Requesting references is a critical step in the hiring process. These email templates will help recruiters efficiently gather valuable insights about potential hires.
From standard requests to specialized templates for academic, character, and executive references, we've got you covered. Use these templates to streamline your reference checks and make informed hiring decisions.
Table of contents
Crafting a Professional and Concise Reference Request
Standard reference request template
Detailed reference request template
Academic reference request template
Character reference request template
Senior executive reference request template
Follow-up reference request template
Avoiding Common Mistakes in Reference Request Emails
Download Requesting Reference for New Employee Sample Email Templates in multiple formats
Wrapping Up
Crafting a Professional and Concise Reference Request
Requesting a reference for a new employee requires a delicate balance of professionalism and clarity. This section will guide you through creating an email template that is both respectful and effective in obtaining the necessary information.
Begin your email with a clear and polite subject line. Something like "Reference Request for [Candidate Name]" sets the tone and purpose immediately.
In the opening paragraph, introduce yourself and your company briefly. Explain that you're considering hiring [Candidate Name] and would appreciate their insights based on their previous work experience.
Be specific about what you're looking for in the reference. Ask about the candidate's job performance and skills relevant to the position you're hiring for.
Provide a deadline for the reference response, but be flexible. Suggest a timeframe that allows the referee ample time to respond thoughtfully.
Close the email by thanking the referee for their time and offering to reciprocate if needed. Include your contact information for any follow-up questions they might have.
Standard reference request template
This template is a basic starting point for requesting references. It's concise and professional, suitable for most standard reference requests.
Subject: Reference Request for [Candidate Name] - [Job Title]
Dear [Reference Name],
I hope this email finds you well.
My name is [Your Name] from Adaface, and we are conducting a reference check for [Candidate Name], who has applied for the [Job Title] position at our company. [Candidate Name] has listed you as a reference.
We would greatly appreciate it if you could share your insights on [Candidate Name]'s qualifications and experience. Your feedback will be kept confidential and used solely for the purpose of evaluating their suitability for this role.
Specifically, we are interested in learning more about:
- [Candidate Name]'s strengths and areas for development
- Their performance in previous roles, particularly in relation to [Specific skill/area]
- Their teamwork and communication skills
- Their work ethic and reliability
Would you be available for a brief call (approximately [Time] minutes) sometime in the next few days? Please let me know what time works best for you. Alternatively, if a call is not possible, we would be grateful if you could answer a few questions via email.
Thank you for your time and consideration. We look forward to hearing from you soon.
Sincerely,
[Your Name] [Your Title] Adaface [Your Contact Information]
Detailed reference request template
Use this template when you need more comprehensive information about a candidate. It includes specific questions about the candidate's skills, performance, and work ethic.
Subject: Request for Reference for [Candidate Name]
Dear [Referee's Name],
I hope this message finds you well. I am reaching out to request a reference for [Candidate Name], who has applied for the [Job Title] position at our company. Your insights would be invaluable in helping us understand their suitability for this role.
Could you please provide feedback on the following aspects of [Candidate Name]'s professional experience?
- Skills and Expertise: How would you rate their proficiency in key areas related to their previous role?
- Performance: Can you share any specific achievements or contributions that stand out?
- Work Ethic: How would you describe their dedication and reliability?
- Team Collaboration: How effectively do they work with others?
- Communication: How well do they convey ideas and information?
Thank you for taking the time to assist us in our hiring process. Your feedback is greatly appreciated and will be kept confidential.
Looking forward to your response.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Academic reference request template
This template is tailored for requesting references from academic institutions. It focuses on the candidate's academic performance, research skills, and potential for further study or professional growth.
Subject: Reference Request for [Candidate Name] - Academic Background
Dear Professor/Dr. [Referee's Last Name],
I hope this email finds you well.
My name is [Your Name] and I'm a recruiter at [Your Company]. We are currently considering [Candidate Name] for a [Job Title] position at our company.
[Candidate Name] has listed you as a reference from their time at [University Name], where they studied [Candidate's Major/Field of Study]. We are very interested in learning more about their academic background and potential.
We would be grateful if you could provide some insights into the following areas:
- Academic performance in your courses, particularly in [Specific Course/Area, if applicable].
- Research abilities and analytical skills demonstrated by the candidate.
- Strengths and weaknesses you observed during their time as a student.
- Their ability to work independently and as part of a team.
- Potential for future academic or professional success.
We understand your time is valuable, and any information you can provide would be greatly appreciated. Please let me know if you are able to provide a reference. If so, would you prefer to speak over the phone or respond via email? If by email, please feel free to share whatever information you feel is relevant.
Please reply by [Date - allow at least a week].
Thank you for your time and consideration.
Sincerely,
[Your Name] [Your Title] [Your Company] [Your Contact Information]
Character reference request template
When you need insights into a candidate's personal qualities, use this template. It's designed to gather information about the candidate's character, reliability, and interpersonal skills.
