Checking references is a good idea when hiring new employees. Three to five professional references’ names and contact details are typically included on job application forms. You can request applicants to submit a list of professional references as an addendum to their application if the form you use does not ask for that kind of information.
- Ask for contact information. …
- Write a draft. …
- Send the email. …
- Provide details about the candidate. …
- Make specific requests. …
- Pay attention to the length. …
- Maintain ethics.
How does checking references by email work?
In order to check references, hiring managers frequently send detailed emails to potential candidates’ former employers with questions about the applicant. Following are some of the topics that are typically covered in an email reference check:
What is a reference check?
A reference check entails a hiring manager or human resources (HR) representative getting in touch with former employers of a potential employee by phone or email to inquire about the candidate’s employment history. Hiring managers frequently enquire about aspects of a candidate’s past performance, experience, and skills that can provide information about whether they would make a satisfactory employee. When conducting interviews, hiring managers frequently do this as one of their final steps before extending an employment offer.
Tips for checking references by email
Here are some pointers that managers can use to email references more effectively:
Provide details about the candidate
Hiring managers should include information about the candidate they are checking references for at the beginning of the email. This might make it simpler for the reference to recognize the applicant, enabling them to talk about the applicant’s background and personality. Additionally, it may be beneficial to mention the precise dates the applicant collaborated with the reference and the position they held.
Make specific requests
To help you learn more about the candidate, think about making specific requests for information about them. To assess whether a candidate has the necessary skill sets, experience, and performance, it can be helpful to ask them about their past performance. It’s also a good idea to ask questions about topics that are pertinent to the position the applicant is applying for. For instance, if a manager is hiring for a customer service position, it may be beneficial to inquire about the applicant’s prior interactions with customers.
Pay attention to the length
Keep the email brief; this is a key hint for conducting reference checks on emails. Emails that are shorter might be easier to read and respond to. This can also help the hiring process move forward efficiently.
Maintain ethics
It’s crucial to probe the candidate’s ethics when running email reference checks. You could do this by posing inquiries that can reveal information regarding a candidate’s capacity to carry out crucial job duties. The relationship between hiring managers, candidates, and references can be further strengthened by upholding moral standards during reference checks, which can help ensure fair hiring procedures.
How to check references by email
You can follow these steps to check references by email:
1. Ask for contact information
Request a list of references from the applicant, along with contact information (email, relationship to applicant, employer, and position within organization). Even if the reference is no longer in that position, they might be able to still serve as a reliable reference. Request that the applicant submit references from multiple employers.
2. Write a draft
Draft an email containing questions about the candidate. For each reference, you could either create a customized email or use a general template. The advantage of writing individual emails is the capability to inquire specifically about a candidate’s references’ expertise. However, utilizing a template could enable you to speed up the reference procedure.
3. Send the email
Send the recipient a copy of your reference check via email, taking care to protect both the candidate’s and the reference’s privacy. Allow the reference a few business days to respond. Once they respond, send them a message expressing gratitude for their reference.
Template for checking references by email
The following template can be used by hiring managers to email references:
Dear [past employers name],
Since [candidates name] is currently interviewing for [position name] with our company, I’m sending this email to check references for them. You were cited as a reliable reference by [applicant name], who also suggested that you might be able to share some insightful information about their time spent working for your company.
I want to know specifically what abilities and experience [candidates name] demonstrated while working for your company. Additionally, I want to ask about [candidates name] attitude while working for your company, as this position requires people to maintain a positive attitude, even in situations of increased pressure. Do you believe they can perform [important job duty]?
If you have any additional information about whether [candidates name] will be a good fit for our company, kindly let me know.
Thank you for taking the time to complete this reference check, I really appreciate it.
Best,
[Your name]
Example reference check email
An illustration of a reference check email that a hiring manager might send is shown below:
Dear Mr. Panchal,
In light of the fact that Georgina Flint is currently attending an interview for the position of marketing coordinator at our company, I am sending this email to check her references. Georgina listed you as a suitable reference and said you might be able to offer some useful insight into their experience working for your company.
I want to know specifically what abilities and experience Georgina demonstrated while working for your company. Additionally, I want to ask about their attitude while working for your company, as this position requires people to maintain a positive attitude, even in times of increased pressure. Do you believe they can manage multiple busy schedules.
If you have any additional thoughts on whether Georgina will be a beneficial addition to our company, kindly let me know.
Thank you for taking the time to complete this reference check, I really appreciate it.
Best,
Maxine Hopewell
How to Request REFERENCES in the Interview Process **WITH EXAMPLE EMAIL!**
FAQ
Is it OK to check references by email?
However, calling references can take time, so recruiters frequently use email to get in touch with references. Utilizing a reference check email template ensures consistency and makes it simple to refer back to the questions and answers whenever you need to.
How do you follow up with references on email?
Direct Follow-Up One week to ten days prior to the due date is the best window of time for direct follow-up on letters of recommendation. This gives the author sufficient time to complete it without sounding pushy. Send a cordial email to inquire about the status of the letter as a follow-up.
What to say when checking someone’s references?
- Tell them you are calling about a reference for a candidate you are considering, introduce yourself, and state your title and organization.
- Ask if they would prefer to schedule a call at a later time or if this is a good time to speak.
