Email template · Pre-employment and background checks
Reference check request email
In short
A reference check email asks a candidate's reference for a short call or written feedback. It names the candidate and role, says the candidate gave permission, explains how long it takes and what you will ask, and offers easy times or a form. Below are four templates, subject lines, an SMS and tips for getting replies.
When to send it: Send it the same day the candidate gives you their references, usually after the final interview and before or alongside the offer. References reply far more often within the first 48 hours, while the candidate's heads-up is still fresh.
Reference check request email: 4 versions
Request a short call
SubjectReference for [Candidate Name]: 15 minutes this week?
Hi [Reference First Name], I'm [Your Name], a recruiter at [Company]. [Candidate Name] is a finalist for our [Job Title] role and listed you as a reference from their time at [Previous Company], where they tell me you were their [Relationship, e.g. direct manager]. Would you have 15 minutes for a call this week? I'd ask about their work, strengths, and how they handled [one or two areas relevant to the role, e.g. leading a team through peak season]. You can pick a time here: [Scheduling Link]. Or reply with a time and a good number to reach you. Everything you share will be used only for this hiring decision. Thank you for helping. [Your Name] [Title], [Company] [Phone Number]
Written questionnaire
SubjectQuick reference questions about [Candidate Name]
Hi [Reference First Name], [Candidate Name] is in the final stage for a [Job Title] position with us and has given us permission to contact you as a reference. If a call is hard to fit in, you can answer a short form instead. It has [Number] questions and takes about 10 minutes: [Form Link] It would help us a lot to hear back by [Deadline]. If you'd prefer to talk, reply with a time and I'll call you. Thank you, [Your Name] [Title], [Company]
Follow-up
SubjectRe: Reference for [Candidate Name]
Hi [Reference First Name], Following up on my note from [Day]. We're hoping to make a decision on [Candidate Name]'s application by [Decision Date], and your input would make a real difference. A 10-minute call or the short form both work: [Form Link] If you're not able to give a reference, no problem; just let me know so I can follow up with someone else. Thanks, [Your Name] [Title], [Company]
High-volume / hourly
SubjectReference for [Candidate Name], [Job Title] at [Company]
Hi [Reference First Name], [Candidate Name] applied to be a [Job Title] with us and named you as a reference. Could you answer 5 quick questions about working with them? It takes about 3 minutes on your phone: [Form Link] Thanks for helping them get started with a new job. [Company] Recruiting Team
Subject line ideas
- Reference for [Candidate Name]: 15 minutes this week?
- [Candidate Name] listed you as a reference
- Quick reference questions about [Candidate Name]
- Reference request from [Company] for [Candidate Name]
- Could you share your experience working with [Candidate Name]?
- Re: Reference for [Candidate Name]
SMS and WhatsApp version
Hi [Reference First Name], this is [Your Name] from [Company]. [Candidate Name] listed you as a reference for a [Job Title] role. Could you answer a short form (about 5 min) or take a quick call? [Form Link]. Thank you. Reply STOP to opt out.
Placeholders to replace: [Reference First Name], [Candidate Name], [Job Title], [Previous Company], [Relationship], [Scheduling Link], [Form Link], [Number], [Deadline], [Decision Date], [Your Name], [Title], [Company], [Phone Number]
Get the candidate to warn their references
The single biggest driver of reply rates is whether the reference expected your email. Before you send anything, ask the candidate to tell each reference that you'll be in touch, from which address, and roughly when. Our reference request email to the candidate asks for names, relationships and contact details and includes that instruction.
Also confirm the candidate's permission in writing, and be careful with current employers. Never contact someone at the candidate's current company without explicit consent; plenty of good candidates have lost their jobs that way. For background on what a reference check is and how it differs from employment verification, see our reference check definition.
What the email should say
References are doing you a favor, so make it fast to say yes:
- Who you are and the company, in the first line.
- The candidate's name and the role.
- How you got their name: the candidate listed them and gave permission.
- The relationship you understand they had, so they can correct it if needed.
- The ask and the time: a 15-minute call or a 10-minute form.
- Easy options: a booking link, a form link, or reply with a time.
- A deadline tied to a real decision date.
Skip long confidentiality speeches and legal disclaimers. One line saying the information will only be used for this hiring decision is enough.
Call or written form
Phone calls get richer information. You can hear hesitation, ask "can you give me an example?" and probe a lukewarm answer. For manager, specialist and leadership roles, we'd always push for a call. Our list of reference check questions gives you a structured script with follow-ups.
Written forms win on speed and volume. A contact center hiring 50 agents a month cannot run 100 reference calls; a 5-question form sent by email and text can come back within a day. Forms also make answers consistent and comparable across candidates. Build the questions once in forms or start from our reference check form template, and keep the same questions for every candidate in the same role.
Follow-up sequence
- Day 0: send the request by email, and by text if the candidate supplied a mobile number.
- Day 2: one follow-up in the same thread with the form link again.
- Day 3 or 4: a phone call or voicemail.
- Day 5: ask the candidate for an alternative reference.
After two unanswered references, tell the candidate directly. Most will chase their contacts, and it avoids holding up the offer.
Legal and fairness notes
Ask only job-related questions, and ask the same ones for every candidate in a role. Do not ask references about age, health, disability, family plans, religion, national origin or other protected characteristics, and don't record those details if a reference volunteers them. Many former employers will confirm only dates and title because of their own policy; accept that and move on.
If a third-party company conducts reference checks for you and prepares a report, the Fair Credit Reporting Act may apply, including disclosure, authorization and adverse action notice requirements. Outside the US, data protection laws such as the GDPR govern how you collect and keep reference information. Rules vary by state and country.
Mistakes to avoid
- Waiting until after the offer is signed, when the check becomes a formality.
- Asking "would you rehire them?" only. It's useful, but you need examples.
- Accepting peers when you need a manager. Ask for at least one person who supervised the candidate.
- Not documenting what each reference said. Write notes during or right after the call.
Frequently asked questions
How do I write an email to a reference?
Introduce yourself and the company, name the candidate and role, say the candidate gave permission, and ask for a 15-minute call or a short form. Offer a booking link or form link and a deadline.
What questions should I include in a reference check email?
For a written check, keep it to 5 to 8 job-related questions: the relationship and dates, main responsibilities, strengths, areas to develop, how they handled a challenge relevant to your role, and whether they would work with or rehire the candidate.
How long should I wait for a reference to reply?
Follow up after two business days and call by day three or four. If there's no answer after about five days, ask the candidate for an alternative reference.
Is it better to call or email references?
Email to set up the contact, then call for senior or specialist roles where nuance matters. For high-volume hourly hiring, a short written form is faster and more consistent.
Can I contact references the candidate didn't list?
Informal backchannel checks are legal in many places but risky, especially at the candidate's current employer. Get the candidate's consent before contacting anyone they didn't list.