Interview Etiquette

Interview Etiquette: Your Secret Handshake to Success 🤝

Think of interview etiquette like the “magic words” your parents taught you — please, thank you, excuse me. These simple things open doors that even the smartest people can’t open without them!

The Big Picture: Why Manners Matter

Imagine you’re at a birthday party. Two kids want the last slice of cake:

• Kid A grabs for it and says “GIMME!”
• Kid B smiles and says “May I please have some cake?”

Who do you think the host likes better? That’s interview etiquette in a nutshell. It’s not about being fake — it’s about showing respect and making others feel comfortable around you.

Your interview journey has many “touchpoints” — emails, phone calls, the actual interview, and follow-ups. Each one is a chance to shine or stumble.

📧 Email Etiquette: Your Digital First Impression

Think of Email Like Sending a Letter to a King

In old times, if you wrote a messy letter to a king, you’d be in trouble! Emails work the same way. They show who you are before anyone meets you.

The Golden Rules

1. Subject Line = The Envelope

✅ GOOD: "Application for Marketing Manager - Sarah Chen"
❌ BAD: "hi" or "job plz" or leaving it blank

2. Greeting = Knocking on the Door Politely

✅ GOOD: "Dear Mr. Johnson," or "Hello Ms. Garcia,"
❌ BAD: "Hey!" or "Yo!" or no greeting at all

3. Body = What You Actually Say Keep it short and clear. Three parts:

• Why you’re writing (1 sentence)
• The main point (2-3 sentences)
• What happens next (1 sentence)

4. Closing = Saying Goodbye Nicely

✅ GOOD: "Thank you for your time. Best regards, [Your Name]"
❌ BAD: "Bye!" or just your name or nothing

Example: A Perfect Interview Email

Subject: Interview Confirmation - Data Analyst Position - Alex Kim

Dear Ms. Thompson,

Thank you for inviting me to interview for the Data
Analyst position. I am excited to meet with you.

I confirm my interview for Tuesday, March 15th at
2:00 PM at your downtown office.

Please let me know if you need anything from me
before then.

Best regards,
Alex Kim
555-123-4567

Quick Email Checklist

• ✅ Professional subject line
• ✅ Proper greeting with name
• ✅ Short, clear message
• ✅ Polite closing
• ✅ Your contact info
• ✅ Proofread for typos!

📞 Phone Etiquette: Your Voice Is Your Handshake

Think of a Phone Call Like Meeting Someone in the Dark

They can’t see you smile, so your voice has to do all the work! Imagine talking to someone who sounds grumpy vs. someone who sounds happy — big difference, right?

Before the Call

Prepare Your Space:

• Find a QUIET spot (no dogs barking, no TV, no siblings yelling)
• Have pen and paper ready
• Keep your resume nearby
• Charge your phone!

Prepare Yourself:

• Stand up or sit straight (it changes how you sound!)
• Smile when you talk (people can “hear” a smile)
• Have water nearby

During the Call

The Perfect Phone Greeting:

✅ GOOD: "Hello, this is Jamie speaking. Thank you
         for calling!"

❌ BAD: "Yeah?" or "Who's this?" or just "Hello..."

Speaking Tips:

• Speak slowly and clearly
• Don’t interrupt — wait 2 seconds after they finish
• Say “Yes” instead of “Yeah” or “Uh-huh”
• Use their name: “That’s a great question, Ms. Lee”

After the Call

Always say:

"Thank you so much for your time today. I look
forward to hearing from you. Have a great day!"

Flow of a Professional Call

graph TD
    A["Phone Rings"] --> B["Answer Professionally"]
    B --> C["Listen Carefully"]
    C --> D["Take Notes"]
    D --> E["Ask Questions"]
    E --> F["Thank Them"]
    F --> G["Confirm Next Steps"]

✅ Confirmation Etiquette: Always Say “Got It!”

Think of It Like a Game of Catch

If someone throws you a ball and you catch it, you should show them! Otherwise, they don’t know if you got it.

Why Confirmation Matters

When a company sends you interview details:

• They don’t know if you received it
• They don’t know if you can make it
• They might think you’re not interested!

The Perfect Confirmation

Step 1: Reply Within 24 Hours Don’t wait 3 days — that’s too long!

Step 2: Repeat the Details Back This shows you understood correctly.

Step 3: Show Enthusiasm

Subject: RE: Interview Invitation - Confirmed

Dear Mr. Rodriguez,

Thank you for the interview invitation! I am
pleased to confirm:

- Date: Wednesday, April 5th
- Time: 10:00 AM
- Location: 123 Business Street, Room 4B
- Interviewer: Mr. Rodriguez

I am excited about this opportunity and look
forward to meeting you.

Best regards,
Jordan Taylor

What to Confirm

🎯 Honesty in Interviews: The Truth Always Wins

Think of Honesty Like Building with Bricks vs. Playing Cards

Card House: Looks good fast, but one touch and it falls! Brick House: Takes longer, but stands forever.

Lies are like card houses. They might help you get the job, but they ALWAYS fall apart later.

Why Honesty Matters

The Company WILL Find Out:

• Background checks reveal past jobs
• References will be called
• Skills tests will show the truth
• Google exists!

Getting Caught = Career Damage:

• Fired for lying (this follows you)
• Burned bridges
• Bad reputation in your industry

How to Be Honest AND Impressive

Scenario 1: You Don’t Have a Skill They Want

❌ LIE: "Yes, I'm an expert in Excel!"
   (Then you can't do the job...)

✅ HONEST: "I have basic Excel skills and I'm
   actively learning advanced features. I'm a
   fast learner and committed to mastering it."

Scenario 2: You Left Your Last Job Badly

❌ LIE: "I left for new opportunities"
   (When you were actually fired...)

