Reply to a PhD Interview Invitation: Email Template

Reply to a PhD Interview Invitation: Email Template

Reply to a PhD or master's interview invitation within one working day, in one email that confirms the date, the time in both time zones, the platform and who will attend. If you must move it, give a reason and two concrete alternatives in their time zone. Some programs only allow a new date for a reason outside your control.

Do not treat an academic interview like a job interview, where everything is negotiable. Some universities publish the rules, and they are stricter. TUM's aptitude statute for its MSc in Electrical Engineering and Information Technology, for example, allows a replacement date or a video interview only on a justified request. This page shows what to confirm, when you can ask for a change, and three constructed replies for an applicant in India. Once the interview is booked, our guide to PhD interview questions for international students covers the preparation.

The university pages quoted below were checked on October 31, 2026.

Confirm in one reply

Your reply should settle every practical question in one email, so nobody has to write twice. Confirm or ask about:

1. Date and time in both zones. Write their time first, yours in brackets: "Tuesday, February 9, 2027, 9:00 a.m. Eastern (7:30 p.m. India time)".
2. Platform and link. Zoom, Teams, phone or in person. If the link is not in the invitation, ask when it will be sent.
3. Who will attend. One professor, a panel, current students. Cambridge's postgraduate interviews page lists "Number of interviewers" and "Who will be at your interview (and whether your proposed supervisor is present)" among the things that vary, and says "Your department will provide full details before your interview."
4. Length. It helps you plan the opener; see our tell me about yourself PhD interview answer.
5. Whether a presentation is expected, and if so, how long and on what.

Our arithmetic for the example above: India Standard Time is UTC+5:30 and US Eastern in February is UTC−5, so 9:00 a.m. Eastern is 7:30 p.m. in India. Check every conversion with a time-zone converter, and check again if the date is close to a clock change in either country.

Our view: reply within one working day, even if you need to ask a question. A fast reply that confirms and asks one thing is better than a slow perfect one. The countercase: if the invitation asks you to pick a slot in a booking tool, use the tool and do not email at all unless no slot works.

Asking for another time

First find out whether the program has a rule. TUM's statute for the MSc Electrical Engineering and Information Technology (Anlage 6, linked from the program page; the file name dates it to 16 March 2023) says, in German:

"Der Termin für das Eignungsgespräch wird mindestens eine Woche vorher bekannt gegeben."

"Der festgesetzte Termin des Gesprächs ist von den Bewerbern oder Bewerberinnen einzuhalten. Wer aus von ihm oder ihr nicht zu vertretenden Gründen an der Teilnahme am Eignungsgespräch verhindert ist, kann auf begründeten Antrag einen Nachtermin bis spätestens zwei Wochen vor Vorlesungsbeginn erhalten."

In English (our translation, not an official one): the interview date is announced at least one week ahead; applicants must keep the date set; an applicant prevented from attending for reasons they are not responsible for can, on a justified request, get a replacement date no later than two weeks before lectures start. The same statute sets the interview at 20 to 30 minutes. Our TUM aptitude assessment interview guide covers what that interview scores.

That gives you two different situations:

For the second case, two slots is the right number. One slot forces a yes or no. An open "whenever suits you" pushes the work back to them.

Asking for a video interview

If the invitation already says the interview is online, you do not need to ask. If it says in person and you are abroad, read the rule first. TUM's statute again:

"Bei begründetem und durch die Kommission bewilligtem Antrag ist ein Eignungsgespräch per Videokonferenz möglich."

In English (our translation): a video interview is possible on a justified request that the committee approves. So it is a request with a reason, not a default you can assume.

For accessibility needs, Cambridge's page says: "If you have specific needs (eg accessibility requirements), please contact the department in advance so that adjustments can be made." Ask in your first reply, not on the day.

Three constructed replies

Constructed examples, written by us, not real emails. Context (invented): Priya Nair lives in Pune, India. She has a US PhD interview invitation from Professor D. Kim and a German master's interview invitation under a statute like TUM's. Times are our arithmetic.

Constructed example: confirming a US PhD interview

Reply (74 words, including the subject line):

Subject: Re: Interview invitation – Priya Nair

Dear Professor Kim,

Thank you for the invitation. I confirm the interview on Tuesday, February 9, 2027, at 9:00 a.m. Eastern (7:30 p.m. India time) on Zoom.

Could you tell me who else will join the call, and whether you would like me to prepare a short presentation of my research? If so, how long should it be?

I look forward to the conversation.

Best regards, Priya Nair

Constructed example: asking for another time

Context (invented): the German interview is set for Thursday, January 14, 2027, at 10:00 a.m. CET (2:30 p.m. India time). Priya's university has scheduled a final exam at the same time.

Reply (91 words, including the subject line):

Subject: Request for replacement interview date – Priya Nair, applicant [number]

Dear Admissions Committee,

Thank you for inviting me to the aptitude interview on Thursday, January 14, 2027, at 10:00 a.m. CET. My university has scheduled a final examination at the same time, which I am required to attend. I attach the official examination timetable.

I would like to request a replacement date. I am available at any time between 8:00 a.m. and 2:00 p.m. CET on January 18 to 22, 2027.

Thank you for considering this request.

Best regards, Priya Nair

The reason is outside her control, and she attaches evidence, which is what a "begründeten Antrag" needs. She gives a range rather than two slots, because under a statute like this the committee sets the windows. (Check the dates: January 18, 2027 is a Monday and January 22 is a Friday.)

Constructed example: requesting a video interview

Reply (79 words, including the subject line):

Subject: Request for video interview – Priya Nair, applicant [number]

Dear Admissions Committee,

Thank you for the invitation to the aptitude interview. I currently live in Pune, India, and cannot travel to Germany for the interview date, because I am sitting my final semester examinations in Pune that month.

I would therefore like to request that the interview take place by video conference. I can join at the scheduled time and test the connection in advance.

Best regards, Priya Nair

The reason is specific and true for her case. "It is far" is not a justified reason; "I cannot travel before the date, for this reason" is. Do not claim a reason that is not true.

Questions about interview invitations

Should I reply to everyone on the email?

Reply to the sender and keep anyone they copied in. Do not add new people.

The invitation went to my spam folder and I found it late. What now?

Reply at once, say you found it in your spam folder, and confirm or ask for a new time. Then add the sender's domain to your safe senders list. Under a rule like TUM's, the date may still be binding, so say plainly when you found it.

Can I ask who will interview me?

Yes. It is a practical question. Cambridge lists who will attend among the details that vary and says the department will provide full details.

Can I ask what the interview will cover?

You can ask about the format and length. Do not ask for the questions. Our list of questions to ask a professor in a PhD interview covers what to ask in the call itself.

What should I do after the interview?

Send one short thank-you email within a working day. Our thank-you email after a PhD interview has templates.

Get a free review of your statement of purpose

An interview is built from your written statement, so check that statement while you wait. Get a free Quick Review of your statement of purpose against GradPilot's general PhD statement of purpose rubric. It looks at your research direction, how independent your past research was, the questions you want to pursue and how they connect to the faculty you name. You can also start a PhD SOP review, or browse the PhD essays hub.

Sources

Retrieved October 31, 2026, except where noted.

• Technical University of Munich, Eignungsverfahren, MSc Elektrotechnik und Informationstechnik (Anlage 6; file name dated 16 March 2023), linked as "Description of the Aptitude Assessment (German)" from the program page: one-week notice, binding date, replacement date and video interview on justified request, 20 to 30 minutes.
• University of Cambridge, Postgraduate interviews (no year stated): format variation, full details before the interview, accessibility requests.