Reference Check Request Letter template.

A reference check request letter asks a candidate's former supervisor or employer for a professional reference, explaining the role, the information needed and the response deadline.

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Reference Check Request Letter template example on professional letterhead

When to use it

Final-stage candidate checks
Regulated roles needing written references
Verifying claims on a CV

What's included

Branded letterhead with logo and contact details
Subject line: PROFESSIONAL REFERENCE CHECK REQUEST
Summary box: Candidate, Position Applied For, Your Organization, Response Required By
Signature block and company seal

How to adapt this reference request

Before you write

Confirm the candidate's permission and the referee's business contact details.
Choose job-relevant questions and a secure response channel, with a clear deadline.

A practical example

For a finance role, ask the former supervisor to confirm dates, responsibilities and an example of accurate work under deadlines. Explain which role the candidate is being considered for.

Common mistake to avoid

Do not request irrelevant health, family or other sensitive information. A referee may only be authorised to confirm dates and job title.

Before you send

Follow recruitment and privacy policies. Verify the source of the response before using it in a hiring decision.

Fictional sample details are starting points to replace. Letter Studio formats documents; a logo, signature or stamp does not verify their contents or confer authority.

Sample text

Reference Check Request Letter example

This is a fictional example. Highlighted words use your editor details; replace all other sample names, dates, figures and bracketed instructions before sending.

Subject: PROFESSIONAL REFERENCE CHECK REQUEST

Dear [Reference Name],

Vertex Global Technologies is currently evaluating Mr. Jonathan Miller as a finalist candidate for the position of Senior Solutions Architect. As part of our standard recruitment process, we are reaching out to previous supervisors and colleagues to obtain professional references.

We would be grateful if you could provide a brief professional reference for the candidate, covering their key strengths, work quality, reliability, and overall suitability for a senior technical leadership role.

All responses will be treated with strict confidentiality and used solely for the purpose of this hiring assessment. If you prefer to provide your reference verbally, please contact our Human Resources team directly at the number listed in our letterhead.

Candidate: Jonathan Miller
Position Applied For: Senior Solutions Architect
Your Organization: Previous Employer Name
Response Required By: September 20, 2026

We sincerely appreciate your time and cooperation in this matter.

With kind regards,
Elena Rostova

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Learn more

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FAQ

Reference request questions.

What should a reference request include?

A good reference request clearly states candidate, position applied for, your organization, response required by, along with the date, recipient details, a clear subject line and a signature. This template includes all of them, ready to edit.

What questions should a reference request ask?

Confirm dates and role, then ask about the candidate's key strengths, quality of work, reliability and whether the referee would rehire them.

Do I need the candidate's permission to contact referees?

It is good practice, and often required, to get the candidate's consent before contacting referees. Mention in the letter that the candidate has agreed.

Is this reference request template really free?

Yes. The reference check request letter template is free to use, with no watermark and no limits on downloads.

Can I add my logo, signature and company stamp?

Yes. Upload your logo, draw or upload your signature and add an company seal or stamp. Everything is placed on the letter automatically and stays sharp in the PDF.

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