Reference check email templates for Managers

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It’s a lot easier to hire the right candidate when the employer knows he or she has the right skills for the job.

Reference checks are crucial, especially for executive and managerial hires. Managers usually have financial responsibilities and control over sensitive information. The results of a background check are helpful to review if an applicant has been charged with any violations, such as theft or embezzlement.

If you’re looking to apply for an executive position, you could adopt the following strategies to brighten up your career advancement prospects.

Use your professional network.

You’re probably unsure if a hiring manager would accept a recommendation from a LinkedIn acquaintance or a distant contact.

However, you must still include references from sources that will enable the hiring manager to observe your capabilities from an impartial standpoint.

Here’s what to include:

  • Particular jobs you’ve held, whether in the past or present.
  • Concise details of your career trajectory.
  • Personal anecdotes or lessons you’ve learned in your career.
  • Your education level and skills, if you’ve been trained in specific fields.

Gauge interest.

You’ll likely need to gauge interest from a prospective employer – the hiring manager may not be visibly expressive about whether he/she finds you to be a good fit for the role.

Empathize and tell the hiring manager why you’re looking for a new job. Get to work on gathering some insight about the company, or the challenges you’ve faced in the past that you’re now looking to overcome.

For example, this could sound like, “I am an innovative and proactive Product Manager offering 10 years of experience converting sales leads and effectively managing multiple territories. I am a results-oriented professional, and a decisive leader adept at forging long-term relationships with key partners and clients.”

“I am a result-oriented Customer Service executive with over 5 years of experience in retail operations. I have extensive training in project management and effective resolution of direct customer inquiries, implementing customer service policies, and executing administrative responsibilities.”

It’s also a good idea to have evidence of specific achievements that can be the highlight of your interview. If you’ve been given an award or a special recognition, make sure you include it.

Be prepared.

Prepare your resume and references ahead of time, to avoid having to speed-read through an entire document during a phone screen, email interview, or in-person interview.

Professional references can be a deal-clincher.

Asking for a reference also offers an opportunity to get the perspective of another manager or colleague. Your references should be able to give you feedback, good or bad, to help you identify strengths and weaknesses.

Before submitting your CV, you’ll want to choose two to three connections that you think are the best fit. It’s important that they are knowledgeable about the industry and can provide a professional recommendation.

Most experienced professionals believe that it is appropriate to talk about the skill sets and characteristics that could clinch the deal. You may want to highlight your proficiency in communication and collaboration skills. Perform quick research on your strength areas so you can bring the interviewer round to see how you would be a good fit for the position you’re applying for.

It works even better when a former colleague or superior is willing to back up your claims via a solid recommendation. Make sure the reference is available to meet with the hiring manager at a specific time.

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We’ve provided some handy reference check email templates that you can use to update your chosen references to let them know you’re applying for a new job.

Reference Check Email Template 1(Former Boss/Superior)

Dear [Reference’s name],

Great to connect again! It was a pleasure working together on the (Previous Project Name) and I still have fond memories of working at ABC(Organization Name).

It’s been shaping up quite well for me at [Organization name] for the past five years. I’ve been looking to expand my skills and capabilities. After quite a bit of contemplation, I have decided to actively look for the position of Senior Operations Manager in Chicago.

Would you be available to serve as a reference for me?

I’ve attached the details of the position below so you may be aware of the skills and qualities they’re looking for in a potential hire. Please feel free to reach out in case you have any questions.

Thank you!

[Your name]

Reference Check Email Template 2 (Former Boss/Superior)

Subject Line: Reference Request – Name of Former Employee

Dear Mr. ABC,

I hope you are doing well. I still have fond memories of our collaboration in the Sales Department.

I am reaching out to let you know that I am actively seeking out a new position as Senior Sales Manager with (Name of New Company).

Lately, I have been looking forward to new challenges and projects in a managerial capacity. A positive recommendation would enhance my prospects greatly.

Would you feel comfortable providing a positive letter of reference for me? If you can attest to my skill sets and performance while I was employed at ABC Company, I would sincerely appreciate the gesture.

I have attached the job description along with an updated resume. Please let me know if you have any questions, or if there is any other information I can assist you with.

I can be reached at [email protected] or (000) 111-1234.

Thank you for considering my request.



Reference Check Email Template 3(Former Colleague)

Subject: ABC(Former Employee name) – Reference Request

Dear XYZ (Name of a former colleague)

I hope this email finds you well. I am reaching out to let you know that I am actively seeking a new position as a Product Manager at EEE Industries.

I am hoping that you will provide a positive recommendation.

I still look back fondly on our collaboration on several projects. I believe that you can provide valuable information about my skills to the Human Resources Team at EEE Industries that will enhance my interview prospects.

I have enclosed the necessary attachments with the job description as well as an updated copy of my CV. Please let me know if you have any queries or require any additional information about the role and my current experience.

Thank you very much for taking the time to consider my request.



Reference Check Email Template 4(Former Client)

Hi [Name],

I hope you are doing well. I enjoyed working with you on (Name of Project) at XCW Industries.

I am reaching out to you to request a letter of recommendation for a new role as (Job Title) at ABC Ltd. I believe that you can provide valuable information about my skills that will enhance my interview prospects.

Thank you very much for considering my request. I have attached a copy of my updated resume and the job description for your review.

If you have any questions or need any further information, please don’t hesitate to let me know.

Best Regards,


Reference Check Email Template 5(Former Mentor/Coach)

Subject line: Reference for ABX

Dear Ms. (Name of Mentor),

I hope you are doing well. I am writing to ask you to provide me a recommendation for a new position as (Job title) with SX Industries.

I would completely understand if you are unable to commit to this. Please let me know if you are willing to provide me with a reference.

While working at QWE (Former Organization), I was able to learn several valuable skills and hone my competencies as a (Job Title).

As an industry thought leader, I think you would be able to provide relevant insights into my competencies and skills that would increase my chances of being hired for this new position.

I have been currently heading the Sales and Business Development Division at ERW(Name of current organization). I am seeking out related projects and challenges in an executive capacity at SX Industries.

Thank you very much for considering my request. I have attached a copy of my updated resume and the job description for your review.

Mr. (Name of HR Contact) from the Human Resources Department at SX will speak to you if you provide a letter of recommendation for me.

If you have any questions or need any further information, please feel free to connect with me via email or phone.

Best Regards,


Contact details

Reference Check Email Template 6(Former Professor)

Subject: XYZ(Former Student)- Reference Request

Dear Ms. ABC(Former Professor)

I am reaching out to you to request that you provide a letter of reference for me, as I start to actively seek out new positions as a corporate professional.

As you know, I will be completing my post-graduate degree this fall. As my mentor and guide throughout my academic journey, I believe

that a positive letter of recommendation from you would greatly enhance my prospects of securing a job.

If you need any additional information, please let me know.

Thank you for your consideration and support.



Email Payroll, overtime, and other fringe benefits are areas where a company’s vetting process will reveal gaps and inconsistencies. Employees should be invited to renew background checks and/or contact past employers to ensure there’s no negative history with them.

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