In today’s extremely competitive job market, it is more important than ever to ensure that your company hires the right candidate the first time. When done correctly, reference checking can assist you in doing just that. Reference checking, for example, is an excellent tool for determining job and company fit.
According to studies, approximately 95% of employers already use reference checking in the hiring process. To get the most out of your reference checking process, you must first understand what this recruitment tool is, what value it adds to the hiring process, and how to gather the information you need to select the best candidates.
Continue reading to learn more about what a reference check offer letter is, why it is important, how to write one, as well as a sample and template.
What is a Reference Check?
Typically, reference checks are performed within the end of the recruitment process. They are used to learn more about a particular candidate by soliciting feedback from current and former coworkers. This feedback is typically obtained by asking the reference a series of questions about the applicant, either over the phone or via email.
Because this is typically done at the end of the recruitment process, you only need to run a reference check on the candidates you are considering hiring.
What is a Reference Check Offer Letter?
The previous employer provides a reference check offer letter to an employee at the request of the employee’s current employer. This letter includes the candidate’s employment history, job description, performance, salary, and other pertinent information.
People who are familiar with their work and character and have a favorable opinion of them can also provide this type of letter. A reference check offer letter can be related to employment, personal, or it can depict the individual’s character.
Why are Reference Checks Important?
Reference checks are performed for a variety of reasons, including:
- Obtain Relevant Information
References are frequently one of the best sources of information about the applicant’s work experience. Indeed, references may be the only source, aside from the candidate, that has firsthand knowledge of the applicant’s professional achievements and on-the-job skills.
- Ascertain job fit
As a hiring manager or human resources professional, you are already aware that having the right skill set is only one factor to consider when selecting the right candidate. Aside from job fit, you want a candidate who is a good fit for the boss and the company.
Conducting reference checks can assist you in determining whether or not the candidate will be a good fit. After all, who knows the candidate better than the person who works with them on a daily basis? Typically, you can tell whether an applicant is well-respected or just another coworker based on how the reference responds to the questions.
- Verify applicant’s information
One of the most important advantages of reference checking is that it allows you to verify information on an applicant’s resume and job application. Do not be afraid to ask the reference to confirm certain details, such as job title, job duties, workplace responsibilities, training, and skill sets. In reality, current and former coworkers are frequently the best people to assess a candidate’s skills and aptitudes.
- Identify red flags
Another advantage of conducting reference checks is that they can alert you to potential issues with the candidate. For example, if the references’ responses do not match the applicant’s resume or job application, it could indicate that the candidate exaggerated some of their skills and experiences. Inadvertently, the reference may also allude to toxic workplace behaviors such as frequent absences, tardiness, argumentative and offensive behavior.
How to Write a Reference Check Offer Letter?
Here are the steps in writing a reference check offer letter:
- Start with a header
It is best to use a standard header that includes the date, recipient’s name, and address when writing your reference check offer letter. Knowing how to properly address a job offer letter demonstrates professionalism and allows you to preserve the hiring manager’s favorable image.
- Use proper salutation
A formal salutation at the beginning of the letter shows respect and allows you to correctly address the candidate. A salutation like ‘Mr./Ms./Mrs.’ followed by their surname was usually sufficient. If you’re not sure what pronouns the candidate prefers, you can use ‘Dear’ followed by their first and last name.
- Notify the candidate about the reference check offer
In the reference check offer letter, you must inform the candidate of the reference check that will be performed in order to advance to the next stage of the hiring process and to confirm if the candidates for employment are hired.
- Provide a brief summary
In the final paragraph, provide a quick overview of the letter and remind the recipient of the next steps. You can also express your enthusiasm for welcoming them to the company by stating that you hope to work with them once they meet the company’s additional requirements.
- Finish the letter with a formal signature
Finish the letter with a formal signature, such as ‘Sincerely’ or ‘Best regards’. The formal closing address should be used. Following that, include your full name, position within the company, and signature.
Tips in Crafting a Reference Check Offer Letter
When writing a reference check offer letter, it’s important to stay positive and confirm that you believe the candidate is a good fit for the job. Here are some pointers to consider when composing a reference check offer letter:
- Keep your letter brief.
- Use a standard business letter format and tone.
- Use a classic font like Calibri or Times.
- Correctly format your letter.
- Use specific examples to demonstrate the candidate’s skills and abilities.
Sample and Template
To help you get started, we provide a sample and template of a reference check offer letter. Continue reading and compose your own!
Sample 1: Reference Check Offer Letter Template
Use this downloadable reference check offer letter template to advance candidates to the next stage of the hiring process.
[Date]
[Name of the Recipient]
[Address of the Recipient]
Dear [Candidate’s Name],
On behalf of [company name], we are evaluating your suitability for placement in our organization as [job position]. We are in conversation with [name], and we are assessing your suitability for a position in our organization as [position].
During our meetings, he suggested that we seek employment references from him because you worked for that organization between Wed, 31 May 2023 03:02:03 +0000 and Wed, 31 May 2023 03:02:03 +0000.
We assure you that the information provided will be kept strictly confidential. If you prefer to give this information over the phone rather than filling it out, please call [name, title].
Thank you once more for your prompt attention to the terms of this offer. We are thrilled to have you on board.
Best regards,
[Name of the sender]
[Designation of the sender]
[Organization’s name]
Sample 2: Example of Reference Check Offer Letter
Here’s an example of a reference check offer letter.
April 20, 2022
Carla Morris
New Orleans, Louisiana 12345
Dear Ms. Carla Morris,
We are evaluating your suitability for a position as a graphic designer on behalf of Star Company. We had a conversation with Mr. Albert Freud about your suitability for a position in our company.
He suggested that we seek employment references from him during our meetings because you worked in a former organization between January 1, 2020 and December 15, 2021.
We guarantee that any information you provide will be kept strictly confidential. Please contact Xandra Janssens, General Manager, at 123-456-7890 or xandra.janssens@email.com if you prefer to provide this information over the phone rather than filling out the form.
Thank you for your quick attention to the terms of this offer once more. We are delighted to have you aboard.
Best regards,
Alyanna Hudgens
Head of Human Resources
Star Company
Final Thoughts
- At the request of the employee’s current employer, the previous employer provides a reference check offer letter.
- References are frequently one of the most reliable sources of information about an applicant’s work history.
- You are already aware, as a hiring manager or human resources professional, that having the right expertise is only one factor to consider when choosing the right candidate.
- One of the most significant benefits of reference checking is the ability to validate information on an applicant’s resume and job application.
- Another benefit of conducting reference checks is that they can alert you to any potential problems with the candidate.