This email template is designed for HR professionals who are in the final stages of the hiring process and need to request a reference for a candidate. It allows you to gather important insights from former employers or colleagues about the candidate’s work history, performance, and professional behavior, helping you make a more informed hiring decision.
Template Email
Email subject line: Request for Reference: [Candidate Name]
Dear [Recipient’s Name],
I hope this message finds you well. My name is [Your Name], and I am with [Company Name]. We are currently in the final stages of the hiring process for a [Job Title] position, and [Candidate Name] has listed you as a reference.
As we seek to ensure that we are making the best decision possible, I would appreciate your insights regarding your experience working with [Candidate Name]. Your feedback is invaluable in helping us assess their fit for our team.
To guide our conversation, I have prepared a few questions:
- Why did [Candidate Name] leave your company?
- What were [Candidate Name]’s main responsibilities?
- How did [Candidate Name] respond to feedback?
- What skills do you think [Candidate Name] could improve on?
- How did [Candidate Name] handle stressful situations?
- Were there any behaviors that impacted [Candidate Name]’s job performance? (e.g., tardiness, missed deadlines, or conflict with team members)
- Given the opportunity, would you rehire [Candidate Name]?
Please let me know a convenient time for a brief discussion or if you would prefer to respond via email. Additionally, can you confirm that I can reach you at [Insert Phone Number]?
Rest assured that all communications will be treated confidentially.
Thank you very much for your time and assistance.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Requesting references is a crucial step in the hiring process, as it provides insights that may not be apparent through interviews or resumes. This information can reveal the candidate’s work ethic, reliability, and interpersonal skills. Understanding how a candidate performed in their previous role can significantly influence your hiring decision, ensuring that you select the best fit for your organization.
When to send?
Send this email once you have moved a candidate to the final stage of your hiring process. Before reaching out, ensure you have permission from the candidate to contact the references they provided. Failing to obtain consent may violate data protection regulations and could damage trust between you and the candidate.
What to include?
- Clear introduction stating the purpose of your email.
- A brief overview of the position for which the candidate is being considered.
- A list of specific questions that will guide the reference’s response.
- Assurance of confidentiality regarding the reference’s feedback.
- A polite closing that expresses gratitude for their time and insights.
Best Practices
- Be polite and respectful; remember that the reference is taking time out of their day to help you.
- Keep your email concise yet informative; references are busy and appreciate brevity.
- Follow up with a thank-you note after receiving feedback to maintain a positive relationship.
- Use a professional tone throughout the email to reflect your organization’s values.
Common Mistakes to Avoid
- Not obtaining permission from the candidate before contacting references.
- Asking vague or overly broad questions that may not yield useful information.
- Failing to specify how the feedback will be used in the hiring decision process.
- Neglecting to follow up or thank the reference for their time after the conversation.
