How to Reply Back to a Phone Interview Offer

You know your resume did not fall into the proverbial black hole of no return when you get an email or phone call from a recruiter or hiring manager to schedule a preliminary phone interview. Since the phone interview is your first opportunity to express your interest in the job and promote your abilities, make it clear that you are available for the call by replying to the phone interview request as soon as possible. Call or write the recruiter or hiring manager as soon as you confirm that the time is a convenient one and start your preparation for a successful first interview.

How to Respond to a Phone Interview Request

If you received a missed phone call request for a phone interview, you should respond with a return phone call. Call the recruiter, introduce yourself and say that you are responding to her request to interview by phone. Restate the job position or title you are interested in to make sure it is the same one the interviewer called for. Express your appreciation for the invitation to interview for the job. The phone call is your chance to make a good first impression, so be sure to sound confident, calm and interested in the call. Make the call during a time you can focus only on the interview and have more than a few minutes to talk. Try very hard to make time for a introductory call and not push the time back too much. Remember you are in competiotion with many other great prospective candidates.


Hello, Ms. Smith. This is Mary Jones and I am returning your call to schedule a phone interview for the sales manager position. Thank you for contacting me. I am very excited you have considered me for this position. You suggested Monday, Feb. 25, at 10 a.m. That time is perfect for me. How much time should I block out on my calendar for our conversation?

If you respond to a phone interview request and get a voicemail instead of a person on the phone, leave a message. You do not want a missed call to show your phone number but no message. When you leave a voicemail, always confirm your phone number.


Hi, Mr. Nelson. This is Bob Joyce returning your call about scheduling a phone interview for the store-assistant position. I appreciate you calling. I am sorry I was not available to take your call, but I am confirming I can do a phone interview with you Monday, Feb. 25, at 10 a.m. I look forward to talking with you then. If you need to reach me in the interim, you can call me at 555-555-5555. Thank you!

How to Respond to a Phone Interview Email

If you receive a phone interview request via email, you should respond via email unless otherwise indicated. Follow a script similar to the one used for a phone reply, except for your introduction. Start your reply with a “thank you” for the opportunity. Restate the position and confirm the time. Let the interviewer know you are looking forward to the call and that she can contact you in the meantime with questions or requests for more information before the interview. Always include your telephone number in your written reply.


Hi Mrs. Klein,

Thank you so much for contacting me about the project manager position at ABC Company. I would be happy to do a phone interview Thursday, March 16, at 1:30 p.m. I’m looking forward to talking with you more about the position. If you need anything from me in the meantime, you can email or call me at 555-555-5555.

Thank you,


Proposing an Alternate Phone Interview Date

If the date and time suggested for a phone interview do not work for you, you will need to propose an alternative time. Briefly explain that you have a conflict at the time the caller proposed and tell him when you are available.


Hi Mr. Gregory,

Thank you for calling me to schedule a phone interview for the marketing position at XYZ Corp. Unfortunately, I am not available at the time you proposed. Would we be able to schedule a phone interview on either Tuesday or Thursday at 4:30 p.m. instead? If not, please let me know another time that works for you.

Whichever way you respond to a phone interview request, do it promptly. This confirms your interest in the position and ensures you don’t lose your interview spot to another candidate.

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