Sample for Reference Check Email/Letter
Hiring is a delicate process between finding the right candidate for an open position and protecting your company’s interests. You want to ensure that the person you hire is responsible for the job and references are checked before starting their new career path with your company by asking about any criminal records or lawsuits in which they were involved and what sort of jobs they did in the past. Hence, we know if there are potentially harmful contents such as allergens or other workplace hazards.
Many employers pay attention to what their new hires tell them during the hiring process. They will often contact references and ask for information about how well-versed this person is in tasks relevant to their responsibilities—indicating any concerns regarding performance or credibility already before starting work at your company.
Check out these samples of such reference check letters or emails. It would help if you modified it according to the necessity.
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How to Write an Effective Reference Check Email: Tips and Sample Formats
As hiring managers and recruiters, conducting reference checks is crucial in the hiring process. It allows you to gain valuable insights about a candidate’s past performance, work ethic, and character from individuals who have worked with them. One of the most common ways to request a reference check is through email. In this article, we will explore how to write an effective reference check email, including tips and sample formats that you can use as a guide.
1. Start with a Professional Salutation
When writing a reference check email, starting with a professional salutation is essential. Address the recipient by their name, followed by a polite greeting. For example:
Dear [Recipient’s Name],
Good [Morning/Afternoon],
2.Introduce Yourself and Your Company
In the opening paragraph of the email, introduce yourself and your company. State your name, job title, and the name of your company. This establishes your credibility and sets the context for the reference check. For instance:
My name is [Your Name], and I am the [Your Job Title] at [Company Name].
3.Mention the Candidate’s Name and Position
Next, mention the candidate’s name and the position they have applied for. This reminds the recipient of the specific context of the reference check and helps them provide relevant feedback. For example:
We are currently considering [Candidate’s Name] for the position of [Position Title] at our company.
4.Request for a Reference Check
Clearly state that you are requesting a reference check from the recipient. Use polite and professional language to make the request. You can mention that you would appreciate their input in evaluating the candidate’s suitability for the role. For instance:
As part of our hiring process, we conduct thorough reference checks, and we would appreciate your input on [Candidate’s Name]’s performance and suitability for the role.
5.Provide Guidance on the Reference Check Process
In the next paragraph, guide the reference check process. Explain what information you are seeking and how the recipient can provide it. For instance, you can ask them to share their feedback on the candidate’s skills, work ethic, strengths, and areas for improvement. You can also request them to provide their contact details for further communication. Here’s an example:
We are particularly interested in understanding [Candidate’s Name]’s skills in [Specific Skills], their work ethic, strengths, and areas for improvement. If possible, please provide examples or anecdotes that illustrate these qualities. Please share your contact details so we can reach out for further clarification.
6.Express Gratitude
End the email by expressing gratitude to the recipient for their time and assistance. Thank them in advance for their valuable feedback and consideration. For example:
We appreciate your time and assistance in providing [Candidate’s Name] feedback. Your input will help us in making an informed hiring decision.
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TEMPLATE #1
(Reference Check Letter)
Ref: _______________
Date: ______________
To
(Name of the Person)
(Designation)
(Name of the Company)
(Address)
Sub: Reference Check for Employment of (Employee Name)
Dear Mr./Ms. __________________
I am from the recruitment team at (Name of Company). We are looking to hire for a position here, and one of your former colleagues applied!
He mentioned that you might know something about him because they worked together in their previous jobs. So we’re trying to get some references from people who’ve worked with this guy before- like if he was reliable or not so great during his time working with us…
We’ll be reaching out soon enough but wanted to make sure there weren’t any issues while doing background checks on our end first.
Please make sure to note the correspondence and the information shared in this regard is strictly confidential.
Thank you for the cooperation!
Sincerely,
For (Name of the Company),
(Signature)
(Name of the Officer)
(Designation)
Encl.: A/a
TEMPLATE #2
(Reference Check Email)
Dear Mr./Ms. __________________
We are writing to ask for a reference check on behalf of (Name), age:___________ yrs.
He/She has applied for the (Name of the Position) and his profile is under consideration along with other candidates who apply within this role at (Name of Company) now that it’s hiring again!
We hope you can help us out by providing an employability report from your time working alongside him or her over such past few years, which would be much appreciated as we need all possible input before making any decisions about gentlemanly behaviour during interviews practices here.
We are conducting a background check on (name) for our company. We would like to discuss his performance and experience with you over the phone, so please confirm your availability at this time by responding affirmatively or negatively via email correspondence if possible! If not able to communicate through emails then let me know when is the best suitable opportunity where we can speak more personally?
As per our hiring policy, we are carrying out these background checks. Please note the communication and the information exchanged between us will be held in strict confidence.
Thanks & Regards
(Name of the Officer)
(Designation) | (Company’s Name)
Conclusion:
Writing a well-crafted reference check email is crucial to obtain valuable insights about a candidate’s suitability for a position. By following the tips and sample formats provided in this article, you can create an effective reference check email that is professional, polite, and optimized for SEO. Remember to personalize the email for each recipient and express gratitude for their time and assistance. With a well-written reference check email, you can gather valuable information to aid in your hiring decision-making process.
