Reference checks are a vital part of making a great hire, but figuring out what to write in that email can be a challenge.
Relying on a template removes the guesswork and ensures you get the crucial information you need. We’ve outlined five different types to help you handle any reference request with confidence.
Your subject line should leave no room for confusion. Use something like “Reference Check for [Candidate Name]” or “Reference Request: [Candidate Name] for [Job Title].” This helps the recipient immediately understand the email's purpose and prioritize it.
Briefly introduce yourself, your company, and the role the candidate has applied for. Giving the reference this context helps them frame their feedback in a way that’s relevant to the position you’re trying to fill.
Vague questions lead to vague answers. Instead of asking, “How was their performance?” ask about specific skills or situations. For example, “Can you describe a time when [Candidate Name] had to collaborate with a difficult stakeholder?” This gets you the detailed insights you actually need.
Keep your email concise and scannable. Let them know they can either reply directly via email or schedule a brief call. Mentioning that a call would only take 10-15 minutes shows you value their time and increases your chances of getting a thoughtful response.
<template>
Subject: Request to Verify Employment for [Candidate Name]
Dear [Reference’s Name or HR Department],
My name is [Your Name], and I'm with the hiring team at [Your Company]. We are currently processing an application from [Candidate Name] for the [Job Title] position, and they have listed your company as a previous employer.
To move forward with their candidacy, could you please verify their employment details? Specifically, we need to confirm their job title and dates of employment. Our records show they worked as a [Job Title at Their Company] from [Start Date] to [End Date].
If you are not the correct person for this request, please forward this email to the appropriate individual or department. Thank you for your time and help.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[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’m part of the team at [Your Company]. [Candidate Name] is in the final stages of our interview process for the [Job Title] position and has provided your name for a character reference.
We believe that great teams are built on more than just skills—they’re built on character. To help us get a fuller picture of [Candidate Name], could you share your perspective on their personal qualities? We’d appreciate your thoughts on their integrity, reliability, and how they collaborate with others. Any insights you can provide into their work ethic or general demeanor would be incredibly helpful.
If it’s easier, I’m also available for a brief 10-minute call. Please let me know what works best for you.
Thank you for helping us with this important step.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Academic Reference Request for [Candidate Name]
Dear [Professor/Dr. Reference’s Last Name],
My name is [Your Name], and I’m with [Your Company]. [Candidate Name] is a candidate for our [Job Title/Internship Program] and has listed you as an academic reference from their time at [University Name].
The role requires strong analytical and research skills, and we’d value your perspective on [Candidate Name]’s academic abilities. Could you share some insights into their performance in your [Course Name or Program]? We are particularly interested in their critical thinking skills, approach to complex subjects, and ability to manage demanding coursework.
Any information you can provide would be a great help as we consider their application. If you prefer, I am also available for a quick 10-minute call. Please let me know what works best for you.
Thank you for your time and consideration.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Phone Number]
[Your Email Address]
</template>
<template>
Subject: Professional Reference for [Candidate Name] for the [Job Title] Role
Dear [Reference’s Name],
My name is [Your Name], and I’m on the hiring team at [Your Company]. I’m reaching out because [Candidate Name] is a finalist for our [Job Title] position and listed you as a professional reference from their time at [Previous Company Name].
To help us understand if [Candidate Name] is the right fit, could you share some details about their performance? We are particularly interested in their contributions as a [Candidate's Previous Job Title], their approach to collaboration, and their key strengths in a professional setting. Any specific examples you can provide about their work would be very helpful.
If it’s easier for you, I’m also available for a brief 15-minute call sometime this week. Please let me know what works best.
Thank you for your help with this important step.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[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 with [Your Company]. I’m reaching out because [Candidate Name] has applied for our [Job Title] position and has given your name as a personal reference.
We value understanding our candidates on a personal level, as it helps us build a cohesive and supportive team. Since you’ve known [Candidate Name] personally, we were hoping you could share some insight into their character. Could you tell us about your relationship with them and your perspective on their reliability, integrity, and general attitude? Any thoughts you have on how they interact with others or handle responsibility outside of a formal work environment would be greatly appreciated.
If you’d prefer to chat, I’m available for a quick 10-minute call. Please let me know what is most convenient for you.
Thank you for your help.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Phone Number]
[Your Email Address]
</template>
The templates above give you the right words, but how your emails look is also crucial for maintaining a professional image. Flodesk provides the tools to design and automate all your business communications, not just marketing campaigns.
You can create beautifully designed emails without any coding or design experience. Learn how to manage your business's email communications with ease at Flodesk.
Having the right words for a reference check is the first step to building a great team. These templates give you the confidence to reach out and get the insights that matter.
The next step is ensuring your outreach looks as professional as it sounds. With Flodesk, you can design and send emails for every part of your business, from hiring to marketing. See how it works at Flodesk.
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