Reference Check Request Email Template

Two emails for the reference step: one to the person giving the reference, one asking the candidate for names. Fill in the details and copy.

Style

Empty fields show as [placeholders] you can fill in later. What you type stays in your browser.

Your email

Subject: Reference request for [Candidate's name]

Dear [Reference's name], [Candidate's name] has applied for the position of [Job title] with [Company name] and has given your name as a reference. With their permission, I would like to ask you a few questions about their work as [Their job with the reference] with your company. Could you tell me: - the dates they worked with you and the job they held - what their main duties were and how well they did them - how reliable they were with attendance and safety - whether you would hire or work with them again If it is easier, I am happy to do this by phone: you can reach me at [Your phone], or reply with a good time and I will call you. We hope to make a decision by [Reply by], so a reply before then would be a great help. Thank you for your time. Best regards, [Your name] [Your job title] [Company name] [Your email]
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Reference check request email samples

Words in [brackets] are what you replace. The generator above fills them in for you.

To the reference

Subject: Reference request for [Candidate's name]

Dear [Reference's name], [Candidate's name] has applied for the position of [Job title] with [Company name] and has given your name as a reference. With their permission, I would like to ask you a few questions about their work as [Their job with the reference] with your company. Could you tell me: - the dates they worked with you and the job they held - what their main duties were and how well they did them - how reliable they were with attendance and safety - whether you would hire or work with them again If it is easier, I am happy to do this by phone: you can reach me at [Your phone], or reply with a good time and I will call you. We hope to make a decision by [Reply by], so a reply before then would be a great help. Thank you for your time. Best regards, [Your name] [Your job title] [Company name] [Your email]

To the candidate

Subject: Next step for your [Job title] application: references

Dear [Candidate's name], Thank you for your interview for the [Job title] position at [Company name]. We would like to move to the next step, which is a reference check. Could you send the names and contact details of [How many references] references who can speak about your work, ideally including a recent supervisor? For each one, please include their name, company, job title, phone number and email, and how you worked together. Please let them know we will be in touch. We would like to have the references by [Reply by]. If you have any concerns about us contacting a current employer, tell us and we will work around it. Best regards, [Your name] [Your job title] [Company name] [Your phone]

Tips

  • Get the candidate's permission before you contact anyone, and do not contact a current employer without asking.
  • Ask every reference the same job-related questions so you can compare candidates fairly.
  • Many employers only confirm dates and job title, so ask the candidate for a former supervisor who will talk about their work.

Frequently Asked Questions

Do I need permission to check references?
In practice, yes: ask the candidate first and agree who you will contact. Many company policies and some state laws expect it, and it avoids putting a current job at risk.
What can I ask a reference?
Questions about the work: dates, job title, duties, reliability, safety and whether they would rehire. Avoid questions about health, family, age or other protected characteristics.
What if a former employer only confirms dates?
That is common. Ask the candidate for another supervisor or a senior co-worker who saw their work, or for a written reference they already have.
Is a reference check the same as a background check?
No. A background check bought from a screening company is covered by the Fair Credit Reporting Act and needs written consent and specific notices. A reference call you make yourself is not.

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