Candidate Reference Request Email Template

2-3

Recommended number of references

3-5

Working days for candidate to respond

30%

Bad hires prevented by checking references

95%

Candidates preferring to be notified before referee contact

When and how to request professional references

Send this template during the final stage of recruitment, after interviews and assessments, and before issuing a final job offer.

Important: Reference checking is a legal requirement in the UK, provided you inform the candidate and obtain their consent. Always request permission before contacting referees, and strictly respect GDPR by limiting your questions to professional matters only.

Modèle d'email

Objet

Reference request - Application for {poste} position

Corps

Hello {prenom_candidat}, We were delighted to discuss the **{poste}** position at {nom_entreprise} with you. As part of finalising your application, we would like to gather **{nombre_references} professional references** from people who have worked with you. **Desired referee profiles:** - A former manager or supervisor (technical skills and results) - A colleague or peer you worked closely with (teamwork) **Information to provide for each reference:** - Full name - Job title and company - Nature of your collaboration (supervisor, colleague, client...) - Period of collaboration - Email and phone number Please send us this information by return email by **{date_limite}**. **Confidentiality**: If you would like us to wait before contacting your current employer, please let us know. Do not hesitate to contact us if you have any questions. Best regards, {nom_recruteur} | {nom_entreprise}

Variables à personnaliser :

{prenom_candidat}{poste}{nom_entreprise}{nombre_references}{date_limite}{nom_recruteur}

Essential elements to include in your request

Reference request checklist

Number of references specified (2 to 3)
Usually 2 is sufficient, 3 for senior roles
Type of referees expected
Manager, colleague, client depending on role
Information to be provided listed clearly
Name, job title, contact details, collaboration period
Response deadline indicated
3 to 5 working days recommended
Confidentiality commitment mentioned
Especially for candidates still employed
Option to defer current employer contact
Essential to reassure the candidate

0/6 effectué(s)0%

Questions to ask referees

Context of collaboration

When and in what context did you work with this candidate? What was the nature of your professional relationship?

Skills and performance

How would you rate their technical skills in their field? What were their main accomplishments?

Professional behaviour

How would you describe their working style and team integration? How did they handle difficult situations?

Areas for improvement

What areas of development would you suggest? What should they work on to progress in their career?

Overall recommendation

Would you recommend them for this type of role? Would you rehire them if you had the opportunity?

Legal framework and GDPR in the UK

What you can and cannot ask

Critère	Permitted	Prohibited (discrimination)
Skills	Assessment of technical and professional skills	Questions about health or disability
Behaviour	Working style, stress management, teamwork	Ethnic origin, religion, political opinions
Results	Concrete achievements, objectives met	Private life, family status, sexual orientation
Recommendation	Would you recommend this profile for this type of role?	Questions about sick leave

Never contact a referee without authorisation

You must obtain the candidate's explicit consent before contacting their referees. This rule applies even more to the candidate's current employer, who may not know about their job search. Non-compliance risks damaging trust with the candidate and violating GDPR.

Template customisable variables

Variable	Description	Example
{nom_candidat}	Surname	Smith
{prenom_candidat}	First name	Mary
{poste}	Job title	Marketing Manager
{nombre_references}	Number of references desired	2 to 3
{date_limite}	Response deadline	Friday 20 December
{nom_entreprise}	Company legal name	Aurelia Limited
{nom_recruteur}	Recruiter name	Sophie Martin

Frequently asked questions about reference checking

How many references should I request?

2 to 3 references are sufficient: a former manager to validate technical skills and results, and a colleague to assess teamwork. Asking for more than 3 is time-consuming for the candidate, of little use to you, and can be perceived as a lack of trust.

When should I request references in the recruitment process?

During the final stage, after interviews and assessments, but BEFORE issuing a final offer. Never request references before validating the candidate during interviews: this would unnecessarily expose the candidate's contacts and send a negative signal.

What if the candidate refuses to provide references?

Explore the reasons: are they still employed and afraid their employer will find out about their job search? Offer to defer verification after offer acceptance. If refusal persists without valid justification, it is a red flag that deserves open discussion.

Can I contact the candidate's current employer?

Only with EXPLICIT consent from the candidate. Many candidates do not want their employer to know about their job search. Offer to wait until after offer acceptance or ask for a reference from a previous role.

How do I verify that references are authentic?

Verify job titles on LinkedIn before calling, call via the company switchboard (not a personal mobile number), and ask specific questions about collaboration context. A real manager will know specific details only a genuine professional relationship can produce.

Are professional references mandatory in the UK?

No, but it is a common and recommended practice for positions of responsibility. You must obtain the candidate's consent and comply with GDPR by strictly limiting questions to professional matters.

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