Client Interview: Prep Notes for the Candidate – Email Template

Client Interview: Prep Notes for the Candidate – Email Template

Interview confirmation and prep email is one of the most important recruiter touchpoints in the hiring process. It sets the tone for the candidate’s interview, helps them feel confident, and ensures they represent both themselves and Restaurant Zone at the highest level.

You’re not just confirming logistics — you’re:

• Reinforcing professionalism

• Prepping the candidate to align with the client’s values and expectations

• Reducing the risk of a poor first impression, no-show, or misalignment

• Adding value as a recruiter (we don’t just “pass resumes”)

When to Send

Send this email as soon as the client confirms the interview. It should go out within the hour, ideally the same business day. No delays.

What It Includes

• Clear confirmation of date, time, location, and who they’re meeting

• A request for reply to confirm attendance

• A reminder to bring a printed resume and dress professionally

• Tactical prep notes: how to frame their leadership style, show brand alignment, ask smart questions, and close the interview strong

Tone & Style

• Warm, confident, and supportive — like a trusted coach

• Clear and professional — no typos, no fluff, no long blocks of text

• Personalize where possible — use their first name, reference the concept/brand

Why It Matters

Most candidates — even experienced managers — don’t interview often. They forget how to position themselves for the role, speak in strategic language, or answer client-specific questions. This prep:

• Increases their chances of moving to the next round

• Makes you look like a high-touch, value-adding recruiter

• Protects your client relationship (bad interviews cost trust)

• Helps us maintain our standard of quality across all submissions

Best Practices

• Always double-check spelling of names, addresses, and dates.

• Use the approved email template (we can customize it, but keep core structure).

• Follow up with a text if you haven’t received confirmation within 24 hours.

• If a candidate seems nervous or unsure, offer to do a quick role-play or call.

Big Picture

This step is one of the key differentiators that makes Restaurant Zone a partner, not just a resume-pusher. You are setting the candidate up for success — and building long-term client trust in the process.

Email Template:

Hi [Candidate],

Your interview is confirmed — Wednesday, January 31st at 10:00 am at [FULL ADDRESS]

Please reply to this email confirming you’ll be there. Thank you.

You’ll be meeting XYZ. Here are some things to review before your interview. Please print and bring a hard copy of your updated resume with you to the interview. Definitely dress for success, professional attire works.

I know you are an experienced manager, however over the years I have found that as folks in operations, we are sometimes better at interviewing than being interviewed. These notes have helped many a talented manager land a better opportunity over the last several years…

* Arrive EARLY and keep commuter traffic in mind.

* High energy, enthusiasm, and passion always a winning formula.

* Speak about your obsession for FRESH food and catering

* Speak in terms of inclusive management style “we”, not “I”.

* Stay positive about all situations- reason for leaving and so forth

* You are a fan of the brand & would love to be part of its success

* You are service-focused, staff focused (speak to how you manage service).  Visible, available, and approachable, you understand how to engage and manage millennials, and communicate effectively (one on one, coach at the moment)  You lead the charge, and set the pace & tone for the shift!

* Somewhere in the conversation share your attention to detail on cleanliness, food standards,  and sanitation awareness….

* Ask a few good questions:  Ask about the company culture, and what is it like (“describe for me”).  Ask about the growth of the company and the challenges it faces.  Ask them about his/her tenure w/ the brand and what he enjoys about it. Maybe one other question you  might have that would be good

* Close w/ a thank you & appreciation for his time and that you more than ever have a strong interest in an opportunity with them.

——–Stay away from questions about the quality of life or bonus/benefits on a first interview unless they bring it up. That information will come. ———–

Hope this helps, overall focus on your passion, energy, your high standards, and your ability to have care and concern for your team. Have a great interview, I’m sure you’ll do great. Break a leg and good luck!

Regards,

[Your Name]

Junior Recruiter