2. Create an interview invitation and scheduling form
A simple set of email and online form templates to convey all the key interview information about an interview, making the older applicant feel confident and re-assured about the process.
Design your own invitation and scheduling form, with templates available to edit (please note that square brackets denote text that you should be editing yourself).
Introduction and contents
Many older applicants may not have had recent experience of the recruitment process. This tool focuses on making sure the applicant is fully informed and knows what to expect and comprises of an invitation email, an online scheduling tool (which can be manual or automated), a reasonable adjustments form (to enable applicants to inform you of specific needs), and a confirmation email to ensure the candidate is fully informed.
The following template is an example of the questions prepared in a Google Form. The questions can be downloaded in a template for the user to edit and adapt as appropriate for their organisation. The questions and format should be simple to use in any online form software application
Sending an invitation email
Providing candidates with multiple options to choose from for their interview is helpful for all candidates, but especially those who may have more commitments to work around. It may also reduce the stress of having to explain why they cannot make a requested time . Add a link to the scheduling form underneath (learn more about scheduling forms in section 2 below).
Example:
Dear Sally, We're delighted to be able to invite you to interview for the Project Manager role at The Example Company. Click on the link below to schedule your interview. You'll be able to choose your preferred time and other options to suit you best. [Link to form] Once you select your preferences, you will receive an email confirming the details about your interview. Please call 00000000000 if you'd prefer to schedule on the phone. This form will take approximately 2 minutes to complete.
Provide as much specific and succinct information about the interview or assessment as possible. If there is any further guidance or information on your website that you think would help candidates, add a link to it here.
Example:
About this interview:
- Length: 60 minutes (we can take breaks)
- Location: Remote (call with or without video) or in person
- Format: The interview will be in a question-and-answer format. The panel will ask you 4 to 6 questions. You'll be able to raise questions and subjects for discussion.
- Preparation: There is no specific preparation for this interview, but we suggest you look at our values on our website and understand how you meet the requirements in the job description (attached).
Candidates may still want to make a direct request, so we suggest keeping this option open by adding this sentence to the form.
Example:
If you are disabled and would like us to make adjustments to the interview (or require them for any other reasons), please add them to the scheduling system or let me know directly.
Before sending invites, decide who should be the point of contact for any questions candidates might have. Ideally, this should be the person sending the email, but in some cases it may be someone else.
Example:
Please do contact me if you have any queries in the meantime. Kind regards, Sam H. Hiring Manager, The Example Company
Template (to copy)
Subject line: Your [X] at [Company name]
Dear [Candidate’s name], We're delighted to be able to invite you to [Type of session] for the [Role name] role at [Company name].
Schedule
Click on the link below to schedule your interview. You'll be able to choose your preferred time and other options to suit you best.
[Link to form]
Once you select your preferences, you will receive an email confirming the details about your interview. Please call [Phone number] if you'd prefer to schedule on the phone. This form will take approximately [number] minutes to complete.
About this [Type of session]
- Length: [number] minutes (we can take breaks)
- Location: Remote (call with or without video) or in person
- Format: The [Type of session] will be in a [describe how you will run the session, e.g. question-and-answer, task based] format. [Describe the session in a bit more detail]. You'll be able to raise questions and subjects for discussion.
- Preparation: [Describe any preparations the candidate might need to do]
If you are disabled and would like us to make adjustments to the [Type of session] (or require them for any other reasons), please add them to the scheduling system or let me know directly.
Please do contact me if you have any queries in the meantime. Kind regards, [Name of line manager or person responsible for answering questions] [Role, Company name]
Invitation Email (downloadable Word template)
Making a scheduling form
Add a description
Be clear about what this form is for and make sure to add a phone number in case candidates prefer to speak to someone or have any issues with the form.
Example:
Please use this form to schedule your interview. You'll be able to select the date/time, format and location, and other preferences. You can also call us on 0000000000 and someone will take you through the scheduling process. Filling out the form takes 2 minutes.
Location (Mandatory)
If possible, add an option to do the interview online and in-person at the office. During qualitative interviews we found that older workers tended to ask for practical details such as the location and how to get there. Follow these instructions to add a link to a Google Map location.
Example:
Where would you like your interview to be?
- In person, at our London Office [Google map link]
- Remote, video call on Zoom
- Remote, telephone call
Step 2 - Date & Time (Mandatory)
Make sure to have as wide a range of times as possible within the availability of the people who will be carrying out the interviews. You can use a tool like Calendly, Google Appointment Schedule or Microsoft Bookings to make this easier and synced with your calendar. Providing multiple options may reduce the stress of having to rearrange plans or request another time slot.
Example:
Please select a date and time that suits you. Interview length: 60 mins. Select each option that works for you.
- [List of times per date]
Support options (Mandatory - Multiple choice)
Providing an adjustment request form to all candidates may encourage more people to request adjustments. The form may make it feel less like a ‘special’ or inconvenient request. Enabling candidates to first select the broad types of support they may need reduces the time it takes to complete the form and means candidates only see relevant options .
Please note that this relies on survey software that is able to selectively display the questions that candidates have selected. If your software does not have this functionality, then you can skip this step. Organisations should seek to understand which options to include that are more relevant or specific to their interview or assessment process and the role they are recruiting for.
For example, you may not be able to offer in-person interviews and therefore would need to tailor the options to suit online interviews like removing ‘accessible parking’ or ‘access to the building’.
Example:
How can we support you in this interview?
Let us know what we can do to make your interview experience better. We are keen to make our interview setup as comfortable for you as possible so that we can see you at your best. Choose as many as you like.
