Are you on the search for your next superstar employee? One of the key steps in the hiring process is conducting thorough reference checks. But crafting a reference check email that is professional and effective can be challenging. Lucky for you, we’ve compiled a list of reference check email samples that you can use as a guide to create your own. These samples cover a range of industries and job positions, allowing you to find the perfect fit for your needs.
Whether you’re a seasoned HR professional or new to the game, it’s important to make a good impression when contacting previous employers. A well-crafted reference check email not only helps you gather important information about your candidate, but it also shows that you’re organized and professional.
We understand that writing a reference check email can feel daunting, but with our sample templates, all you need to do is fill in the blanks and make any necessary edits to fit your specific needs. These templates cover everything from requesting reference information to thanking the reference for their time.
Don’t let the thought of writing a reference check email stress you out. With our helpful templates, you’ll be sure to create a polished and effective communication that will help you find your next star employee.
The Best Structure for a Reference Check Email
When conducting a reference check, it is essential to have a well-structured email that includes all necessary information in a concise and professional manner. The following is a recommended structure for a reference check email:
Opening
The opening of the email should introduce the sender and state the purpose of the email. This could include your name and position, the company you work for, and the name of the candidate who has applied for the job. For example, “I am [name], [position] at [company name]. We are currently considering [candidate name] for a position at our company and would like to conduct a reference check.”
Background Information
The next section should provide some background information about the candidate, such as their job title, responsibilities, and the period during which they worked at the previous company. This will help the reference giver to provide more relevant and detailed information about the candidate. It’s useful to mention some of the candidate’s skills, positive attributes, and any notable achievements as well.
Questions
In this section, it is crucial to provide specific questions that you would like the reference giver to answer. These questions could include asking about the candidate’s strengths and weaknesses, work ethic, communication skills, and ability to work in a team or independently. It’s also important to include any specific concerns that you have about the candidate so that the reference giver can provide insight on that specific subject.
Thank You and Contact Information
It is always important to thank the reference giver for their time and to provide your contact information in case they have any further questions or comments. You could also include information about the next steps in the hiring process and a time frame for making a decision.
In summary, the best structure for a reference check email includes an opening that explains the purpose of the email, background information about the candidate, specific questions to be answered, and a thank you with contact information. By following this structure, you can ensure that you receive valuable and relevant information about the candidate to help make the best hiring decision for your company.
Reference Check Email Samples
Sample for Employment Verification
Dear [Reference’s Name],
I hope this email finds you well. I am currently in the process of vetting a candidate for a position in our company and I have listed you as a reference for [Candidate’s Name]. Can you please verify the candidate’s employment history with your organization, the candidate’s job title, and their tenure of employment? Additionally, can you please provide any other information that you feel would be relevant for me to know about the candidate?
Thank you for your help with this matter.
Best regards,
[Your Name]
Sample for Education Verification
Dear [Reference’s Name],
I hope you’re doing well. I am in the process of verifying the educational credentials of a candidate and I have listed you as a reference for [Candidate’s Name]. Can you please verify that the candidate attended [Name of School] and graduated with a degree in [Area of Study]? Can you also confirm the dates that the candidate was enrolled? Additionally, can you provide any other information that you think would be useful for me to know about the candidate’s academic achievements?
Thank you for your cooperation in this matter.
Sincerely,
[Your Name]
Sample for Character Reference
Dear [Reference’s Name],
I hope this email finds you well. I am currently considering [Candidate’s Name] for an opportunity, and I have listed you as a reference. I am reaching out today to inquire about the candidate’s character. Would you say that the candidate is reliable, honest, and trustworthy? Are there any outstanding characteristics about the candidate that stand out to you? Any input you can provide would be greatly appreciated.
Thank you for taking the time to assist me with this request.
Best regards,
[Your Name]
Sample for Tenant Verification
Dear [Reference’s Name],
I hope you’re doing well. I am currently considering [Applicant’s Name] as a tenant for an apartment that I own, and I have listed you as a reference. I am seeking any insight you may have about the applicant’s rental history, payment history, and general character. Can you speak to the applicant’s reliability and responsibilities as a tenant?Additionally, can you recommend the applicant for tenancy with your personal endorsement?
Thank you for your time and assistance with this matter.
Sincerely,
[Your Name]
Sample for Professional Network Reference
Dear [Reference’s Name],
It’s great to connect with you. I am considering [Candidate’s Name] on a professional level, and your name came up as somebody I should speak with. I am interested in learning more about the candidate’s work history and their professional capabilities. Can you share with me any details about their past work experiences and your professional relationship? Is there anything about the candidate that sets them apart from their peers?
