Email template · Pre-employment and background checks
Reference request email to candidate
In short
An email asking a candidate for references tells a finalist how many references you need, which kinds (a recent manager, a peer, a client), what contact details to send, how you will use them and by when. Below are four templates, subject lines, an SMS version and advice on timing, consent and common mistakes.
When to send it: Send it when the candidate is a finalist, usually after the final interview and before or alongside a contingent offer. Asking every applicant for references at the application stage wastes their time and yours.
Reference request email to candidate: 4 versions
Standard finalist request
SubjectNext step for [Job Title]: your references
Hi [First Name], Thanks for your time with the team on [Interview Date]. You're one of our finalists for the [Job Title] role, and the next step is a short reference check. Could you send me [Number] professional references by [Deadline]? Ideally: - At least one person who managed you directly in the last [Number] years - A peer, internal customer or someone who worked closely with you For each, please include their name, current title and company, how they know you, and a phone number and email. We'll reach out by [email / phone] for a 10 to 15 minute conversation about your work. We won't contact your current employer without asking you first. It helps to give your references a quick heads-up that [Your Name] from [Company] may contact them. Thanks, [Your Name] [Title], [Company] [Phone Number]
Hourly and high-volume
Subject[First Name], 2 references to finish your application
Hi [First Name], You're almost through. To finish your application for [Job Title] at [Location], please add 2 references using this short form: [Form Link] They can be a former supervisor, a manager from a part-time job, a teacher or coach, or someone you volunteered for. Family members don't count. It takes about 3 minutes. Please complete it by [Deadline] so we can keep your start date of [Start Date]. Questions? Reply here or text [Text Number]. [Company] Recruiting Team
Senior or leadership role
SubjectReferences for the [Job Title] search
Hi [First Name], The panel enjoyed Thursday's conversation, and [Hiring Manager Name] would like to move to references. For a role at this level, we usually speak with 4 people: - Two people you reported to, including one from your current or most recent role if you're comfortable with that - One peer or cross-functional partner - One person who reported to you If you'd prefer we hold off on anyone at your current company until an offer is agreed, just say so and we'll sequence it that way. Please send names, titles, how you worked together and the best way to reach them by [Deadline]. [Hiring Manager Name] will make some of these calls personally. Best, [Your Name] [Title], [Company]
Reminder
SubjectQuick reminder: references for [Job Title]
Hi [First Name], Just checking in on your references for the [Job Title] role. We need them by [Deadline] to keep things moving toward an offer. If you're having trouble reaching a former manager, let me know. We can usually work with a different supervisor or a senior colleague instead. Thanks, [Your Name] [Title], [Company]
Subject line ideas
- Next step for [Job Title]: your references
- Please send your references by [Deadline]
- References for your [Job Title] application
- You're a finalist: reference check next
- 2 references to finish your application
- Quick reminder: references for [Job Title]
- Who can we speak with about your work?
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. Next step for [Job Title]: please add 2 work references here by [Deadline]: [Form Link]. A former supervisor is best. Questions? Just reply. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Interview Date], [Number], [Deadline], [Form Link], [Location], [Start Date], [Text Number], [Hiring Manager Name], [Your Name], [Title], [Company], [Phone Number]
When to ask for references
Ask at the finalist stage. Collecting references on the application form looks thorough but mostly creates data you never use, and it asks every applicant to bother their former bosses for a job they probably won't get. For salaried roles, ask after the final interview. For hourly roles where you hire on the spot, ask as part of the contingent offer so references and the background check email go out together and run in parallel.
Tell candidates the reference step exists early, in the interview invitation or on the careers page, so it isn't a surprise and so they can line people up.
Be specific about who you want
Vague requests get vague references: a friend from college, a former co-worker who left three jobs ago. Say what you need. A typical structure is two or three references, at least one a direct supervisor from the last three to five years. For a team lead or manager role, add someone who reported to them. For client-facing roles in staffing or account management, a client reference is often the most useful call you'll make.
Also say what you won't do. Most candidates' biggest worry is their current employer finding out, so state plainly that you won't contact a current employer without permission.
Make it easy to submit
Ask for the same fields for every reference: name, title, company, relationship, dates worked together, phone and email. A short online form beats a free-text reply, because you get complete, consistent data and can send automated reference requests straight from it. Once you have the details, send the reference check request email to each referee with a link or a proposed call time.
In high-volume hiring, consider whether you need references at all for every role. For entry-level warehouse or retail jobs, many employers skip them and rely on a structured interview, an assessment and a 90-day review. For roles with access to cash, vulnerable people or sensitive data, keep them.
Consent and fairness
In the US, if a third-party company conducts reference checks for you and reports back, that report can be a consumer report under the FCRA, and the disclosure and authorization rules apply. If your own recruiters make the calls, the FCRA generally does not. Either way, ask every finalist for a role for the same number and type of references, use the same questions for each, and don't ask referees about health, family plans, age or other protected characteristics. Several US states and cities ban asking about salary history, and that includes asking a reference what the candidate earned. Rules vary by state and country, so check yours.
Mistakes to avoid
- Asking too early and burning goodwill with references for candidates you then reject.
- Requesting references and then never calling them. Candidates hear about it from their references.
- No deadline, which turns a two-day step into a two-week one.
- Accepting only personal references for roles where work history matters.
- Letting the reference stage go silent. Tell the candidate when checks are complete.
Frequently asked questions
How do you ask a candidate for references in an email?
Tell them they're a finalist, say how many references you need and what kind, list the contact details to include, explain how you'll contact them and give a deadline. Promise not to contact a current employer without permission.
How many references should I request from a candidate?
Two or three is typical for most roles, with at least one direct supervisor. For senior hires, four is common, including someone who reported to the candidate.
When should you ask candidates to provide references?
At the finalist stage, after the last interview or with a contingent offer. Asking every applicant up front adds friction and rarely gets used.
What if a candidate can't provide a manager reference?
Ask why first. They may have one employer, or a former manager may have left the company. Accept a senior colleague, a supervisor from another role, a client or, for early-career candidates, a teacher or internship supervisor.
Can I ask for references before an interview?
You can, but it isn't a good practice. It slows applications and asks references to stand by for candidates who may never progress.