Following up after a reference check is a crucial step in the hiring process. A follow-up email can clarify any lingering doubts and convey professionalism to both the candidate and the references. This correspondence serves as a way to express gratitude to the references for their time and insights, while also keeping the candidate informed about the status of their application. Crafting an effective follow-up email requires attention to detail and a thoughtful approach, allowing employers to maintain a positive candidate experience throughout the recruitment journey.
Best Structure for Follow-Up Email After Reference Check
So, you’ve gone through the process of checking references for a candidate, and maybe you’re feeling a bit anxious about what comes next. Sending a follow-up email after you’ve checked references is an important step that helps keep communication clear and sets a professional tone. Here’s how you can structure that email effectively, in a way that feels friendly but also professional.
1. Subject Line
The subject line should be clear and straightforward. It’s the first thing your recipient will see, so make it count! Here are a few examples:
- Follow-Up on [Candidate Name]’s Reference Check
- Thank You for Your Reference Check Assistance
- Next Steps for [Candidate Name]
2. Greeting
Start with a friendly yet professional greeting. If you know the person’s name, use it!
- Hi [Reference’s Name],
- Hello [Reference’s Name], I hope you’re doing well!
3. Express Gratitude
Next, show appreciation for their time in providing references. A little gratitude goes a long way!
Example:
“Thank you so much for taking the time to provide feedback on [Candidate Name]. Your insights are invaluable to us.”
4. Summary of Information Gleaned
Give a brief summary of the insights you gained from their reference. It’s a good way to let them know their input was helpful and shows you were attentive.
Example:
“I really appreciated your perspective on [specific quality or experience discussed], which gives me a clearer picture of [Candidate Name]’s qualifications.”
5. Next Steps
It’s important to let the reference know what’s coming next. If you’re considering the candidate for a position, be clear about that. This helps keep everyone in the loop.
Example:
“We plan to make a decision by [date], and I will be in touch with you about the outcome of our discussions.”
6. Open Door for Further Discussion
Encourage the reference to reach out if they have anything more to add or questions. It opens up a door for further communication.
Example:
“If you think of anything else that might help us in our decision-making process, please feel free to reach out!”
7. Professional Closing
Wrap up your email with a friendly but professional close. Here are some options:
- Best regards,
- Warm regards,
- Thank you once again!
Then, include your name, title, and contact information to make it easy for them to get back to you.
Putting It All Together
Here’s how it should flow when you put everything into one email:
| Section | Example Text |
|---|---|
| Subject Line | Follow-Up on Jane Doe’s Reference Check |
| Greeting | Hi John, |
| Express Gratitude | Thank you so much for taking the time to provide feedback on Jane Doe. |
| Summary of Information Gleaned | I really appreciated your perspective on her leadership skills. |
| Next Steps | We plan to make a decision by next Friday. |
| Open Door for Further Discussion | If you think of anything else, please feel free to reach out! |
| Professional Closing | Best regards, |
| Your Name | [Your Name] |
| Your Title | HR Manager |
| Your Contact Info | [Your Email] | [Your Phone Number] |
This structure will help you compose a thoughtful follow-up email that reinforces your professionalism and helps maintain a positive relationship with your references. Good luck!
Follow-Up Email Samples After Reference Check
1. Positive Reference Confirmation
Dear [Candidate’s Name],
I hope this message finds you well. I wanted to take a moment to follow up regarding the reference check we conducted as part of your application process. I am pleased to inform you that your references provided very positive feedback about your skills and experiences.
We appreciate your patience during this step and are excited to move forward in the hiring process. Our next steps will include…
- Scheduling a second interview
- Discussing potential start dates
Thank you for your cooperation, and we look forward to speaking with you soon.
Best regards,
[Your Name]
[Your Position]
2. Mixed Feedback from References
Dear [Candidate’s Name],
I hope you are doing well. As part of our hiring process, we completed a reference check related to your application. While we received some positive feedback, there were also areas of concern raised.
We would like to discuss this feedback with you to better understand your experiences and ensure a mutual fit. Could we schedule a time to chat?
