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Phone Interview Letter

Many companies use a phone interview as a way to prescreen job applicants. It provides the hiring organization with an opportunity to learn more about an applicant, to see if he or she is still interested in the position, and in many cases, to determine if the applicant is a good fit for the position.

Format and Content:

A phone interview may lead to a job offer or it may lead to an offer for an in-person interview. The phone interview letter format begins by telling the job applicant why the letter is being sent, followed by dates and times for the interview. The letter may contain additional information that will be helpful to the interview process, such as who the interview will be with and the next step following the phone interview.


The following letter is written by an authorized company representative on behalf of the hiring manager. The representative expresses a sense of urgency by encouraging the applicant to schedule the phone interview on the first date available. The applicant is told she may be granted an in-person interview based on the telephone interview with the hiring manager. This phone interview letter sample is detailed and gives the interviewee everything she needs to know before the interview commences.

Dear Ms. Cunningham,

I am writing to you on behalf of our Sales Manager, Mr. Lester Cates. We received your resume for the position of Outside Sales in our Client Acquisition Division. Mr. Cates was impressed with your experience and with your record of success in the sales industry. Alpine Services is always looking for motivated and skilled sales personnel. Your resume suggests that you are a good fit for our team.

Mr. Cates would like to schedule a telephone interview with you to discuss your qualifications in more detail. Mr. Cates is available on August 22, 2013, in the morning from 11:00 am to 12:30 pm, and from 3:00 pm to 4:00 pm. We anticipate the interview will last approximately 45 minutes. If you are unavailable on this date, the next available interview opportunity is on August 27, 2013, from 9:00 am until 1:00 pm. Our intention is to fill all open positions as soon as possible. Your participation on the earlier date will be greatly appreciated.

Please confirm your willingness to participate in the telephone interview and your date and time preference by sending me an email to [email] Please include a contact telephone number for the interview. At the end of your telephone interview, Mr. Cates may invite you to our facilities for an in-person interview. If so, we are located at 222 Abby Park Road, Kenosha, Wisconsin, 25855. Mr. Cates will coordinate the details of an in-person interview with you during your telephone conversation.

If you have any questions, or are unable to accept the telephone interview request, please call me at (555)-555-5555. Alternatively, you may send me an email. Thank you for submitting your resume. I look forward to hearing from you soon.


Darla Sanders

Ms. Darla Sanders

Recruiting Coordinator

Alpine Services