Tell every candidate the same things before an interview: the format, the length, who they will meet, what you will ask about, whether there is a task, how to ask for changes, and when they will hear back. Candidates who know what to expect give clearer answers, and you compare people on their skills, not on how well they guess the process.
Key takeaways
- Send the same preparation message to every candidate, at least two working days before the interview where possible.
- Share the format, length, people, topics, any task, logistics and the date of the decision.
- Invite requests for adjustments in the message itself and make it easy to ask.
- Do not share the exact questions unless the format needs it. Share the topics and the competencies.
- Preparing candidates is fair, not a favour. It helps you see their real skills.
Why preparation matters
An interview is meant to show what a person can do in the job. If a candidate spends the first ten minutes guessing what kind of interview this is, you learn about their guessing, not about their work. Candidates who have the same information also compete on equal terms. Without it, people who know insiders, or who have done many interviews, have an advantage that has nothing to do with the job.
Preparation also respects the candidate’s time. They may be taking leave from another job, arranging care or travelling. A clear message lets them plan. It also shows how your company works, which is part of the candidate experience.
What to share, and what to keep back
| Share | Why | Keep back |
|---|---|---|
| Date, time, time zone, length | Candidates plan their day | Nothing to hold back |
| Format: in person, phone or video, and the platform | They can test the link and the device | Nothing to hold back |
| Names and roles of interviewers | They know who they are speaking to | Private details |
| The structure: for example 10 minutes of introduction, 30 minutes of questions, 10 minutes for their questions | They can pace their answers | Nothing to hold back |
| The topics and skills you will cover | They can prepare examples from their work | The exact wording of each question, unless the format requires it |
| Any task, test or presentation, with the brief, the time limit and what you will assess | They can prepare fairly | The marking details can be shared in outline |
| Logistics: address, entrance, parking, public transport, access, who to ask for | They arrive calm | Nothing to hold back |
| How to ask for adjustments, and a named contact | Candidates with a disability or other need can ask early | Nothing to hold back |
| What happens next and when they will hear | They are not left waiting | Do not promise a date you cannot keep |
On exact questions: some employers share them in advance. Others do not. Both can be fair if you treat everyone the same. If you send the questions to one candidate, send them to all. If the interview needs a response in real time, such as a customer call role-play, say so and describe the situation without the details.
A template for the invitation
Copy the text below and fill in the gaps. Keep it short enough to read on a phone.
Subject: Your interview for [role] on [date]
Hello [Name],
Thank you for applying for [role]. We would like to invite you to an interview.
When: [day, date, time and time zone]. It will take about [length].
Where: [address and entrance, or video link and platform]. If it is on video, please test the link before the day. You can join five minutes early.
Who you will meet: [Name, job title], the hiring manager, and [Name, job title], [short reason].
What to expect: we will start with a short introduction. Then we will ask about [two or three topics or skills] and ask you to give examples from your work. You will have time to ask us questions. [If there is a task: We will ask you to complete a short task, described here: link. It should take about [time]. We will look at [two or three things we assess].]
You do not need to prepare slides or bring documents unless we say so above.
If you need any change to make the interview easier for you, for example extra time, a different format, a quiet room, a sign language interpreter or step-free access, please tell us at [email or phone]. You do not need to explain why. We will reply within [one working day].
We expect to tell you our decision by [date]. If that changes, we will write to you.
Kind regards,
[Name]
Make it easy to ask for adjustments
Do not wait for candidates to disclose a disability. State in the invitation that you can change the format, and give a contact who is not an interviewer. Make the request easy: no form, no medical proof at this stage, and a short reply time. Treat any information given as confidential, share only what hiring managers need to make the change, and keep it out of scoring and notes about merit.
Legal duties differ by country. In the United States, the Americans with Disabilities Act requires employers covered by it to provide reasonable accommodations in the application process; see the EEOC guidance on small businesses and its page on prohibited practices. In Great Britain, the Equality Act 2010 includes a duty to make reasonable adjustments, and Acas explains the position on its recruitment page. In the EU, the Employment Equality Directive requires reasonable accommodation for disabled people, with national laws setting the details. Our guide on reasonable adjustments in interviews covers practical steps.
Prepare your interviewers too
Candidates are not the only people who need preparation. Send interviewers a one-page brief at least a day ahead. It should hold the role requirements, the scorecard, the questions, who asks what, the time plan, and a reminder of questions not to ask. Our guide on interview questions you cannot ask covers the last point. Also see how to build an interview plan for the full process.
On the day
- Start on time. If you run late, send a message right away.
- Welcome the candidate. Introduce each person and their role.
- Repeat the plan. Say how long the interview will take and when they can ask questions.
