Requesting a Reference for a Candidate email template

Why does it matter?

You’re in the final step of the hiring process and you are interested in researching to see if the candidate is really the best fit for the job. Former employers and colleagues of the candidate can provide some valuable insights that can help you make a more informed hiring decision.

When to send?

Please note that if you haven't been given a list of recommended references from the candidate, make sure to seek permission before approaching anyone as you might be in violation of data protection rules if you do not obtain the candidate’s consent.

What to include?

Employers are not obligated to provide a reference for a former employee so their time is important. Be sure to ask them specific questions to get the information you need about the candidate’s past work experience and behavior such as:

• Why did [Candidate Name] leave your company?
• What were [Candidate Name] 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] job performance? (Ex. tardiness, missed deadlines, or conflict with team members)
• Given the opportunity, would you rehire [Candidate Name]?

Template Email

Email subject line: Could you please provide a reference for [Candidate Name]?

Dear [Recipient’s Name],

I am [Your Name] from [Company Name]. We’re in the process of hiring for a [Job Title] and one of your former employees, [Candidate Name], has made it to the final stage of our hiring process.

To ensure we're making the right decision, we would like to gather more information before making a final decision. We're contacting you because [Candidate Name] suggested you as a reference. I would be grateful if you could tell me about your overall experience working with [Candidate Name] and whether you’d recommend [him/her] as a potential employee.

I have prepared some questions to help you reflect on your experience with [Candidate Name]. 

• Why did [Candidate Name] leave your company?
• What were [Candidate Name] 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] job performance? (e.g. tardiness, missed deadlines, or conflict with team members)
• Given the opportunity, would you rehire [Candidate Name]?

Please let me know when you are available for a brief discussion. Can you also confirm the following number provided by [Candidate Name] to reach you, [Insert Phone Number].

As another option, you can also reply to our questions via email if that is more convenient.

All our communications will be confidential.

Thank you very much for your time.

Best regards,
[Your Name] 
[Your Job Title] 
[Company Name]