Free HR Tool

Interview Call Letter Generator India 2026

Updated · GetHirePlus team

Draft an interview call letter for an in-person, video or phone round. The tool works out the end time and a confirm-by date that skips weekends, flags short notice, and gives you a calendar file for the candidate. No login needed.

An interview call letter is the employer's written invitation to a shortlisted candidate. It should name the role and round, the date, start time and length in IST, the venue or video link, who to ask for, the documents to bring, a date to confirm by, an offer of disability adjustments, and a clear statement that no fee is charged.

Sample details shown. Replace them with your own.

Company details
Optional.
Candidate and role
The number you will call.
Date, time and place
Weekends are skipped, so the date lands on a working day. Use 0 for "by the interview day".
Time for security, visitor pass and ID checks. Use 0 to leave it out.
Use 0 if you do not reimburse travel.
Documents to keep ready
Ask only for what this round needs. Salary slips and certificates are usually checked later, at the offer stage.
Contact and signature
Use your company domain. The no-fee line names it.
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Sample details shown. Use "Edit details" to change them.

This tool runs entirely in your browser. Nothing you type is uploaded or stored. It produces a draft for an HR team to review, not legal advice. Spotted a wrong value or statement? Write to [email protected].

How to write an interview call letter candidates act on

An interview call letter does three jobs. It tells the candidate exactly where to be and when, so nobody waits in the wrong lobby or joins the wrong link. It sets expectations for the round, so the candidate prepares for the right thing. And it is often the first formal document a candidate receives from you, so it shapes whether they trust the process enough to show up. Most no-shows and late starts trace back to a missing detail: no time zone, no floor number, no contact, or a link sent separately that got lost.

For a role you are hiring in volume, the call letter is also where the schedule becomes a commitment. Ask the candidate to confirm by a set date, and you find out about dropouts early enough to fill the slot.

What every interview call letter needs

  1. Who and what. Company name on the letterhead, a reference number, the date of issue, the candidate's name, the position and job ID, and which round this is.
  2. When. The date, the start time with "IST" written next to it, and how long the round should take. Candidates applying from another city or abroad will read the time zone first.
  3. Where or how. For an in-person round: the full venue address with tower and floor, who to ask for at reception, and how early to arrive for security. For video: the platform and the link inside the letter. For phone: the number you will call and who will call.
  4. What to expect. One line on what the round covers and who is on the panel. Telling people what to prepare gets you a fairer read of their ability.
  5. What to bring. Only the documents this round needs. A photo ID is usually enough at the first round; salary slips and certificates belong at the offer and background check stage.
  6. Confirm by. A working day by which the candidate should reply, and a way to ask for another slot.
  7. Accessibility, fees and data. An invitation to ask for adjustments, a statement that you charge no fee, and a short line on how you use their details.

In person, video or phone: what changes

FormatAdd to the letterCommon gap
In personFull address, floor, landmark, reception contact, arrive-early time, documents to bring in original, travel reimbursement if you offer it.No name to ask for at reception, so the candidate waits while someone finds the panel.
VideoPlatform, the meeting link, a request to test camera, microphone and connection, and a phone number to call if the link fails.Link sent in a separate calendar invite that lands in spam.
PhoneThe number you will call, the caller's name, and what to do if the call drops.Candidate does not pick up an unknown number at the scheduled time.

If your first round is a structured screening call, an AI phone interview can run it at a time the candidate picks, and the call letter only needs to explain how to take it.

The legal points an Indian employer should keep in mind

The four labour codes came into force on 21 November 2025 [1]. Under section 3(2) of the Code on Wages, 2019, no employer may discriminate on the ground of sex while recruiting for the same work or work of a similar nature, except where the law restricts women's employment in that work [2]. Keep the call letter, the round and the documents you ask for the same for every candidate shortlisted for a role.

