Phone Interview Letter

Receiving a Phone Interview Letter

When you apply for a job, you will probably send in your resume and perhaps answer a brief questionnaire regarding your capabilities. With so many applicants searching for jobs, companies must often find a means to quickly evaluate a larger number of candidates quickly. The phone interview is a great way for hiring managers to get to know a little more about prospective employees without having to cover travel costs or account for travel time.

A successful phone interview will often lead to an in-person interview or even a job offer. The next step depends on your industry and the type of position you are applying for. You don’t have to worry about picking out a professional outfit, but you should commit the same amount of time to researching the position, company and industry as you would if you were doing an in-person interview.

When a hiring manager wants to conduct this type of question and answer session, he or she will send you a phone interview letter. This will be a formal correspondence that explicitly invites you to participate in an interview. As soon as you receive the message, you should respond to ensure you can secure an appointment that works for you.

The Format and Content of the Phone Interview Letter

Before you begin preparing, you should note the important information found in your formal correspondence. A phone interview letter is brief and informative and generally follows an expected flow:

  • First paragraph or section: Acknowledges receiving your resume and cover letter. Also includes an initial impression of your professional merit.

  • Second paragraph or section: Formerly invites you to participate in a phone interview. Gives the details concerning the time and date of the appointment as well as the name of your interviewer.

  • Third paragraph or section: Contains information regarding how to confirm your appointment and who will be your point of contact.

  • Fourth paragraph or section: Includes a closing and perhaps a point of contact should you have any questions about the process.

    The phone interview letter should be positive and contain further information regarding your interview.

    Sample of the Phone Interview Letter

    Below is an example of a phone interview letter that invites a candidate to move forward in the employment process. It contains relevant information regarding the date and time of the appointment as well as a few details about the next step.

    Ms. Wanda Rivera

    Human Resources Supervisor

    WXYZ United Services

    1213 Northern Bastille Road

    Wilmington, Wyoming 27285

    July 17, 2011

    Mr. Cameron Cotton

    875 Queen’s Court

    Manchester, Wyoming 27234

    Dear Mr. Cotton,

    I am writing on behalf of WXYZ United Services. We received your cover letter and resume for our open Account Coordinator position. We were very impressed with the experience and skills listed in your resume. We are currently looking for motivated and capable sales personnel and your information suggests that you are a top candidate.

    Ms. Blanca Luiz would like to schedule a phone interview with you so she can learn more about your professional merits. Ms. Luiz is available on August 1, 2011 after 8:00 am and before 1:00 pm. She anticipates the interview will last approximately 60 minutes. If this date is not good for you, we can work with you to set up another appointment.

    Please confirm that you want to participate in the next step of the WXYZ United Services employment process. You can send me an email at Please include your preferred contact number. At the end of your interview, Ms. Luiz may invite you for in-person interview.

    If you have any questions or scheduling conflicts, please call me immediately at 888-555-7777. Thank you again for your resume and I look forward to hearing from you.


    Ms. Wanda Rivera

    Human Resources Supervisor

    WXYZ United Services

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