Thank you for your time and I’m looking forward to your response.
Kind regards,
[Your Name]
Sample for Contractor Reference
Dear [Reference’s Name],
I hope this email finds you well. I am currently seeking out a contractor to work on a project and I have listed you as a reference for [Contractor’s Name]. Can you please tell me about the quality of the work they performed for you? Did they meet deadlines and stay on budget? Did they provide good customer service? Would you recommend them for future work?
Thank you for your assistance with this matter.
Best regards,
[Your Name]
Sample for Volunteer Work Reference
Dear [Reference’s Name],
I hope you’re doing well. I am currently seeking references for [Volunteer’s Name], who has expressed an interest in volunteering for a nonprofit organization I work with. Can you speak to the candidate’s reliability and dedication as a volunteer? Did they work well with the members of the team? Were they able to take direction well and adapt to different circumstances?
Thank you for your time and consideration in this matter.
Sincerely,
[Your Name]
Tips for Writing a Successful Reference Check Email Sample
When it comes to the hiring process, conducting reference checks is a crucial step in determining a candidate’s potential fit for a position. Asking for references and reaching out to them can seem daunting, but with these tips, you can create a reference check email sample that is thoughtful and effective.
First and foremost, it’s important to make sure you have the correct contact information for the candidate’s references. Before reaching out, verify that their email address and phone number are accurate to ensure a smooth process.
Additionally, when writing the email, it’s important to be clear and concise about your intentions. Explain who you are, the position you’re hiring for, and why you’re reaching out to their reference. It’s also a good idea to provide a deadline for when you need the reference information.
In terms of the actual wording of the email, it’s important to be professional and polite. Reference check emails should be straightforward and ask a few specific questions about the candidate’s work performance, strengths, areas of improvement, and overall fit for the position. However, it’s also important to leave room for the reference to provide additional insight or feedback.
Finally, once you receive the reference feedback, it’s important to follow up with the reference and let them know whether or not the candidate is moving forward in the hiring process. This not only shows that you value their input but also maintains a positive relationship for potential future hiring needs.
Reference Check Email Sample FAQs
What is a reference check email?
A reference check email is an email sent to a professional referee/mentor to evaluate a job candidate’s skills, performance, and suitability for a particular job.
What should be included in a reference check email?
A reference check email should include the candidate’s name and job position, the referee’s name and contact information, a brief introduction of the candidate, and a set of job-related questions for the referee to answer.
What is the purpose of a reference check email?
The purpose of a reference check email is to get feedback from the referee/mentor on the candidate’s qualifications, work ethics, personality, and accomplishments. This information can help the organization make better hiring decisions and avoid potential risks.
Is it necessary to conduct reference checks for all job candidates?
Yes, it is highly recommended to conduct reference checks for all job candidates to ensure that they have the required skills, experience, and work ethics to perform the job responsibilities effectively and meet the company’s cultural and ethical standards.
How many references should I ask for?
It is recommended to ask for at least two references from each candidate, preferably from their immediate supervisors or managers who can provide authentic feedback on their work performance.
Should I include personal questions in the reference check email?
No, it is not appropriate to include personal questions in the reference check email as it could lead to potential discrimination or breach of privacy laws. The questions should be job-related and focus on the candidate’s suitability for the job position.
How long does it take to receive a response from the referee?
The response time may vary depending on the referee’s availability and schedule. It is recommended to provide the referee with a timeline to complete the reference check (e.g., within two business days).
Should I follow up with the referee if I haven’t received a response?
Yes, it is appropriate to follow up with the referee after a few days of sending the reference check email if you have not received a response. It shows your commitment and professionalism towards the hiring process.
Can I ask for additional information or clarification from the referee?
Yes, you can follow up with the referee to ask for additional information or clarification on their response. It can help you to get a better understanding of the candidate’s strengths and weaknesses and make an informed decision.
What if the reference check results are negative?
If the reference check results are negative, it is important to discuss the feedback with the candidate and gain clarity on their performance. It can help you to identify potential red flags and make an informed decision.
That’s a wrap, folks!
Well, there you have it! Our ultimate reference check email sample. We hope that it has been of great help to you and your hiring process. Remember, your employees are the lifeline of your company, and you should take everything from the hiring process to reference checks, seriously. We’ve enjoyed sharing our insights with you and hope to see you back here soon! Thanks for reading and don’t forget to come back for more helpful tips and tricks. See you around!