(*name of company) 採用担当者様"
*3 You should repeat the date and place for interview as what was written. (Sample) "(Day) ○○ (Time) ○ (Name of building) ○○ (floor) ○" It makes comfortable for the sender as the information has been delivered to you correctly.
*4 You should type your name, the number you can reach, and email address you frequently use at the end.

How to reply if you want to change the schedule for the interview you are told (Sample)

[Title]Re:The date of interview 

[Main text]
(*Company name) ○○○○ 
(*Name of department) Human Resource (*The person in charge) XX (*Mr./Ms.) sama

This is (*your name) ○○ who applied for your part-time position last day.
Thank you for your email in terms of the date of interview.

I am sorry but I have to say that I had already have another appointment on the date you suggested *1
Could you kindly please change the date of interview?

Here is some candidates of the date for interview which are close to the original one.
(1)○(*Month) ○(*Date) After ○○ (*Time) *2
(2)▲(*Month) ▲(*Date) Between ▲〜▲ (*Time)
(3)△(*Month)△(*Date)  After△ (*Time)

Please kindly let me know the date which is convenient for you.

Thank You and Best Regards,

○○ ○○(*Your name)
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.com



【件名】Re:面接希望日時の件 

【本文】
株式会社 ○○○○ 
人事部 XX様

先日アルバイトに応募いたしました○○と申します。
面接日程のご連絡、ありがとうございます。

面接日時ですが、大変申し訳ありませんが、 ※1
指定いただきました日時に別の用事が入っているため、他の日程でご調整いただけないでしょうか?

こちらの希望を、いただいた日時の前後でいくつかお送りいたします。
(1)○月○日 ○○時以降 ※2
(2)▲月▲日 ▲時〜▲時の間
(3)△月△日 △時以降

ご都合いかがでしょうか。
お忙しいところ申し訳ありませんが、どうぞよろしくお願いいたします。

○○ ○○(氏名)
TEL:090-XXXX-XXXX
MAIL:XXXX@▲▲▲.com
*1 First, you should apology politely that you can't visit the date you were suggested. It will give a good impression if you mentioned the reason you can't visit the date.
*2 You should put at least 2 of your schedule you can have an interview.
It is easier for both sides to finalize the schedule if you make counter-proposal for the date of interview instead of just declining the date you were suggested.

What you shouldn't to do when you reply back email

Here is some examples which make you bad when you reply back email. You should avoid to give negative impression before you have an interview for the job you want to get.

[Case 1]Change the schedule on the day of the interview

You may be busy for school or other things and be late to contact to notify the change of schedule.
However, you can not ask to reschedule the interview on the date you supposed to have because this will waste the time for your potential employer. If you want to change the schedule, contact him/her as early as you can.

[Case 2]Ignore or no-reply the email you received

You should reply back the email either of the case you can or can not visit for an interview.
You may think you can just go to the interview on the date you were suggested without replying back the email. However, your potential employer may think you will skip the interview as there are no reply. As the result, you will lose the chance to meet him/her even you followed the suggested schedule.

Summary

You should keep in mind following 4 points when you schedule an interview via email:

■Reply back an email you received within a day.
■When you reply, repeat time, date and the place you will have an interview.
■If you want to change the suggested schedule of interview, you should ask and give other dates and times.
■No-reply and cancelling the interview on the day will leave your potential employer a bad impression.

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