AI interview invitation email template: browser and phone

“Have a quick chat with Ryan” sounds friendly, but leaves the candidate guessing. Is Ryan a person? Should they book a call or start now? Do they need a camera?

A good AI interview invitation explains what will happen before asking someone to click. Name the employer and role, identify the AI interviewer, and give clear joining instructions, a deadline and a human contact.

The browser and phone templates cover those essentials. Adapt the review and privacy wording to your own process, rather than promising something your setup does not do.

Browser AI interview invitation email template

This version is for a booked two-way browser interview whose result a person reviews before the next-stage decision. Use it only where that describes your process, and replace the bracketed details before sending.

**Subject: Next step for your [Role] application at [Employer]**

Thanks for applying for the [Role] position at [Employer].

We would like to invite you to an audio interview with Ryan, Screened’s AI interviewer. Ryan will ask about your relevant experience and how you approach the work in this role.

Choose a time through the link below. Your confirmation will include the browser interview link.

At the booked time, open that link, allow microphone access and select Start interview.

Please allow about [tested duration] somewhere you can hear and speak comfortably.

You will need a supported browser, microphone access and an internet connection.

No camera is needed.

The interview produces a transcript and assessment for our hiring team to review.

We’ll contact you by [update date], even if we have not yet decided the next step.

[State whether interview audio is recorded.]

Our [candidate privacy notice] explains how the interview is processed, who can access the records and how long they are retained.

Please book by [booking date, time and timezone] and choose an appointment that finishes by [completion date, time and timezone].

[Book your browser interview]

For technical problems, questions about this invitation or a request to discuss another interview arrangement, contact [monitored employer contact].

Thanks,
[Employer recruiting team]

The message identifies the AI, the task, the practical requirements and the employer’s use of the result. It does not claim that every applicant will progress, that no data is retained or that the interview is optional when it is a required stage.

Phone interview invitation: booking instructions

Browser and phone interviews are different joining routes, and both can require a booking. Tell candidates whether to open a browser link at the booked time or wait for Ryan to call.

For a booked phone interview, use a complete message like this. It assumes the hiring team reviews the result before deciding the next stage:

**Subject: Book your AI interview for [Role] at [Employer]**

Hi [Name],

Thanks for applying for [Role] at [Employer]. We would like to invite you to a phone interview with Ryan, Screened’s AI interviewer.

Choose a time using the link below and confirm your phone number.

Ryan will call that number at the booked time; you do not need to dial in.

Please allow about [tested duration] somewhere you can hear and speak comfortably.

Check the date, local time and timezone in your booking confirmation.

[Book your interview]

Please book by [booking date, time and timezone] and choose an appointment that finishes by [completion date, time and timezone].

The interview asks about your experience and the work involved in this role.

It produces a transcript and assessment for our hiring team to review.

We’ll contact you by [update date], even if we have not yet decided the next step.

[State whether interview audio is recorded.]

Our [candidate privacy notice] explains access and retention.

For booking problems, questions or a request to discuss another arrangement, contact [monitored employer contact].

Thanks,
[Employer recruiting team]

Use the wording that matches the current booking process. State whether the deadline is for booking or completing the interview; those are not the same instruction. If you require completion by Friday, offering only appointments after Friday creates a conflict the candidate cannot resolve.

Screened’s candidate guide explains both joining routes and confirms that the conversation is audio-only. Test the actual invitation rather than copying instructions from a different format.

State the interview length and equipment needed

Use the duration observed for the configured interview, not the shortest internal demonstration. “A quick chat” does not help someone plan a quiet period or decide whether they can finish before the deadline.

Describe the actual equipment requirement. Do not imply a video interview when the process only needs audio. Do not tell candidates to start while commuting or doing another task that makes a spoken assessment impractical or unsafe.

A clear instruction also reduces avoidable support work. The candidate should know whether clicking the link opens information, begins the interview or takes them to booking before they reach a consequential step.

Explain recording, data use and human review

Say whether audio is recorded in the invitation itself, then link to the privacy notice for the details. A transcript or assessment may remain after audio expires. Describe human review only if it happens before the decision.

Have the employer’s privacy owner approve the notice and concise description. In Singapore, PDPC’s notification obligation requires organisations to notify people of the purposes for collecting, using or disclosing their personal data. Explain how your hiring team uses the interview, not just how the supplier processes it.

For UK recruitment, the ICO’s transparency findings also discuss the information and safeguards relevant to automated decisions. Apply the requirements for the recruitment in question; a generic vendor-policy link does not replace the employer’s explanation.

If your process uses automatic outcomes, do not copy the template’s human-review wording unchanged. Explain the actual use and the relevant route to raise concerns or challenge a decision.

Give people a way to verify the invitation independently

A candidate may reasonably question a message from a provider they do not recognise. Introduce the provider on the employer’s established careers site or application confirmation, and publish the recruiting contact there.

Someone who avoids the interview email’s links should still be able to contact the employer through a route they already trust. A “verify here” button inside the same unexpected email does not provide independent verification.

Do not promise that every message using the provider’s name is genuine. The recruiting team should be able to check whether it sent the particular invitation for that application.

Assign the inbox before promising help

The contact in the template needs an owner and absence cover. Decide who handles technical issues, who considers requests for another arrangement and who protects an approaching deadline while a problem is being resolved.

Agree the promised update date with the person reviewing the interviews. It must leave time after the completion deadline for that review, and someone must send the update even when a decision is late. A fast automated interview should not end in an unexplained wait for the employer.

If the sending address cannot receive replies, state the actual contact route. Avoid “reply here” on an unattended mailbox.

Finally, send the invitation to a controlled test candidate and read it on a phone. Follow the link, check the deadline and ask someone unfamiliar with the provider to explain what will happen. The invitation is ready when they can answer without the recruiter standing beside them.