Overview
If you're seeing fewer candidates complete AI interviews than you'd expect, the invitation email is a good place to start. The suggestions below are based on what we've seen working with Manatal clients facing this, so pick the ones that fit your process and keep what's already working for you.
They cover setting clear expectations, making the invitation personal and trustworthy, and removing friction. The article ends with a ready-to-use email template.
For setting up interviews and sending invitations, refer to this guide.
Tell candidates what to expect
Candidates may put off an interview when they don't know what it involves. Some clients saw more candidates start after adding the number of questions to their invitation.
It helps if your invitation answers these questions before the candidate clicks:
- How many questions? Use the real number from your interview setup (up to 10).
- What do I need? One short line is enough: a phone or computer, a stable internet connection, a quiet place, and camera and microphone access. A long list of warnings can make the process seem more complicated than it is.
- When is it due? A reasonable deadline helps candidates plan.
Interviews end as soon as all questions have been answered, with a maximum of 30 minutes. You don't need to mention length in the invitation, but if candidates ask, present it as a limit rather than an estimate, for example: "It ends once you've answered all [X] questions, and won't take more than 30 minutes."
Make the invitation feel personal and trustworthy
Some candidates have reported AI interview invitations as spam, especially when no real person was named.
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Consider sending it from a real person. If candidates seem to be treating your invitations as spam, signing with a recruiter's name, title, and contact details can help, as can avoiding bot-style sender names and "do not reply" addresses. A candidate who wants to check the email is genuine can then reply.
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Connect it to their application. Name the role they applied for and your company. This helps show the email is genuine.
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Lead with what the candidate gains. For example: they can do it at any time, from their phone, and without scheduling a call. Avoid wording that makes the interview sound experimental or optional, such as describing it as a trial or a test of new technology.
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Be open about the AI and the recording. Say that an AI interviewer asks the questions, that the interview is recorded, and who reviews the results. For example: "An AI interviewer asks the questions and records your answers, and a member of our team reviews every response."
Remove friction between the email and the interview
Keeping the path from the invitation to the interview simple can help more candidates get started.
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Send one email that includes the link. A "heads-up" message followed by a separate email with the link gives candidates two emails to keep track of, and the second may land in spam or go unnoticed. If you must send a heads-up first, keep it short and send the link soon after.
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Put the link near the top. Use a clear button or hyperlink, not a pasted URL at the bottom of the email below the instructions.
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Prevent login problems. Candidates enter their name and email to start, and the email must match the one on their candidate profile for that job. Say this in one plain line, such as "use the email address you applied with". Make sure the candidate has been added to the job and stage before you send the link.
Email template
Copy the template below into your email templates or pipeline automations and replace the bracketed text.
If you sourced the candidate rather than receiving their application, adjust the opening line and replace "the email address you applied with" with the email address you have on file for them.
Invitation
Subject: Next step for your [Job title] application: a [X]-question interview
Hi [Candidate first name],
Thank you for applying for the [Job title] role at [Company]. I'd like to move you forward to the next step: a short interview with [X] questions about your experience and interest in the role.
You can complete it at a time that suits you, from your phone or computer. No appointment needed. You'll just need a stable internet connection, a quiet place, and your camera and microphone switched on.
[Start my interview]
- Please complete it by [day, date]
- When the page opens, enter your name and the email address you applied with
An AI interviewer will ask the questions and record your answers, and I'll personally review every response. Once you've completed it, I'll be in touch about the next steps.
Looking forward to hearing from you,
[Recruiter name]
[Title], [Company]
[Phone number]