Reaching out to a candidate’s references is a crucial step in the hiring process. It helps verify information, gain insights into their work ethic, and assess their overall suitability for the role. This guide will walk you through the process of Contacting References By Email Sample, offering examples to help you craft effective and professional reference request emails.
Why Email is the Preferred Method
Using email to contact references is generally the most efficient and professional approach. It allows you to:
- Document communication.
- Provide the reference with context and background information.
- Send the request at a convenient time for the reference.
A well-crafted email ensures you get the information you need while respecting the reference’s time. This minimizes phone tag and allows the reference to respond thoughtfully.
Consider the following before sending your email:
- Always ask the candidate for permission before contacting their references.
- Be clear about the role and the specific questions you have for the reference.
- Provide a deadline for the response.
Email Example: Initial Reference Request
Subject: Reference Request for [Candidate Name] - [Job Title]
Dear [Reference Name],
My name is [Your Name], and I’m the [Your Title] at [Company Name]. I am currently evaluating [Candidate Name] for the position of [Job Title] at our company. [Candidate Name] has listed you as a reference.
I would be grateful if you could provide some insights into [Candidate Name]’s performance and skills. We are particularly interested in your perspective on their [mention specific skills or qualities, e.g., teamwork, problem-solving, communication skills].
To assist you, here are some specific questions:
- How long did you work with [Candidate Name]?
- What were their primary responsibilities?
- What are their key strengths and weaknesses?
- How would you describe their work ethic?
- Would you re-hire them?
Would you be available to answer these questions? Your response will be kept confidential. Please respond by [Date]. If you are unable to respond by this date, please let me know. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Email Example: Following Up on an Unanswered Request
Subject: Following Up: Reference Request for [Candidate Name] - [Job Title]
Dear [Reference Name],
I hope this email finds you well.
I am following up on my previous email regarding a reference for [Candidate Name], who is a candidate for the [Job Title] position at [Company Name]. I understand you are busy, but your insights are valuable to us.
Could you please let me know if you have had a chance to review my previous email? If you haven’t had the time, I understand. If you are unable to provide a reference at this time, please let me know as soon as possible.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Email Example: Asking for Specific Examples
Subject: Clarification Request: Reference for [Candidate Name] - [Job Title]
Dear [Reference Name],
Thank you for your time in providing a reference for [Candidate Name]. I appreciate your insights.
I was hoping you could provide some further information. Could you perhaps give me an example of a time when [Candidate Name] demonstrated [Specific Skill, e.g., leadership, problem-solving]? Also, it would be very helpful to have an example of what the candidate did during the teamwork.
Any details you can provide would be very helpful. Thank you for your help with the process.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Email Example: Requesting Confidentiality
Subject: Confidential Reference Request for [Candidate Name] - [Job Title]
Dear [Reference Name],
I am writing to you today regarding a reference request for [Candidate Name], who is applying for the [Job Title] position at [Company Name].
I want to assure you that all information provided in your response will be treated with the utmost confidentiality and used solely for the purpose of evaluating [Candidate Name]’s application.
Your privacy and the privacy of the candidate are very important to us. Your response will be kept confidential and only viewed by authorized personnel in our HR department.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Email Example: Sending a Thank You Note
Subject: Thank You - Reference for [Candidate Name] - [Job Title]
Dear [Reference Name],
I want to thank you for taking the time to provide a reference for [Candidate Name] regarding the [Job Title] position at [Company Name]. Your feedback was very helpful and appreciated.
We truly appreciate your assistance. It has been instrumental in our hiring process.
Thank you again.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Email Example: Informing the Reference of the Hiring Decision
Subject: Update Regarding [Candidate Name] - [Job Title]
Dear [Reference Name],
I am writing to provide you with an update on the status of [Candidate Name]’s application for the [Job Title] position at [Company Name].
[If they got the job: We are pleased to inform you that we have offered the position to [Candidate Name], and they have accepted. Thank you again for your valuable input in the hiring process.]
[If they didn’t get the job: While [Candidate Name] was a strong candidate, we have decided to move forward with another applicant. Thank you again for your time and valuable feedback.]
We appreciate you taking the time to help us. We are thankful for your assistance.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
In conclusion, utilizing these Contacting References By Email Sample emails can greatly enhance the efficiency and professionalism of your hiring process. Remember to tailor each email to the specific candidate and the role, and always be respectful of the references’ time and confidentiality. By following these guidelines, you can gather valuable insights and make informed hiring decisions.