Subject: Request for Character Reference for [Candidate's Name]
Dear [Reference's Name],
I hope this message finds you well. I am reaching out to request a character reference for [Candidate's Name], who has applied for a position with us at [Company Name].
We are keen to understand more about [Candidate's Name]'s personal qualities, reliability, and interpersonal skills. Your insights would be invaluable in helping us make an informed decision.
Could you please share your experiences working with [Candidate's Name]? Specifically, we are interested in learning about:
- Their ability to work well with others
- Their reliability and work ethic
- Any notable strengths or areas for improvement
If possible, we would appreciate your feedback by [specific date].
Thank you for your time and assistance.
Best regards,
[Your Full Name]
[Your Position]
[Company Name]
[Contact Information]
Senior executive reference request template
This template is crafted for high-level positions. It includes questions about leadership abilities, strategic thinking, and impact on previous organizations.
Subject: Request for Reference for [Candidate's Name] - Senior Executive Position
Dear [Referee's Name],
I hope this message finds you well. I am reaching out to request a reference for [Candidate's Name], who has applied for a senior executive position with us at [Company Name]. Given your experience working with [Candidate's Name], your insights would be invaluable in our decision-making process.
We are particularly interested in understanding:
- [Candidate's Name]'s leadership style and ability to inspire teams
- Their strategic thinking and problem-solving skills
- The impact they have had on previous organizations
- Any specific achievements or contributions that stand out
Please feel free to share any other relevant information that you believe would help us in assessing their suitability for this role.
Thank you for taking the time to assist us. Your feedback is greatly appreciated and will be kept confidential.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Follow-up reference request template
Use this template when you need additional information after an initial reference check. It's designed to address specific areas or clarify points from the first reference.
Subject: Follow-up on Reference for [Candidate's Name]
Hi [Referee's Name],
I hope this message finds you well. Thank you for providing a reference for [Candidate's Name]. We appreciate your insights and the time you've taken to assist us.
After our initial conversation, we have a few more questions to help us better understand [Candidate's Name]'s experience and skills in certain areas. Could you please provide more details on the following:
- [Specific Area 1]
- [Specific Area 2]
- [Specific Area 3]
Your feedback is invaluable to us as we make our decision. Please let us know if there's a convenient time for a quick call or feel free to reply via email.
Thank you once again for your assistance.
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]
Download Requesting Reference for New Employee Sample Email Templates in multiple formats
Avoiding Common Mistakes in Reference Request Emails
Recruiters often make several mistakes when crafting reference request emails, which can hinder their effectiveness. One common error is using a generic template that lacks personalization. This can make the email seem impersonal and may not elicit a prompt response from the recipient. Personalizing emails by mentioning specific details about the candidate or the role can significantly improve response rates.
Another frequent mistake is failing to clearly state the purpose of the reference request. Without a clear objective, recipients may not understand the importance of their feedback. Clearly outlining the role and the specific qualities or skills you're seeking feedback on can provide clearer guidance, leading to more useful responses.
Recruiters sometimes overlook the importance of timing when sending reference request emails. Sending these emails too early or too late in the hiring process can be ineffective. It’s crucial to send these requests at a point where the reference can provide relevant insights, typically after initial interviews but before final decisions are made.
Finally, not providing adequate context about the candidate or the position can be a significant oversight. References need enough information to tailor their feedback appropriately. Briefly summarizing the candidate’s potential role and any relevant skills or experiences can help references provide more targeted and useful feedback. For more insights on improving recruitment communications, explore our guide to recruitment software.
Wrapping Up
Mastering the art of reference request emails can significantly enhance your recruitment process. By using these templates and following best practices, you'll streamline your workflow and gather valuable insights about potential hires.
Remember to tailor each request to the specific role and maintain a professional tone throughout. With these tools at your disposal, you're well-equipped to make informed hiring decisions and build a stellar team.
Requesting Reference for New Employee Sample Email Template FAQs
How do you politely ask for a reference by email?
Be clear and concise in your request. Mention the candidate's name and the position they've applied for. Provide a brief timeline for response and offer to answer any questions. Thank the reference in advance for their time and insights.
What information should be included in a reference request email?
Include the candidate's name, position applied for, and your contact information. Specify the type of information you're seeking (e.g., work performance, skills, character). Mention any specific questions you have and provide a deadline for response.
How long should a reference request email be?
Keep it brief and to the point, typically no more than 3-4 short paragraphs. Aim for a length that can be read and understood in under a minute. This respects the recipient's time while ensuring all necessary information is conveyed.
Is it appropriate to use AI to write reference request emails?
While AI can provide a good starting point, it's best to personalize reference request emails. Use AI-generated templates as a base, then customize them to fit your company's tone and the specific context of each request. This ensures a more authentic and effective communication.
How can recruiters follow up on reference requests?
If you haven't received a response within a week, send a polite follow-up email. Reiterate the importance of their input and offer flexibility in how they can provide the reference (e.g., email, phone call). Keep the tone friendly and understanding of their busy schedule.
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