Unlock the Power of References: 9 Email Templates to Get the Best out of Your Candidates

Key Highlights

●  Nine email templates for asking candidates for references

●  Complete from hello to the ending, so you can save time while drafting your emails

●  FAQs about emailing candidates for references, reaching out to a candidate’s references, taking up references, and writing letters asking for references

As a recruiter or hiring manager, you’re well aware that references are a crucial component of the hiring process. According to People Matter’s analysis of SHRM research, it was found that more than 80% of HR professionals perform reference checks to avoid any potential risk in the future. Robert Half survey insights also validate this point, emphasizing how candidate reference checks had helped Senior Managers in the U.S. to eliminate around 34% of candidates from consideration. According to a survey conducted by LinkedIn, 86% of recruiters and hiring managers believe that reference checks are either extremely or very important when evaluating a candidate.

Additionally, 60% of recruiters and hiring managers say that they have had a candidate’s references provide insight that ultimately changed their hiring decision. However, it is inevitable that despite the importance of references, asking candidates for them can be daunting. Many candidates may feel uncomfortable providing their references, and it’s important to approach the process with sensitivity and professionalism.

To make this process easier for you, we’ve compiled nine email templates that you can use to ask candidates for references. These templates cover a range of scenarios, from requesting professional references to academic and personal references.

By using these email templates, you can ensure that you’re approaching the reference check process in a consistent, professional, and effective way. With the right tools and approach, you can unlock the full potential of references and make informed hiring decisions that will benefit your organization in the long run. 

So, let’s dive in and explore these email templates together.

9 Email Templates – References from a Candidate:

Without further ado, let us hop right into it!

#1 Asking for the first time

Hey there,

I hope this email finds you in the best of health. Thank you for your interest in being a part of our organisation. We are eager to have you on our team to achieve mutual growth and success in the years to come!

Before this, we require some details from your end. We are reaching out to request a list of references from you. This will help us understand more about your past titles, company names, and other details.

It would be a pleasure to speak with some of your former colleagues to learn more about your previous tenures of association. Kindly provide us with their email addresses or phone numbers for us to get in touch at the earliest.

We’d greatly appreciate it if you could provide us with a list of references. Much appreciated if we could get these and let me know if you have any questions.

Best regards,

#2 Reminders for responses

Greetings!

I hope this email finds you in prime health and success. Just wanted to follow up and see if you had a chance to send us your references. We are excited about the opportunity to learn more about your previous work experience.

Speaking with your former colleagues will give us a better understanding of your qualifications. Let me know if you need help building your referral list. I could help you determine which contacts to add and how to select the best ones to aid us. We are mainly looking for people from past jobs who can vouch for your work, especially if it was of a similar nature to our requirements.

We are looking for people who have closely worked with you and even across departments. It would indicate to us how well you can collaborate with others and work with a team. We would like to point out that it would be an advantage if the contacts are of senior positions at your past organizations. We look forward to hearing from you soon.

Best wishes

#3 Requests for references

Hello,

I hope this email finds you well. I’m reaching out because XYZ has listed you as a reference for their job search. We’re interested in learning more about their previous work and believe that speaking with you will give us a better understanding of their qualifications.

Would you be willing to provide us with some insight into XYZ’s work ethic and personality? If so, please let me know the best way to contact you, and we can set up a time to chat.

Thank you for your time, 

#4  Thank you Request 

 Hello, 

 I just wanted to thank you for taking the time to talk to me about [candidate name]. Your insight into [Candidate Name]’s work ethic and personality was invaluable and will help us make an informed hiring decision. 

Thanks again for your time and help. 

 best wishes, 

#5 Following up on the questions

 Hello! 

It’s been a while since we last spoke. Just wanted to see if you have any other comments about [applicant name]. We are in the final stages of the recruiting process and want to make sure we make the best decision for our team.

Thank you again for your dedicated time and assistance. We look forward to hearing from you very soon!

Thanks and Regards,

#6 Requesting a second reference

Hello there,

Thank you for providing us with your reference list. It proved timely and very useful to set the ball rolling! We’ve had a chance to speak with your first reference and would like to speak with one more.

Would you be able to provide us with another reference and their relevant contact information?

We apologize for any inconvenience caused and are grateful to you for your timely aid and support. Thank you for your assistance.

Best regards,

#7 The Request for a Professional Reference

Hello [Candidate’s Name],

Thank you for providing us with your reference list. We’ve had a chance to talk to your previous colleagues, but we’d also like to talk to someone who can talk about your work in a professional setting. Could you provide us with a professional reference and contact details? 

Thank you for your help in this matter. We will contact you as soon as possible after this process is complete.  

Best regards, [Your Name] 

#8 Personal Reference Request

Hello, [candidate name]! 

Thank you for providing us with your list of professional references. As we continue to evaluate your application, we would also like to gain insight into your personality outside of work. Therefore, we kindly request a personal reference from someone who knows you well on a personal level, such as a friend, mentor, or community leader.

We understand that personal references can be sensitive, and we want to assure you that all information provided will be kept confidential and used solely for the purpose of evaluating your application.

If you are comfortable sharing a personal reference with us, please provide their name and contact information at your earliest convenience. Thank you for your cooperation, and we look forward to hearing from you soon.

 Best regards, [Your Name]

#9 The Request for an Academic Reference

Hello [Candidate’s Name],

Thank you for providing us with your reference list. We’ve had a chance to speak with your professional and personal references, but we’d also like to speak with someone who can speak to your academic achievements.

This will help us evaluate your research skills and how well you can collect and comprehend information. We will also gain inputs about your eagerness to learn new skills and how you apply new learnings to routine tasks. It would help us determine which department would be best for you and where you can thrive.

With that being said, could you provide us with an academic reference and their contact information? Thank you for your help in this matter and we hope to get in touch with you at the earliest for the next step.

Best regards, 

[Your Name]

Wrap Up

Asking for references can be a delicate process, but using the right email templates can make it much easier. We hope these nine email templates will help you navigate the process of asking candidates for references.

Remember – the hiring process is always more crucial than the references one! It is wise to spend more time communicating with candidates firsthand than getting stuck drafting emails to them. With that being said, stay tuned for more tips and tricks from Hyreo to help you with your recruitment process!

Recommended Reads:

Employee Reference Check guide
Employee One-on-One Meeting Template
5 Tips to remember while rejecting a candidate
Components of Job Rejection Email

FAQs on Email Templates for References