- No requirements, I'm all done
- Communication support (e.g. BSL)
- Accessibility (e.g. room setup, access to building, accessible parking)
- Interview format (e.g. video setup, captions, breaks)
- Support preparing for the interview (e.g. interview questions and guidance, reminders, directions to our office)
Other [free text, candidate to write their own]
Communication (Optional - Choose one option)
Make it clear that candidates can request communication support and ensure that candidates know of the ‘UK Government Access to Work’ scheme. If you cannot provide communication support, remove this option.
Example:
You can request communication support, for example, if you are Deaf or hard of hearing and need a British Sign Language interpreter or lipspeaker; or have a physical or mental health condition or learning difficulty and need communication support.
If you choose to bring a communication support person, someone from our team will get in touch with you in advance to ensure we are supporting you the right way. For example, we can add extra time and breaks to your interview.
You can apply to the UK Government Access to Work to get money for communication support at a job interview.
- Yes, I will bring my communication support person
- Yes, I require [Company name] to provide a communication support person
- No, I don't require communication support
Other [free text, candidate to write their own]
Accessibility (Optional - Multiple choice)
Older workers are more likely to be disabled and have long-term health conditions and so offering multiple accessibility options may help older workers (and anyone who is disabled or needs adjustments) feel more comfortable asking for adjustments during recruitment activities and thus have a more equitable start.
Please note, that this isn’t an extensive list of reasonable adjustments and candidates may have other requirements.
Example:
Choose as many as you like. You can apply to the UK Government Access to Work to get support at a job interview.
- Access to accessible toilet
- Accessible parking reservations
- Step-free access
- Wheelchair friendly space
- Reduced light and noise levels
- Accessible keyboard
- Big screen
- Other [free text, candidate to write their own]
Format (Optional - Multiple choice)
Candidates may need other types of support related to the format of the interview. For example, some candidates may need to bring printed materials with them such as prompt cards or a physical copy of their CV or may need a longer time to answer questions or complete the assessment. So, make sure to add these to the form too.
Example:
Interview format: Choose as many as you like.
- I'll need to bring materials as prompts
- I'll need a break (we will ask for your guidance on the day)
- I'll need more time to answer the questions
- Other [free text, candidate to write their own]
Provide the option to request anything else
Offer candidates the option to add any other requirements they may have in case they were not included in the form.
Example
Writing a confirmation email
Add the logistical details that the candidate selected when filling out the scheduling form. For instance, in the example, they selected 10am on Monday 3rd, a remote interview and a break during the interview.
Example:
Date: 10am on Monday 3rd May 2023
Location: Remote, Google Meet video. (A calendar invite will follow with details).
Length: 60 mins (plus a break)
Include names and roles of all interview panel members so that candidates can familiarise themselves with who is on the panel.
Example:
Interview Panel: Kath Rodrigues (Project Director), Manuel Santos (Project Lead) and Olivia Smith (Project Manager).
To help candidates feel at ease and perform at their best, provide clear information on the format of the session. Include the type of session (e.g. interview, task etc), how it is run (e.g. question and answer, task-based etc)
Example:
Format: The interview will be in a question-and-answer format. The panel will ask you 4 to 6 competency-based questions. A competency-based interview aims to use questions to understand how you have previously approached tasks or handled challenges or problems that you are likely to encounter in the role. Here are a couple of example questions:
Recent qualitative research conducted by Ageing Better found in interviews with older workers that some reported having limited recent experience with interviews. So, add at least two example questions so candidates can familiarise themselves with the type of questions.
Example:
- Describe a situation where you had to explain something complex to a colleague or a client. What problems did you encounter and how did you deal with them?
- Tell us about a time when you had to prioritise competing tasks to meet a tight deadline. What steps did you take and how did you ensure you met your deadline?
At the end of the interview you'll be able to raise questions and subjects for discussion
Individuals that are less likely to know someone in an organisation have less inside information about the recruitment process and are less likely to be hired. Therefore, being specific about what a candidate can do to prepare for the interview could help level the playing field for older workers. For example, if you are conducting an interview you could encourage them to look at the requirements in the job description.
Example:
There is no specific preparation for this interview, but we suggest you look at our values on our website and understand how you meet the requirements in the job description (attached).
Add the requirements selected by the candidate in the scheduling & adjustments form, how you will meet those requirements and any additional details (e.g. where the accessible parking space can be located).
Example:
Summary of options selected in the scheduling form:
- We will provide more time to answer questions
- We will provide a break during the interview (guided by you on the day)
During the second phase of the Good Recruitment for Older Workers work, we found that older candidates are interested in understanding practical details. So add clear instructions for what to do on the day, such as details of how to get to the building (e.g. directions from train stations), how they will find you (e.g. let the receptionist know you are here and we will come and collect you from reception) and what to do if they have any issues on the day (e.g. “If you have any issues on the day please call us on 07XXXXXXXXX).
Example:
On the day: Please join 5 minutes before the session, and we will let you into the Google Meet meeting when it's time.
Be specific and clear about what other communications candidates will receive and any next steps in the process.
Example:
You will receive a reminder text message the day before. We will let you know if you have been successful by 30th May.
It is important to provide the option for candidates to get in touch in case there are any reasonable adjustments they require or if they need any other help.
Example:
You can make changes to your scheduling form within the next 48 hours by using the following link: https://schedulelink
If you require any changes after that, get in touch via email or phone. If you are disabled or have additional requirements with regard to interview arrangements, please add them to the scheduling system or let me know directly.de the option for candidates to get in touch in case there are any reasonable adjustments they require or if they need any other help.
Encourage candidates to get in contact if they have any queries and ensure they feel comfortable asking for more help. Provide a contact number so they can get in touch.
Example:
Please do contact me if you have any queries in the meantime. Kind regards, Sam H The Example Company | 07000000000