✅ HONEST: "That role and I weren't the right fit.
   I learned from that experience and now I know
   what environment helps me do my best work."

Scenario 3: You Have a Gap in Employment

❌ LIE: "I was freelancing"
   (When you were job hunting...)

✅ HONEST: "I took time to care for my family
   and used that period to take online courses
   in my field."

The Honesty Formula

graph TD
    A["Difficult Question"] --> B{Do You Have
    Something Positive?}
    B -->|Yes| C["Share Truth + Positive Spin"]
    B -->|No| D["Share Truth + What You Learned"]
    C --> E["Move Forward Confidently"]
    D --> E

🔄 Rescheduling Professionally: Life Happens!

Think of Rescheduling Like Changing Dinner Plans

If you tell your friend “I can’t come to dinner” at the last second with no reason, they’re upset. But if you call early, explain nicely, and suggest a new time, they understand!

The Rules of Rescheduling

Rule 1: Do It EARLY

• As soon as you know, tell them
• 24-48 hours notice minimum
• Last-minute = bad impression

Rule 2: Have a REAL Reason

• Family emergency
• Illness
• Unavoidable work conflict
• NOT: “Something better came up”

Rule 3: Apologize and Take Responsibility

• Don’t blame others
• Show you understand it’s inconvenient

Rule 4: Offer NEW Times Immediately

• Don’t just say “let’s reschedule”
• Give 2-3 specific options

The Perfect Reschedule Email

Subject: Request to Reschedule Interview - Maya Patel

Dear Ms. Williams,

I am writing regarding my interview scheduled for
Thursday at 3 PM. Unfortunately, I have a family
emergency that requires my immediate attention.

I sincerely apologize for any inconvenience this
causes. I remain very interested in the Marketing
Coordinator position.

Could we possibly reschedule? I am available:
- Friday, June 10th: Any time
- Monday, June 13th: Morning
- Tuesday, June 14th: After 2 PM

Thank you for your understanding. I look forward
to meeting with you soon.

Respectfully,
Maya Patel
555-987-6543

When NOT to Reschedule

Reschedule Flow

graph TD
    A["Problem Arises"] --> B["Contact ASAP"]
    B --> C["Apologize Sincerely"]
    C --> D["Explain Briefly"]
    D --> E["Offer 2-3 New Times"]
    E --> F["Thank Them"]
    F --> G["Confirm New Time"]

💬 Professional Communication: Speak Like a Pro

Think of Communication Like Choosing Your Outfit

You wouldn’t wear pajamas to a fancy restaurant, right? The same goes for words! Different situations need different ways of talking.

The Three Zones of Communication

graph TD
    A["Communication Zones"] --> B["Casual Zone"]
    A --> C["Professional Zone"]
    A --> D["Formal Zone"]
    B --> E["Friends & Family
    'Hey! What's up?'"]
    C --> F["Workplace & Interviews
    'Hello, how are you?'"]
    D --> G["Legal & Executive
    'Good afternoon,
    I hope this finds you well.'"]

Professional Language Swaps

Body Language IS Communication

Even when you’re not talking, you’re communicating!

Positive Signals:

• Eye contact (shows confidence)
• Smile (shows friendliness)
• Straight posture (shows interest)
• Nodding (shows you’re listening)
• Open hands (shows honesty)

Negative Signals:

• Crossed arms (looks defensive)
• Looking down (looks nervous)
• Fidgeting (looks anxious)
• Checking phone (looks rude)
• Slouching (looks uninterested)

The STAR Method for Answers

When answering interview questions, use this formula:

S - Situation: "In my last job..."
T - Task: "I needed to..."
A - Action: "So I..."
R - Result: "And the result was..."

Example:

Q: Tell me about a challenge you faced.

A: “At my last job (S), we had a customer complaint that needed solving in 24 hours (T). I gathered the team, created a plan, and worked extra hours (A). We solved it in 12 hours and the customer became our biggest fan ®!”

🌟 Putting It All Together: Your Etiquette Timeline

From first contact to job offer, here’s your etiquette journey:

graph TD
    A["See Job Posting"] --> B["Apply with
    Professional Email"]
    B --> C["Receive Interview Invite"]
    C --> D["Send Confirmation
    Within 24 Hours"]
    D --> E{Any Conflicts?}
    E -->|Yes| F["Reschedule
    Professionally"]
    E -->|No| G["Prepare for Interview"]
    F --> G
    G --> H["Interview Day:
    Be Professional & Honest"]
    H --> I["Send Thank You
    Email Same Day"]
    I --> J["Wait & Follow Up
    Politely"]

🎯 Quick Reference: The Etiquette Checklist

Before the Interview

• [ ] Confirm interview within 24 hours
• [ ] Research the company
• [ ] Prepare professional outfit
• [ ] Know the location/link
• [ ] Have questions ready

During Communication

• [ ] Use proper greetings
• [ ] Speak clearly and professionally
• [ ] Listen more than you talk
• [ ] Be honest in all answers
• [ ] Show enthusiasm

After the Interview

• [ ] Send thank-you email same day
• [ ] Follow up after 1 week if no response
• [ ] Keep communication professional

The Final Secret: Be Genuine

Here’s the truth that makes all etiquette work: mean it.

• Don’t just say “thank you” — actually feel grateful
• Don’t just act professional — actually respect the process
• Don’t just seem interested — actually be curious

People can tell the difference between acting polite and being polite. When you genuinely care about making a good impression and respecting others’ time, etiquette becomes natural.

You’ve got this! Every interview is practice, every email is a chance to improve, and every phone call makes you more confident. Go show them the professional, honest, respectful person you are! 🚀