Sending a follow up email after a reference check is vital to show your continued interest in the role. This article covers everything about crafting effective follow up emails – right from templates to sample messages, writing tips and answers to frequently asked questions.
A reference check follow up email is a message you send to the recruiter or hiring manager after they have spoken to your professional references.
It serves multiple purposes:
1. Reiterate Interest in Position
Show that you remain enthusiastic about the role after the reference check process.
2. Thank Interviewers
Express gratitude for taking time to speak with your references and moving your application forward.
3. Additional Information
Supply any extra details that references could not fully provide during conversations.
4. Ask About Next Steps
Politely inquire about current status and further recruitment stages.
An appropriate follow up email after reference checks makes a powerful final impact on the hiring team before the final decision.
The ideal timeline for sending follow up emails is within 3-5 days after references have been contacted. This strikes the right balance between:
If you are not sure exactly when the calls were made, it is reasonable to check with your references first before emailing. You may connect requesting, “Did my potential employer ABC Corp contact you this week regarding the Marketing Manager position? If yes, could you please let me know when you spoke with them and briefly what was discussed?”
This ensures your follow up message has perfect timing to best aid your candidacy.
Here are examples of well-structured follow up email templates to utilize:
Subject Line: John Doe – Reference Checks Update Request
Dear [Hiring Manager’s Name],
I hope you are doing well. I am writing to kindly request an update regarding my application status for the [Role] position at [Company], as my references were previously contacted by [name of interviewers] on [date] last week.
I greatly appreciate you taking the time to have detailed conversations with people that I have worked with over the years. Having been recommended to speak with my supervisors, colleagues and business partners was an honor.
Please do let me know if you need me to clarify or provide any additional information related to my capabilities and experience per the discussions with my references. I am happy to supply more specifics if required at this stage. I understand you are likely still in the process of interviewing other candidates. I look forward to hearing if I have progressed to the next level whenever you get a chance.
Thanks once again for moving my application forward to this stage. I remain incredibly enthusiastic about the chance to join [Company] and firmly believe my skills make me a strong fit for excelling in this position over the long-term. Please feel free to contact me anytime if I can assist with anything further. Enjoy the rest of your week!
Best regards, [Your name]
Subject Line: John Doe – Thanks for Speaking with References
Dear [Hiring Manager’s Name],
I hope all is well with you. I wanted to send a quick note thanking you and [Interviewer Names] for taking the time to have what I hear were very positive phone conversations with the references that I provided.
Having worked with [Reference 1 name], [Reference 2] and [Reference 3] very closely through the years, I greatly appreciate you seeking their perspectives related to projects we collaborated on. As valued colleagues, I am sure they would have outlined details clearly regarding my key contributions and work style.
Please let me know should you need me to supply any other specifics to support my background or if you have additional questions at this stage. As mentioned by my references, I possess the key technical competencies paired with a collaborative leadership approach that align exceptionally well with the [Role] position and [Company] culture.
I remain extremely interested in this outstanding opportunity and look forward to your decision regarding the next steps. Thank you again for considering my application.
Best regards, [Your name]
Beyond using template messages as a base, keep these additional tips in mind:
1. Open With a Personalized Greeting
Address the recruiter or hiring manager directly using their full name for a professional tone that still feels warm.
2. Note Your Excitement
Quickly reiterate your enthusiasm and interest in the role under consideration.
3. Confirm Reference Check Details
Supply brief context by mentioning when your references were contacted and by whom without sounding overly pushy.
4. Share Appreciation
Thank interviewers for taking this important step towards an offer and for any positive feedback supplied indirectly through your references. But do so graciously without sounding entitled.
5. Request Next Steps (Optional)
You may politely ask about anticipated timelines for next stages, but avoid demanding an instant response if not necessary. Gauge priorities based on how far along you are in the vetting process.
6. Offer Additional Information
State willingness to provide more specifics as needed to ease decision-making without being overly aggressive.
7. Proofread Carefully
Double check for typos, grammar issues, spelling errors or incorrect names to maintain professionalism.
Here are some sample reference check follow up messages tailored to different situations:
(For early-stage application after initial reference call)
Dear Ms. Li,
I hope you are having a wonderful start to your week! I wanted to send a quick note thanking you for taking the time to speak with my former manager, Adam Smith, regarding my application for the Business Development Manager role last Tuesday.
Based on our discussion during the preliminary interview last Monday, I knew you would greatly value Adam’s perspectives on my work ethics and results delivery, given we collaborated on several high-value projects together. Please do let me know should you need any additional information or specifics at this stage of the recruitment process.
I continue to be very enthusiastic about the chance to bring my decade of BD experience to your team. Please pass on my appreciation to Mr. Lee and other hiring managers also involved at this point. I completely understand that you are likely at early vetting stages. I look forward to any updates whenever you get a chance.
Best,
John
(For later application stage when awaiting final decision)
Dear Mr. Johnson,
I hope this email finds you well. I wanted to follow up regarding the status of my application for the Social Media Manager role at Smith & Williams. As you may recall, you and Ms. Kumari from HR spoke with my former supervisor Emma and current colleague Michael late last week.
Please kindly advise if you require me to provide any other information or supporting documents at this final stage before deciding on the right candidate. As someone who has leveraged social platforms to boost brand awareness and sales across industries, I remain extremely enthusiastic about putting my expertise to work for your marketing initiatives.
Do let me know should you have any other questions at all. I look forward to hearing your thoughts whenever most convenient. Thank you again for your time and consideration throughout this process. Your team has been wonderful and I appreciate your thoroughness.
Sincerely,
Sarah
Here are answers to the top frequently asked questions by candidates:
How important are follow up emails after reference checks?
Follow up messages allow you to reiterate interest, supply additional details and politely check status. This gives a significant boost during the critical final hiring analysis phase. Sending professionally crafted emails greatly enhances your chances, especially in case of tightly contested roles.
What if the recruiter does not respond to my follow up?
If you do not receive a response within 4-5 business days despite sending a polite enquiry, it is fine to send one last follow up email checking if they received your previous message. Beyond that, hold off contacting and be patient for them to revert on timelines as schedules permit based on priorities if you remain a viable candidate.
Is it appropriate to ask referees about feedback from calls?
You may send a courteous email to your references asking if the hiring team connected with them about your application and if they have any updates. However, avoid probing deeply into discussion specifics. The hiring team prefers keeping these conversations confidential. Respect your referees’ discretion based on what they can comfortably share.
Can I submit more references if required by the potential employer?
During reference checks, some recruiters realize key roles or projects where having perspectives from past associates could be beneficial. If requested, be willing to provide additional references similar to your original set with adequate prior heads-up to them on the purpose of outreach. However, avoid flooding hiring teams with contacts as that seems overly pushy.
What are some common positive signs after reference checks?
Positive indicators after reference checks include the employer requesting any missing information from you, asking to further discuss specifics over a call or wanting to schedule upcoming interviews with senior stakeholders. These signal you remain a serious contender.
The above guidelines provide a comprehensive overview of acing follow up communication after reference checks to boost your candidacy. Utilize the templates and writing tips when crafting your own professional messages.