Asking candidates for references email template
Before extending a job offer to candidates, consider getting references from their former managers or coworkers. This way, you can make well-rounded hiring decisions by getting feedback from people who’ve seen your potential hires on the job.
Use the following email template to ask candidates to provide references during the final hiring stages. Two or three contacts are usually sufficient to learn about candidates’ past work performance.
To avoid back-and-forth emails, make sure you ask candidates to send you all necessary contact information, including names, phones or emails and the working relationship they had with their references.
You can ask specifically to get references from managers if, for example, you want to learn whether your candidates can follow instructions, take initiative and meet deadlines. To check how candidates behave as part of a team, ask for references from coworkers.
Asking for references email template
Contents
Subject line
[Job_title] at [Company_name]
Email body
Dear [Candidate_name] / Hi [Candidate_name],
Thank you for taking the time to talk to us about the [Job_title] position and [completing your assignment]. We enjoyed getting to know you and we’d like to move to the [next/final] stage of the process. Could you provide me with [two] references of yours? It would be nice if you could send me the names, reporting relationship and phones or emails of [two] of your former [managers/colleagues].
Feel free to contact me if you have any questions.
Email sign off
All the best / Kind regards,
[Your name]
[Your email signature]
When to ask for candidate references
It’s generally advisable to request references after a successful interview. This timing ensures that you’ve had an initial assessment of the candidate and see potential in their fit for the role. By waiting until after the interview, you also avoid the premature task of checking references for candidates who might not progress to the next hiring stage.
However, while post-interview is an optimal time, it’s crucial to ask for references before making the final job offer. The insights and feedback from references can play a pivotal role in making an informed hiring decision.
Additionally, always ensure that the candidate is comfortable with you reaching out to their references. Some individuals might have reservations, especially if they’re concerned about their current employer discovering their job-seeking activities.
How to ask for candidate references
When you’re ready to request references, it’s essential to approach the matter with clarity and respect. If you’re considering adding a section in the job application for candidates to list references, be mindful that some might prefer to provide this information at a later stage.
When reaching out to a candidate to ask for their references, personalizing the message can make a significant difference. Addressing the candidate by name and specifying the position they’ve applied for adds a touch of professionalism and shows attention to detail.
It’s also beneficial to be transparent about the reference-checking process. Informing the candidate about who will be contacting the references, whether it’s via a phone call or email, and what specific topics or questions will be covered can alleviate any apprehensions they might have.
It’s equally important to specify the kind of references you’re seeking. For instance, if you’re looking for professional rather than academic references, being clear about this helps the candidate provide the most appropriate contacts.
Providing a clear timeframe for when you’d like to receive the references can ensure the process remains timely and efficient. Emphasizing the importance of up-to-date contact information for references is also crucial to avoid any communication hiccups.
Lastly, reassuring the candidate about the confidentiality and professionalism of the reference check can provide them with peace of mind, especially if they’re concerned about the implications for their current role.
Related resources:
- Employment reference check questions
- Demystifying employment background checks
- Background check red flags
Frequently asked questions
- Should you send a call for references email?
- Yes, you should. Sending a call for references email is a standard practice in the hiring process to verify a candidate's past work performance, work ethic, and interpersonal skills through feedback from their former colleagues or managers.
- Why is a call for references email important?
- A call for references email is essential because it allows employers to gain insights from those who have worked closely with the candidate. This feedback provides a more comprehensive understanding of the candidate's capabilities and fit for the role, ensuring informed hiring decisions.
- How do you write a call for references email?
- To write a call for references email, begin by addressing the candidate by name and specifying the position they've applied for. Clearly request the names, reporting relationships, and contact information of their references. Specify the kind of references you're seeking (e.g., managers or colleagues) and provide a timeframe for response.
- When is the best time to ask for candidate references?
- The optimal time to ask for candidate references is after a successful interview, allowing you to assess the candidate's potential fit for the role. However, always request references before extending a final job offer to ensure all decisions are well-informed.
- Is it necessary to inform the candidate about the reference-checking process?
- Yes, it's beneficial to be transparent about the reference-checking process. Informing the candidate about who will be contacting the references, the method (phone or email), and the topics covered can ease any apprehensions and ensure they provide appropriate contacts.