How to Write Interview Invitation Emails in Maritime Recruitment

How to Write Interview Invitation Emails in Maritime Recruitment

Eve Jones

Hopefully you’ve already read our posts about making your maritime recruitment email templates do the hard work for you by introducing yourself to prospective candidates for your jobs at sea and letting applicants know whether they’ve made the next stage in your recruitment pipeline.

Maybe you've also read our post about writing a phone interview invitation email. If so, it’s time to tackle writing an interview email invitation template that invites candidates to come and talk to you in person.

How to write interview invitation emails in maritime recruitment

Phone or Skype interviews are frequently used in the maritime industry. When considerable distances are involved, they’re a far cheaper and more convenient option for both maritime recruitment agencies and shipping companies.

But there are occasions when you really do need to talk to a candidate in person.

man in suit interviewing at a desk with documents

Maybe your vacant position is for one of the higher merchant navy ranks such as Master or you’re recruiting for Chief Officer jobs. Or maybe your Oilers or Wipers are in the same city as you and interviewing them isn’t such a big time suck.

Either way, you’ll be able to save time by sending your candidate an interview invitation email that is a template.

Related: Simplify Maritime Recruitment with Martide Message Templates

Interview invitation email templates

Apart from actually offering a successful candidate one of your jobs at sea, the interview stage can be the most exciting step in your recruitment pipeline.

This is likely to be your first contact with a potential employee so it’s crucial that you get your interview email invitation template just right to increase the chances of the candidate accepting your invite.

After all - a skilled seafarer who is looking for seafarer jobs won’t be on the market for long, so make sure you create a great impression and snap them up before your competition!

two men in shirts shaking hands

There are a couple of things to consider before creating your interview email invitation templates: where will the interview be held and who will be speaking to the candidate? Is a manning agent or one of your maritime recruitment agencies involved? How long will the interview be?

If you’re recruiting for Chief Officer jobs it’s likely to be a lot longer than an interview with an Oiler, Cook or Deck Cadet.

Preparation and interview management are key and will ensure you’re ready to welcome your candidate when they arrive.

Writing an interview email invitation in maritime recruitment

  1. In your first paragraph remind the candidate which of your vacant jobs at sea they’ve applied for and which one of the shipping companies you’re from or representing. They may well have applied for a number of seafarer jobs and clearly stating who you are will eliminate any potential confusion during the recruitment process!
  2. In the second paragraph, tell the candidate exactly why you’re contacting them - in this case to invite them to an interview. Clearly state the time and date
  3. Next you’ll need to give them some idea of what to expect. This will enable the candidate to prepare for the interview and also help to keep the meeting on track when it comes to it.
  4. In your fourth paragraph give your candidate the address and telephone number for your office (or other venue where the interview is to take place) and let them know how to get there. Include a link to a map if necessary and also tell them who they should ask for on arrival.
  5. Finish by urging them to take action by letting them know the deadline for their reply. This should make them act quickly and help you plan ahead.
typewriter with piece of paper in the roller with the word 'deadline' on it

As with your phone interviews, your face-to-face interviews for your seafarer jobs will result in one of two things: you’ll want to hire the applicant or you’ll decide that they’re not suitable for the position.

Therefore your next step will be to either send them an email offering them the job, or an email rejecting them.

Read more: 5 Tips for Better Maritime Recruitment Interviews

We’ve talked before about why you should consider sending rejection emails but to recap, whether you're recruiting for Chief Officer jobs or looking for a Deck Cadet, it’s a common courtesy to someone who has expressed an interest in working with your shipping company.

It also doesn’t burn any bridges should you have a suitable position for them in the future, and it makes your company and brand look better.

Writing a rejection email template after an interview

  1. In your first paragraph thank the candidate for taking the time and effort to apply for one of your jobs at sea. It won’t do anyone any favors to delay the bad news, so cut to the chase and explain that unfortunately they have not been successful in their application.
  2. Some shipping companies have a policy of providing feedback to unsuccessful candidates so you may want to offer a brief explanation as to why they were not successful. You could even include the interviewed applicants to chosen applicant ratio if you feel it will create a more positive candidate experience. After all, being one of fifteen people interviewed will hurt a lot less than being one of three.

If you’d like to refresh your memory on how to write email templates that will help you attract more talent, our blog post about writing candidate sourcing emails should help.

Or maybe you’d like a recap of writing emails to send to seafarers to let them know you’ve received their application?

Meanwhile, next up is the big one: how to write an email template offering a successful candidate the job!

Plus don’t forget that if you’re looking to work with one of the shipping industry’s most proactive and experienced maritime recruitment agencies, Martide will help you fill your vacant seafarer jobs quickly and easily!