The Rights of Persons with Disabilities Act, 2016 counts the denial of reasonable accommodation as discrimination on the basis of disability [3]. Courts have applied this to private employers too, including the Karnataka High Court in PSBB Learning Leadership Academy v. Barnali Rout [4]. Asking every candidate in the call letter whether they need an adjustment, such as step-free access, a sign language interpreter or extra time, is a simple way to start that conversation.

A call letter also collects and uses personal data. The Digital Personal Data Protection Rules, 2025 were notified on 14 November 2025 with a phased timeline [5], and the main obligations of the Digital Personal Data Protection Act, 2023, including notice and consent, apply from May 2027 [6]. Starting now with a one-line notice of why you hold the candidate's details and how to ask for deletion makes that change easier. Our post on the DPDP Act and candidate data goes into more detail.

Protect candidates from fake call letters

Fake interview and offer letters that ask candidates for money are common enough that large employers publish warnings. Amazon, for example, states that it does not charge candidates at any stage of recruitment, and that scam emails often come from free webmail addresses rather than its own domain [7]. Your call letter can do the same: say that no fee is charged, name the domain you write from, and send the letter from that domain. The tool flags a contact email on a free webmail domain.

Common mistakes

Before you send it: check the date and time against the panel's calendar, open the video link yourself, and make sure the reply address is monitored. Send it from your company domain.

Scheduling more interviews than your panel can take?

GetHirePlus screens resumes against the job, runs AI phone interviews that candidates take at a time they choose, and keeps every round in one applicant tracking pipeline. Free to start for employers.

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Interview call letter FAQ

What is an interview call letter?
An interview call letter is a written invitation from an employer to a shortlisted candidate to attend an interview. It names the position and round, the date, start time and expected length, the venue, video link or phone arrangement, the contact person, the documents to keep ready and the date by which the candidate should confirm.
What should an interview call letter include?
It should include the company name and a reference number, the candidate's name, the position and job ID, the interview round, the date and start time with the time zone, the expected length, the venue address or meeting link, who to contact, the documents to bring, a confirm-by date, a way to reschedule, an offer of adjustments for disability and a statement that no fee is charged.
How many days before the interview should the call letter be sent?
No law fixes a period. Give enough time for a candidate who is working elsewhere to arrange leave or travel. This tool flags a call letter sent less than two days before the interview as short notice, and sets the confirm-by date on a working day before the interview.
Do companies charge a fee to attend an interview?
Genuine employers generally do not. Amazon, for example, states that it does not charge candidates at any stage of recruitment and warns that scam emails often come from free webmail addresses. Saying in your call letter that no fee is charged, and naming the email domain you write from, helps candidates spot fake letters.
Should an interview call letter offer adjustments for candidates with disabilities?
It is good practice. The Rights of Persons with Disabilities Act, 2016 treats denial of reasonable accommodation as discrimination on the basis of disability, and courts have applied this to private employers. A line inviting candidates to ask for step-free access, an interpreter, extra time or another format opens that conversation early.
Does the DPDP Act apply to candidate details used in a call letter?
Candidate names, emails and phone numbers are personal data. The Digital Personal Data Protection Rules, 2025 were notified on 14 November 2025 with phased compliance, and the main obligations of the DPDP Act, 2023, including notice and consent, apply from May 2027. A short line on how you use the candidate's details and how to ask for deletion is a sensible start.
What is the difference between an interview call letter and an offer letter?
An interview call letter invites a candidate to an interview round and creates no job commitment. An offer letter comes after selection and sets out the proposed role, pay and joining date for the candidate to accept. Our offer letter generator drafts that letter.
Is this interview call letter generator free?
Yes. The tool is free, needs no login, and runs entirely in your browser. Nothing you type is uploaded or stored by GetHirePlus. If a value or a statement on this page looks wrong to you, tell us at [email protected] and we will fix it.

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This page is general information for HR teams, not legal advice. Your obligations depend on your establishment, the state you operate in, your standing orders and policies, and the facts of each case.