If you are looking for applicants to fill an open position with your company, and there are several candidates that you are interested in, schedule a job interview with them by sending a letter. Contacting them by letter ensures that all the details of the scheduled appointment are clearly stated, including the time and place where the interview will be held, as well as any other requirements that the applicant is required to bring with him or her. Using letters also gives a sense of formality to the appointment.

Letters scheduling an appointment for a job interview should be concise, to-the-point and should avoid extraneous details. Essential elements are the date, time and place of the interview and the name of the person to be contacted if the applicant has to reschedule for any reason. If the applicant is required to bring any documents such as their resume or letters of recommendation, these should also be mentioned in the letter. The letter should be sent using the company letterhead. If e-mailed, the letter should include the address of the company either as a header or in the body of the letter to ensure that the candidate knows where to go for the interview.

Below is a sample letter scheduling an appointment for a job interview, which can serve as a model that can be adapted by other writers.

Sample Letter

January 20, 2010

Richard Stark
Head, Human Resources Department
Red Box Advertising
84 Lafayette Drive,
Dallas, Texas
e-mail: rbox@server.net

Julian Scott
35 Penny Avenue,
Boston, Massachusetts

Dear Mr. Scott,

Greetings!

As you know, our company is currently looking for talented, dynamic and motivated individuals to become part of our creative team. After assessing your application for a position in our organization, we are pleased to inform you that we are considering you for the position of copywriter. As part of the initial screening process, we would like you to come to our offices on January 25, 2010 at 2 pm for testing and a preliminary interview. Look for Mr. Sam Richman at Suite 452. Please bring your resume and a portfolio of your past work with you to the interview.

If you cannot make it on the above dates, please call Ms. Sheila Johnson at 050-862-1458 to reschedule the interview.

We look forward to meeting you!

Respectfully yours,

[name]
[position]

In hiring employees for a certain job position, offers regarding the vacant slots are sent out first. After you have reviewed all the applications sent to you, you will have to choose the best ones and schedule an appointment to meet up with them. This is one way to learn about your prospective employee. Job interviews are done to assess the applicant’s skills, dedication, and qualifications for the job.

In scheduling an appointment, you have to be polite and maintain a positive tone. Extend your gratitude for his interest in applying for the job position as well. This is the perfect opportunity for you to discuss the details of the job position. At this phase, you can also evaluate the applicant’s dedication and desire to get the job.

Be warm and accommodating to the applicant. The letter need not be lengthy at all. Be brief and concise as possible. However, provide the important details – when the appointment will be, where will it be held, and what time will it be. However, if your applicant is not available on the dates that you’ve stated, tell him to settle the arrangements immediately. Always make him feel free to contact you in case he has other question or concerns. Below is an example letter on how to schedule an appointment for a job interview.

SAMPLE APPOINTMENT LETTER

May 28, 2010

Harry Taylor
123 Shaw Boulevard
New York, NY

Dear Mr. Taylor,

Good day! I have received your application on the job position as an Assistant Manager. I am very impressed with your resume, especially your writing experiences. I hope we can meet personally. I will be available on June 2, 3 and 4. You can call my secretary, Jenny Smith to schedule your appointment. You can reach her at 444-3322. Should you have any other date preferences she will try to accommodate you.

Please be ready to further discuss your resume. Should you have any question or concerns, please feel free to contact us anytime.

I look forward to meeting you. Thank you very much and have a good day.

Sincerely,

Brenda Burke
Branch Manager
Gray Scale Writers

People in the field of business are one of the busiest people in the world. Most of the time, you have to set up an appointment just to meet up with these people. So once an employer has grant an appointment to you, make sure that you give it utmost importance.

When an employer grants an appointment, it is usually to confirm the details of a job position and the employment itself. You will be discussing the terms and conditions attached to the job position that you have applied for.

As for those employers themselves, there are some points that should be remembered when writing a letter to grant an appointment. Some of these are:

1. Always be polite when you write your letter. Your tone should be business-like, but you have to be respectful as well.
2. Be warm and accommodating to the person so that he will not be hesitant and intimidated.
3. Thank the person for showing his interest in applying for the job. Show your appreciation for the effort that he has done.
4. Give a brief rundown of all the details of the job position and employment (the nature of the work, salary, privileges, etc.). However, this is optional. There are employers who still prefer to discuss these details in person.
5. Let him confirm the appointment by asking him to return the letter in a specific date.
6. Lastly, end your letter by showing again your appreciation for his application. Make him feel free to address his concerns if ever he has any.

SAMPLE APPOINTMENT LETTER

May 28, 2010

Michael Bridge
Shaw Boulevard St.
San Francisco, California

Dear Mr. Bridge,

It is our honor to confirm your appointment with Mrs. Melanie Brette to discuss the terms and conditions of your contract employment with Web Connect Internet Services. We’ve scheduled the appointment on June 5, 2010 at the Convention Hall. The appointment is at 9:00 am.

It is recommended that you familiarize yourself with the needed documents and papers for the presentation.

Please confirm your acceptance to this appointment by signing below and returning this letter to us on or before June 3, 2010.

We are looking forward for your response.

Yours truly,

Shannah Martinez
Human Resource Manager