- Explain note-taking. Say that you will take notes so that you can compare candidates fairly.
- Make space for questions. Reserve at least five to ten minutes.
- Close clearly. Repeat the next step and the date. Thank them for their time.
Follow up
After the interview, send a short thank-you message that repeats when they will hear. If the date changes, send an update before the date, not after it. If the answer is no, tell the candidate promptly and kindly; our guide to fast interview feedback shows how. Silence after an interview is the quickest way to lose goodwill.
Common mistakes
| Mistake | Effect | Fix |
|---|---|---|
| Sending details the evening before | Candidates cannot arrange time or care | Send at least two working days ahead where possible |
| Telling some candidates more than others | Unequal chances | Use one template for every candidate |
| Hiding the format | Candidates waste time guessing | State the structure and the length |
| Surprise tasks | Candidates feel tricked and perform below their ability | Share the brief and the time limit |
| No contact for adjustments | Candidates may not ask | Add a named contact and a reply time |
| Promising a decision date and missing it | Loss of trust | Give a realistic date, and update early |
FastHire is being built for the step before the interview. It shows each job requirement next to the exact CV passage that supports it, so interviewers can plan questions around real evidence. FastHire is coming soon. It does not rank, score or reject candidates. People make every decision.
Preparing for different interview formats
| Format | What to tell the candidate | Extra checks for you |
|---|---|---|
| Phone screen | Length, who calls, which number you will call from, topics | Ask whether this is a good time and number. Offer to call back |
| Video interview | Platform, link, camera and microphone needs, whether recording happens and why | If you record, tell the candidate in advance, explain the purpose and how long you keep it. Offer an audio-only option where possible |
| In-person interview | Address, entrance, arrival time, who to ask for, access features | Check step-free access, quiet rooms and signs. Offer to pay agreed travel costs only if your policy says so |
| Panel interview | Names and roles of the panel, how questions are shared | Agree who asks which question, and who keeps time |
| Task or work sample | Brief, time limit, tools, how it will be assessed, whether it is paid | Use the same brief and time for all. Do not use unpaid work for real company projects |
| Group or assessment day | Schedule, activities, breaks, food, finish time | Provide a quiet space and a contact for questions |
A candidate preparation page
If you hire often, put the common information on one page on your careers site and link it in every invitation. This saves time and makes sure each candidate sees the same text. A good page has six short sections: how our interviews work, what to expect at each stage, how to ask for adjustments, how we decide, how long it usually takes, and who to contact. Write the section on timing from your own records. See our guide on hiring dashboards in a spreadsheet if you do not track stage times yet.
Avoid promises that you cannot keep, such as “you will hear within 24 hours”. Say “we aim to reply within three working days” only if your team can meet it. Review the page twice a year with a recruiter and a hiring manager.
What not to do in the name of preparation
- Do not coach some candidates privately. Sharing extra tips with a candidate you like gives that person an unfair advantage.
- Do not use the invitation to ask for protected details. Questions about age, family plans or health do not belong in logistics messages.
- Do not ask candidates to prepare long unpaid work. A task should be short, related to the job and the same for all.
- Do not change the plan on the day without telling the candidate. If a panelist is missing, say so and explain how you will run the interview.
A last check before you send any invitation: read it as the candidate would, on a phone, with no knowledge of your company. Can you tell what will happen, who will be there, how long it takes and what you should do? If any answer is unclear, rewrite that line. Ask a colleague outside the hiring team to read it too. Fresh eyes find jargon and missing details quickly.
Frequently asked questions
Should I send the interview questions in advance?
You may, if you treat all candidates the same. If you do not, send the topics and the skills you will cover. Either approach is fair when applied equally.
How early should I send the invitation?
As early as you can. Two working days is a minimum for most roles, and longer for tasks or for candidates who must travel or arrange leave.
Do I have to ask candidates if they need adjustments?
Offering is good practice and, in many countries, helps you meet your legal duties. State the offer in the invitation and give a contact.
Is it fair to give candidates a task?
Yes, if it matches the job, takes a reasonable time, is the same for everyone and you tell them how you will assess it. See our guide on work sample tests.
What if a candidate asks for something I cannot provide?
Talk with them about alternatives. You do not have to accept every request in the exact form, but you must consider it seriously and, where the law requires it, make reasonable changes.
Related guides
- Hiring guides for hiring managers
- How to build an interview plan for a new role
- Candidate experience checklist
- Work sample tests: how to design a fair task
- All hiring guides for employers
- Reasonable adjustments in interviews: what hiring managers should do
- Accessible interviews: how to plan one for every candidate
This is general information, not legal advice.