You're close to making that next great hire, and the reference check is a key final step. A well-crafted email can make all the difference in getting the feedback you need.
Using a template provides a solid framework, taking the guesswork out of the process so you can confidently ask the right questions.
Don't get lost in a crowded inbox. Use a direct subject line like: “Reference Check for [Candidate Name] for [Role Title].” It’s professional, informative, and gets straight to the point.
Briefly introduce yourself, your company, and the role the candidate is being considered for. Giving the reference this context helps them provide relevant, specific feedback about the candidate’s qualifications.
Respect the reference's time. Keep your questions concise and offer flexibility. Let them know they can reply directly to the email or hop on a brief 10-minute call, whichever is easier for their schedule.
Skip the generic questions. Instead, ask about specific skills or situations relevant to the job. For example, “Could you share an example of how they handled a tight deadline?” This gets you the detailed insights you actually need.
Gently communicate your hiring timeline to create a natural sense of urgency. A simple line like, “We’re hoping to make a decision by early next week,” encourages a prompt response without being demanding.
<template>
Subject: Employment Verification for [Candidate Name]
Dear [Reference’s Name],
My name is [Your Name], and I am the [Your Title] at [Your Company Name]. I am writing to you to verify the employment history of [Candidate Name], who is a candidate for the [Job Title] position with us.
Could you please confirm the following details regarding their time at [Candidate's Previous Company Name]?
Any information you provide will be kept confidential. We appreciate you taking the time to help us with this final step in our hiring process.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Character Reference for [Candidate Name]
Dear [Reference’s Name],
My name is [Your Name], and I am the [Your Title] at [Your Company Name]. [Candidate Name] is being considered for the [Job Title] position and has provided your name for a character reference.
Beyond professional skills, we value the personal qualities that individuals bring to our team. To help us get a better sense of who [Candidate Name] is, we would appreciate your perspective on their character. Could you please share your insights on their integrity, reliability, and interpersonal skills?
Any information you provide will be kept confidential. If you prefer a brief call, please let me know what time works for you. We are hoping to make a decision by [Date], so your timely response is greatly appreciated.
Thank you for your help.
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Academic Reference for [Candidate Name]
Dear [Professor's/Reference’s Name],
My name is [Your Name], and I'm the [Your Title] at [Your Company Name]. [Candidate Name] is a candidate for our [Job Title] position and has listed you as an academic reference from their time at [University/Institution Name].
We're interested in understanding [Candidate Name]'s academic achievements and intellectual curiosity. Could you please share your perspective on their performance in your class or program? Specifically, we'd appreciate insights into their analytical skills, ability to grasp complex concepts, and overall work ethic in an academic setting.
Your feedback is an important part of our evaluation process and will be kept confidential. If it’s easier, I’m happy to schedule a brief call at your convenience. We are hoping to finalize our decision by [Date], so a timely response would be greatly appreciated.
Thank you for your time and assistance.
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Professional Reference for [Candidate Name]
Dear [Reference’s Name],
My name is [Your Name], and I am the [Your Title] at [Your Company Name]. [Candidate Name] is in the final stages of our interview process for the [Job Title] position and has listed you as a professional reference.
Your perspective on their professional experience is an important part of our evaluation. To help us get a clearer picture of their qualifications, could you please share your insights on the following?
Any information you provide will be kept confidential. If it’s easier for you, I am available for a brief call this week. We are hoping to make a decision by [Date], so your timely response would be greatly appreciated.
Thank you for your help,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Personal Reference for [Candidate Name]
Dear [Reference’s Name],
My name is [Your Name], and I'm the [Your Title] at [Your Company Name]. [Candidate Name] is being considered for the [Job Title] position with us and has given your name as a personal reference.
We believe that understanding a candidate's personal attributes is just as important as their professional skills. Since you know [Candidate Name] personally, your perspective is incredibly valuable to us. Could you share your thoughts on what drives them and what they are passionate about? We're also interested in learning about their ability to collaborate with others and how they approach new challenges.
Any insights you offer will be kept confidential and will help us get a more complete picture of [Candidate Name]. If you'd prefer to chat, please let me know what time works for a brief call. We are hoping to make a decision by [Date], so we appreciate your timely response.
Thank you,
[Your Name]
[Your Title]
[Your Company Name]
[Your Phone Number]
[Your Email Address]
</template>
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These templates provide a solid foundation for your reference checks, helping you get the information you need efficiently. This step is crucial for building a strong team.
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