How Do You Ask Clients and Staff for a Video Interview?

You ask clients and staff for a video interview by leading with why their perspective matters, acknowledging their time up front, and backing the request with an information pack that covers logistics before they’re asked: how the day will run, what to wear, and how the footage will be used.

Employees are best approached through internal comms or a trusted manager, and warm clients respond best to a phone call rather than a cold email.

This guide covers who to ask, how to ask, and what to say.

How to Choose the Right People for Your Interviews

Choose interviewees for authenticity and relevance to your message, not seniority. Some of the most powerful interviews come from someone less polished, since that natural, unscripted feel is what makes it relatable.

Aim for a mix of voices: employees matching the roles you’re recruiting for, a cross-section of leadership and staff for company stories, or people who’ve seen the difference your service makes at the ground level for testimonials.

You can work from criteria like these:

Subject matter expertise
Personality and communication style
Representation of diversity within your organisation
Comfort with public-facing roles
Authenticity and credibility with your target audience

For client interviews, also weigh the length and depth of the relationship, success stories they can share, alignment with your ideal customer profile, and any prior signs of satisfaction, such as referrals or positive feedback.

Ask for the Interview the Right Way

Lead with why you chose them, acknowledge their time, and let them know how the footage will be used. Then remove uncertainty from the interview request upfront by briefing interviewees on exactly how the day will run:

When and where they’re needed
How much time it takes
Who’ll be there
What to wear.

How you ask matters as much as what you’re asking, since the initial request sets the tone for the whole experience. A vague invite gets silence; an invite that answers questions before they’re asked gets a ‘yes.’

When crafting the request:

Lead with the why: ‘We’re creating a video to showcase our customer success stories, and your experience implementing our solution represents exactly the kind of transformation we want to highlight.’
Acknowledge their time: ‘I understand your schedule is packed, so we’ve designed the process to take no more than 45 minutes, plus a brief prep call the week before.’
Explain the genuine need: ‘Your perspective as a front-line manager offers insights that executives don’t have, which is why we’ve sought you out.’
Highlight the personal benefit: ‘This video will be featured on our website and LinkedIn, giving you visibility with industry leaders.’

Back this up with an information pack that answers questions before they’re asked: a one-page project overview, sample interview questions, a time commitment breakdown, location and wardrobe details, a summary of the audio and camera setup, how the footage will be used, examples of previous videos, and a consent release form summarising usage rights upfront.

On timing: avoid high-stress periods like the end of the quarter or major launches, and, for clients, avoid asking immediately after signing or during contract renewal. Allow plenty of lead time: 3 to 4 weeks for employees, 4 to 6 weeks for clients.

How to Approach Clients

If you have a warm relationship, start with a phone call rather than an email. Explain the type of video, how it’ll be used, and why their perspective matters, framing it as an expert spotlight.

Reassure them it won’t be a high-pressure, quickfire session; it’ll be a relaxed chat guided by an experienced interviewer, edited afterwards to remove any stumbles. Once they’ve agreed, follow up with an email and the information pack.

How to Approach Employees

Approaching employees works best through internal comms or a direct line manager, ideally someone the employee already knows and trusts. Position it as part of a company project rather than an ad hoc task, and make clear it’s voluntary.

Explain what the video is for, whether that’s company culture, recruitment, or employer branding, and why their voice specifically matters. Tell them exactly how the day will run: when, where, and who’ll be there.

If they’re unsure, a quick pre-interview chat with the video team helps answer questions and settle nerves before the shoot.

When In-Person Isn’t Possible

If travel or scheduling makes it tricky, remote recording can still deliver a professional result. We use Riverside, which records high-quality video and audio locally on each participant’s device, so the final footage holds up even if someone’s internet connection doesn’t.

Setting Clear Expectations

Once someone says yes, have clear communication to prevent surprises and build trust. A short pre-interview confirmation email should cover the date, time, location, arrival instructions, duration, setup, on-the-day contact, and simple wardrobe guidance.

A 15-minute call a day or two before filming gives you the chance to walk through the format and confirm logistics, a small step that pays off in calmer, more confident interviews.

Helping Interviewees Feel Comfortable and Confident

Help interviewees feel comfortable and confident through the steps before, during, and after filming:

Set the scene. Keep the space physically comfortable, with supportive seating, water, and tissues on hand, and allow short breaks if the session runs long.
Explain the format. Let them know it’s conversational, not scripted; they’re simply sharing their perspective.
Take away the pressure. Remind them it isn’t live and isn’t a test. They can pause, reflect, or rephrase as often as needed.
Build camera confidence. Reassure them that lighting, sound, and camera angles are all set up to help them look their best, and a skilled editor handles the polish.
Ease the nerves. Have a few minutes of warm-up chat and genuine reassurance, especially for very nervous interviewees.
Guide with care. Keep it relaxed, allow pauses, and if feedback’s needed, lead with what worked before offering one clear adjustment.
Follow through. Thank them sincerely, follow up within 24–48 hours, and share early access to the finished video once it’s ready.

Addressing Common Concerns Proactively

Address hesitations before they surface by using real examples from past interviews to show the authentic, relatable style you’re aiming for. Here’s how to respond to the most common hesitations:

‘I’m not good on camera.’ Say, “We work with people who specialise in making interviewees comfortable. The format is conversational, just like a normal chat, and you’ll have input on the final selection.”
‘I don’t know what to say.’ Assure them, “We’ll send questions at least a week ahead, offer a no-pressure prep call, and edit to showcase your best moments. There’s no need to memorise anything.”
‘I don’t have time for this.’ Break the commitment down clearly (for example, a 15-minute prep call, a 45-minute interview), and offer flexible scheduling or remote recording if that’s easier.
‘How will this be used?’ Be specific about where it’ll appear, who’ll see it, how long it’ll stay active, and put usage terms in writing, with review privileges before it’s published.

Start Capturing Compelling Client Stories

At WeMOV, we make client case study and testimonial shoots a smooth, professional experience for your brand and your clients.

Explore our core production capabilities across Australia:

Get a free quick quote for your customer case study video campaign: organise yours today.

Frequently Asked Questions

When is the best time to ask a client for a video testimonial?

The best time to ask is immediately following a major milestone, a successful project launch, or positive feedback about your service.

How long does a client testimonial shoot take?

With a professional crew, an on-camera client interview takes only 15 to 20 minutes. The crew manages lighting and sound setup in advance to minimise disruption.