What is a Reference Check Email Template?
A reference check email is sent to a candidate's former manager or colleague to request feedback on their performance, conduct, and reason for leaving before finalizing an offer.
Reference Check Email Template
Subject: Reference check request for [Candidate Name]
Hi [Reference Name],
[Candidate Name] has listed you as a reference as part of their application for the [Job Title] role at [Company Name]. I'd appreciate a few minutes of your time to answer the following:
1. In what capacity did you work with [Candidate Name], and for how long?
2. How would you describe their performance in [key skill area relevant to the role]?
3. What are they particularly strong at, and where could they improve?
4. Can you confirm their role, dates of employment, and reason for leaving?
5. Would you rehire them if the opportunity arose?
Your response will be kept confidential and used solely for our hiring decision. If possible, please reply by [Date].
Thank you for your time.
Best,
[Recruiter Name]
[Company Name]
Step-by-Step Guide to Writing a Reference Check Email
Writing a reference check email well comes down to following a clear process. Here's how to approach it:
Step 1: Clarify the Purpose
Before drafting a reference check email, be clear on the one thing you need the recipient to know or do after reading it. Emails that try to cover too much tend to get skimmed and misunderstood.
Step 2: Write a Clear Subject Line
The subject line should tell the recipient exactly what reference check email is about at a glance, for example naming the role, the date, or the specific update, so it doesn't get missed in a busy inbox.
Step 3: Open with Context
Start with a short, warm opening line that states why you're writing. There's no need for a long preamble, get to the point within the first sentence or two.
Step 4: Include the Key Details
Lay out the specific details the recipient needs, such as dates, names, or next steps, in a scannable format. Bullet points or short labeled lines work well here, since most people skim emails rather than read them word for word.
Step 5: Set Expectations for What Happens Next
Be explicit about what the recipient should do next, whether that's confirming a date, replying with a question, or simply taking note of an update. Ambiguity here is the most common reason emails like reference check email don't get the response they need.
Step 6: Close Professionally
End with a clear, friendly sign-off and your name and role, so the recipient knows exactly who they're speaking with and how to follow up.
Format tips
Ask 3-5 specific questions rather than an open-ended request for a reference; specific questions get more honest, useful, and faster responses.
FAQs
How many reference checks should a company run per candidate?
Two is standard, ideally including at least one direct manager, for a balanced view of performance and conduct.
Can a candidate refuse to provide references?
They can, but it is reasonable for an employer to make reference checks a standard, disclosed part of the hiring process.
Hiring the right people to fill these roles matters as much as the paperwork. Intervue helps teams run structured, bias-free interviews at scale, so every offer letter, promotion, and termination you write is backed by a hiring decision you can stand behind.