Reference request email: a template for employers
Copy, paste and send. A plain email to request an employment reference, with a follow-up and tips on consent and chasing.
How do you write a reference request email?
A good reference request email names the candidate and the role, confirms the candidate has agreed to you contacting the referee, lists what you need (dates, job title and a few questions), gives a deadline and makes replying easy. Keep it short and send it from a work address. RefAssure can send and chase it for you and return a signed reference.
Reference request email template
Replace the words in square brackets. Keep the subject line specific so the referee knows what it is before they open it.
Subject: Reference request for [Candidate name], [Job title]
Dear [Referee name],
[Candidate name] has applied for the role of [Job title] at [Company] and has given your name as a referee. They have agreed to us contacting you.
Could you confirm the following?
- Their start and end dates with you
- Their job title when they left
- Their reason for leaving
- Whether you would employ them again
We would also welcome a few words on their reliability, conduct and main duties. Could you reply by [date]? If a short call is easier, I am happy to ring you on a number that suits you.
Anything you share will be kept confidential and used for this recruitment decision. Thank you for your help.
[Your name]
[Job title], [Company]
[Phone number]
Tips that get a faster reply.
Name the candidate in the subject
Referees ignore vague emails. "Reference request for Sam Patel, Care Assistant" gets opened.
Send from a work address
A company address looks legitimate and is less likely to be filtered as junk.
Give one clear deadline
A specific date, a few working days out, works better than "at your convenience".
Make replying easy
Keep the questions short. If you use a form, make sure it works on a phone.
Every referee, chased for you.
See where each reference stands at a glance. RefAssure sends the reminders and files the signed report.
- 5 emails and up to 2 texts over 12 days
- Bounced emails flagged within minutes
- Signed PDF with a full audit trail
How to request a reference: follow-up and consent
Follow-up email template
If you have not heard back after a few working days, send a short, polite nudge.
Subject: Reminder: reference for [Candidate name]
Dear [Referee name], I am following up my email of [date] about a reference for [Candidate name]. A few lines confirming their dates, job title and reason for leaving would help us move forward. Thank you, [Your name]
Tell the candidate first
Make sure the candidate knows you will contact their referees, and keep a record that they agreed. Many candidates ask that their current employer is not contacted until an offer is made, so check before you send. The ICO publishes guidance on handling personal data in recruitment.
Who to send it to
Ask for the most recent employer and a line manager who saw the candidate's work. For employment history, an HR contact can confirm dates. If a referee's details look odd, read how to spot fake references. For what to ask, see reference check questions.
Sending it yourself vs letting RefAssure send it.
| Email by hand | With RefAssure | |
|---|---|---|
| Consent | You record it separately | Candidate signs online before referees are contacted |
| Reminders | You set calendar reminders | 5 emails and up to 2 texts over 12 days |
| Wrong address | You may not notice for days | Most bounces flagged within minutes |
| Replies | Arrive in any format, in your inbox | Structured, signed answers; email replies captured and forwarded |
| Record | Emails saved in a folder | PDF with a full audit trail |
| Cost | Your time | First reference free, then 80p to 99p |
Or let it chase for you.
5 emails and up to 2 texts over 12 days, stopping the moment the referee replies.
Reference request questions
More in the full FAQs.
Who should I ask for a reference?
The candidate's most recent employer, ideally their line manager. For dates and job title, an HR contact is useful. Two referees is common practice.
How long should I give a referee to reply?
A few working days is reasonable. On RefAssure, across 229 completed references in October 2026, the median turnaround was about 23 hours and half came back within 24 hours.
What if the referee does not reply?
Send a polite follow-up, then try another route or ask the candidate for another referee. RefAssure chases automatically and tells you after day 12. See what happens if a referee does not reply.
Do I need the candidate's permission?
Tell the candidate you will contact their referees and keep a record that they agreed. RefAssure collects the candidate's signed consent online before any referee is contacted. More on candidate consent.
Should I request references before or after an offer?
Both happen. Many employers make a conditional offer and then request references, which avoids contacting a current employer too early. In regulated settings such as schools, guidance expects references to be obtained before appointment, so check what applies to you.
Is a phone reference enough?
A call can be quicker, but write up what was said, who said it and when, and keep it with the candidate's file. A written, signed reference is easier to rely on later.
What is the difference between this and a reference template?
The email asks the referee for a reference. The employment reference template is the form of questions they fill in. Most employers use both.
Related guides
Skip the email. Send it in two minutes.
Your first reference is free. RefAssure sends, chases and files the signed reply.