Asking candidates for references email templates

Asking candidates for references is a smart hiring move. It helps you verify information, provides additional perspectives beyond what you can gather in interviews and assessments and gives you more confidence in your hiring decision. (Because we all want to find the right person for our team and avoid mis-hires!)

Here we'll share when and how to ask a candidate for references and provide you with templates that you can pop right into your hiring tool or email client to help you communicate clearly and keep the hiring process moving along.

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How to ask a candidate for references

You may verbally mention to a candidate in an interview that you're going to need a certain number of references as part of your evaluation process, or you might share this in your job post. Either way, it's good to follow up in writing with clear instructions so nothing falls through the cracks. That's where an email to request references comes in.

There are typically two points in the hiring process when it's common to request references:

1. After the initial screening: Once you have reviewed applications, conducted your screening interviews and narrowed down your pool of potential hires, you may choose to ask for references to gather more information about candidates’ qualifications, work ethic and values. This will help you determine who will move forward in your hiring process and possibly join your team.
2. Before making a job offer: It’s also common to request references from the top candidate(s) before making a formal job offer. This step helps validate the information you've gathered, gives you insights from previous managers and/or team members and helps you make a more informed decision.

When you're ready, you can send a clear and concise email asking candidates for references. Then you'll need to contact their former managers and co-workers to set up calls. Use the templates below 👇 to get started!
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📣 New to hiring? We've got plenty of resources and recruitment templates to help you along.

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Email template: Candidate reference request

This candidate reference request email template provides a clear and professional structure to ask candidates for their reference contacts. It also emphasizes the importance of the references’ input in the evaluation process.

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Email template: Email to reference provider

This email to a reference provider highlights the value of their insights in helping you evaluate the candidate's qualifications and suitability for the role. It also suggests time slots for a future reference call or email exchange.

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Best practices for asking for references

Keep these best practices in mind when creating and sending an email to request references:

• Specify the number and type of references: Clearly mention how many references you need and the preferred type of references (e.g., co-workers, managers, clients) to help the candidate select appropriate contacts.
• Provide guidance: If there are specific details you need from the candidate, such as their relationship to the reference provider or the time frame they worked together, include those instructions in the email. This will help ensure that the references are relevant and useful.
• Assure confidentiality: Assure both candidates and reference providers that the information shared will be treated with the utmost confidentiality. This encourages open and honest feedback while addressing privacy concerns.
• Set a deadline: Give a reasonable deadline for providing the requested references. This helps maintain momentum in the hiring process and allows you to move forward in an efficient way.
• Express gratitude: Be sure to express appreciation for the candidate’s and reference provider’s time and cooperation. Their efforts and contributions enable you to make sound hiring decisions, and it’s nice to acknowledge that.

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Sending your reference request email 📧

References can be clutch for your hiring process because they offer a window into the candidate's past performance, work ethic and their suitability for the role. Hiring email templates like the ones above help you get those reference requests out in seconds, allowing you to communicate with candidates clearly, gather the information you need and move your hiring process along.

Sending a polite, professional and informative email encourages candidates and reference providers to respond quickly, leading to valuable feedback that’ll help you and your team feel confident in your hiring decision. 💪

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