As an HR professional, one of your key responsibilities is to ensure that your hiring decisions are well-informed. Asking candidates for references is a crucial step in this process. This email serves as a formal request for references after a successful interview, allowing you to gain insights into the candidate’s past work performance from their previous colleagues or employers.
Template Email
Email subject line: Request for References – [Job Title] at [Company Name]
Hi [Candidate’s First Name],
Thank you for taking the time to interview for the [Job Title] position with us. We enjoyed our conversation and appreciate your interest in [Company Name]. As the next step in our hiring process, we would like to request a few references to better understand your work history and performance.
Could you please provide us with [Two / Three] references? We would appreciate it if you could include the following information for each reference:
- Full Name
- Phone Number or Email Address
- Working Relationship (e.g., former manager, colleague, etc.)
If you have any questions or need further clarification, please feel free to reach out.
Looking forward to hearing from you soon!
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Requesting references is essential for several reasons. It provides you with a more comprehensive view of the candidate’s qualifications, work ethic, and interpersonal skills. Insights from former team members can illuminate how the candidate performs under pressure, their ability to collaborate, and their overall contribution to a team. This information can significantly influence your hiring decision, ensuring that you select a candidate who not only fits the role but also aligns with your company culture.
When to send?
This email should be sent promptly after a successful interview, once you have determined that the candidate is a strong fit for the position. Timing is crucial; sending this request soon after the interview keeps the momentum going and maintains the candidate’s interest in your organization. It also allows you to gather references while the details of their interview are still fresh in their mind, making it easier for them to provide accurate information.
What to include?
- Clear request for references (2-3 is standard)
- Contact information for each reference (phone numbers or emails)
- Details about the candidate’s relationship with each reference
- Reassurance that the information will be treated confidentially
- Invitation for questions or clarifications
Best Practices
- Be polite and professional in your tone to establish a positive rapport with the candidate.
- Clearly outline what information you need to avoid any confusion.
- Encourage candidates to select references who can speak specifically about their skills and experiences relevant to the role.
- Follow up promptly after receiving the references to keep the hiring process moving efficiently.
Common Mistakes to Avoid
- Failing to specify the number of references needed, which can lead to incomplete responses.
- Not providing a deadline for when you need the references, which can slow down the hiring process.
- Being too vague about the purpose of the reference check, which can lead to distrust or apprehension from the candidate.
- Neglecting to express gratitude for the candidate’s time and effort throughout the process, which can impact their perception of your organization.
