When to use this interview reminder sequence template
Use this interview reminder sequence template when you book a lot of interviews and can't afford empty chairs. It works for recruiters running hiring events, branch managers filling hourly shifts, and office managers who schedule interviews between other jobs. Each message has one job: confirm the time, tell the candidate where to go, and make it easy to reschedule instead of skipping.
Candidate reminder text and email schedule
| Touch | When to send | Channel | Purpose |
|---|---|---|---|
| Confirmation | Right after booking | SMS + email | Lock in the time and share details |
| 24-hour reminder | The day before | SMS | Prompt a reply to confirm or reschedule |
| 2-hour reminder | A couple of hours before | SMS | Directions, parking or video link, who to ask for |
| Reschedule or cancel reply | When the candidate responds | SMS | Keep the candidate in the pipeline |
Copy-ready interview reminder message examples
Text in [brackets] is a placeholder. Keep messages short. Candidates read texts on the move.
Template 1: Booking confirmation (SMS)
Hi [First name], this is [Contact name] from [Company name]. You're booked to interview for [Position] on [Interview date] at [Interview time]. Location: [Address or "video link to follow"]. Reply YES to confirm, or reply to this text if you need a different time. Reply STOP to opt out of texts.
Send right after the interview is booked. Ask for a reply so you know the number works.
Template 2: 24-hour reminder (SMS)
Hi [First name], a reminder that your [Position] interview with [Company name] is tomorrow at [Interview time]. It will take about [Length]. Please bring [What to bring]. Reply YES to confirm or reply RESCHEDULE if the time no longer works.
The confirm-or-reschedule ask matters most here. A reschedule beats a no-show.
Template 3: 2-hour reminder (SMS)
Hi [First name], see you at [Interview time] today. [In person: Go to [Address], park at [Parking details], and ask for [Interviewer name] at the front desk.] [Virtual: Join here: [Video link]. Test your camera and sound a few minutes early.] Questions? Reply here.
Keep only the in-person or virtual line that applies and delete the other.
Template 4: Reschedule and cancel replies (SMS)
RESCHEDULE REPLY: No problem, [First name]. Here are open times for [Position]: [Option 1], [Option 2], [Option 3]. Reply with the one that works and we'll lock it in. CANCEL REPLY: Thanks for letting us know, [First name]. If you'd like to interview for [Position] later, reply here and we'll find a time. Best of luck either way.
Answer fast. A candidate who replies to reschedule is still interested.
Template 5: Email companion version
Subject: Your [Position] interview with [Company name] on [Interview date] Hi [First name], Thanks for booking your interview for [Position]. Here are the details: Date and time: [Interview date], [Interview time] Format: [In person / Video] Where: [Address, parking and entrance details] or [Video link] Who you'll meet: [Interviewer name], [Interviewer title] Please bring: [What to bring] Need a different time? Reply to this email or text [Contact phone] and we'll move it. See you soon, [Contact name] [Company name]
Send with the confirmation text. Email holds the full details; texts handle the quick nudges.
Customizing for in-person vs virtual interviews
| Detail | In-person | Virtual |
|---|---|---|
| Location line | Full address, entrance, parking | Video link in every reminder |
| 2-hour reminder focus | Directions and who to ask for | Tech check and joining early |
| What to bring | ID, documents, appropriate clothing | Quiet space, charged device |
| Reschedule ask | Mention travel time | Mention link issues as a valid reason to reply |
Customization tips
- Use merge fields. In ATS Mako, fields like first_name, position and interview_time auto-fill from each candidate's record, so one template serves every location.
- Keep a version per site. Team-level overrides in the recruiting template library let each branch add its own parking or entrance details while the core copy stays under central control.
- Automate the timing. Automated engagement workflows send interview confirmations and 24-hour reminders off interview events, so nobody has to remember to send them.
- Lock required wording. If your company has standard legal or EEO language, lockable sections keep it from being edited or deleted.
- Match your brand. ATS Mako is white-label, so every reminder goes out under the brand candidates applied to.
What to avoid
- Long texts. If it needs scrolling, move the detail to the email.
- Messages with no reply path. Every touch should tell the candidate how to confirm or reschedule.
- Pay figures or promises about the job. Keep reminders about logistics.
- Texting candidates who haven't agreed to texts. ATS Mako SMS supports consent, Reply STOP opt-out and quiet hours, but you bring the candidate consent.
- Different copy at every branch. Edit at the org level so changes roll out to every recruiter and every future send.
Run your interview reminders on autopilot
Load these templates, add merge fields and let reminders fire off interview events under your own brand. Book a demo to see it in action.