Thank you for your understanding, and I look forward to your response.
Sincerely,
[Your Name]
[Your Position]
3. Negative Reference Feedback
Dear [Candidate’s Name],
I hope this email finds you well. I wanted to reach out regarding the reference check we completed. Unfortunately, we received feedback that raises concerns about your previous experience.
We value transparency and would appreciate the opportunity to discuss this feedback with you in detail. Please let me know a convenient time for you to talk.
Thank you for your understanding, and I look forward to hearing from you.
Warm regards,
[Your Name]
[Your Position]
4. References Unresponsive
Dear [Candidate’s Name],
I hope you are well. I wanted to touch base regarding the reference check we initiated. Unfortunately, we have yet to receive responses from your listed references.
To move forward in our hiring process, we would appreciate your help in following up with them or providing additional contacts. Thank you for your prompt attention to this matter.
Best,
[Your Name]
[Your Position]
5. Clarification Needed on Reference Details
Dear [Candidate’s Name],
I hope this message finds you well. As we concluded the reference check, we encountered a few points that require clarification based on the feedback we received.
To assist in the evaluation process, could we arrange a time to discuss these points? Your insight would be invaluable.
Thank you for your cooperation, and I look forward to our conversation.
Kind regards,
[Your Name]
[Your Position]
6. Reference Feedback Positive, Further Information Requested
Dear [Candidate’s Name],
I hope you’re having a great day. I wanted to reach out regarding the reference check we completed. The feedback we received was highly positive overall!
However, we would like to gather more information to better understand your achievements in your previous roles. Could you provide some specifics about your contributions? This will help us during the final interview process.
Looking forward to your response!
Best wishes,
[Your Name]
[Your Position]
7. Reference Check Complete – Next Steps Scheduled
Dear [Candidate’s Name],
I hope you are doing well. I’m pleased to inform you that we have completed the reference check process, and everything looks great! Thank you for your patience.
We would like to schedule the next steps in the hiring process, which include…
- A final interview
- Discussion about the role and teamwork expectations
Kindly let me know your availability for the upcoming days!
Warm regards,
[Your Name]
[Your Position]
What is the purpose of sending a follow-up email after a reference check?
Sending a follow-up email after a reference check serves multiple important purposes. The email provides an opportunity for the hiring manager to express gratitude to the references for their time and insights. It reinforces a positive candidate experience, showing the candidate that their network is valued and appreciated. Additionally, this follow-up helps maintain communication between the employer and the potential employee. Sending a follow-up email can clarify next steps in the hiring process, setting clear expectations for both the candidate and their references. Ultimately, this communication helps build goodwill and strengthens the employer brand.
How should a follow-up email after a reference check be structured?
A follow-up email after a reference check should follow a clear structure to ensure effective communication. The email should begin with a polite opening that acknowledges the recipient’s role in the reference process. Next, it should express gratitude for their time and feedback regarding the candidate. The body of the email can briefly summarize key insights or themes from the reference check, maintaining confidentiality where appropriate. The next section should outline any next steps in the hiring process, mentioning specific timelines or actions that may be expected. Concluding with an open invitation for further questions or discussions enhances engagement and fosters collaboration.
What information should be included in a follow-up email after a reference check?
A follow-up email after a reference check should include several key pieces of information for clarity and professionalism. The sender’s contact information should be clearly presented for easy reference. The email should start with a personalized greeting that addresses the recipient by name, fostering a sense of connection. Essential elements include a note of appreciation for their time and the value of their insights regarding the candidate. Information about the overall timeline of the hiring process and what steps may follow also adds clarity. Finally, an invitation for any additional thoughts or questions encourages ongoing dialogue, strengthening professional relationships.
Thanks for sticking around and diving into the world of follow-up emails after reference checks with me! I hope you found the examples and tips helpful as you navigate your job search or hiring process. Remember, a little gratitude goes a long way, so don’t hesitate to express your appreciation to those who support you along the way. Feel free to swing by again for more insights and advice—there’s always something new to explore. Until next time, take care and happy emailing!