Reference request templates toolkit
Our Reference Request Templates Toolkit simplifies the process of seeking employment references, ensuring efficiency and compliance with relevant regulations.
If you have found a suitable candidate for a job vacancy, these model reference request templates will help you to obtain a reference from a previous employer.
What is a Reference Request?
A reference request is a formal inquiry made by a prospective employer to a candidate's previous employers, supervisors, colleagues, or other individuals who can provide insight into the candidate's character, work ethic, skills, and performance.
When a candidate applies for a job or is being considered for a position, the hiring organisation may request references to verify the candidate's qualifications and suitability for the role. Typically, the candidate will provide the contact information for their references, and the hiring organisation will reach out to them directly to solicit feedback.
Key aspects of a reference request include:
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Contact Information: The hiring organisation will request the names, job titles, and contact information of the candidate's references, including phone numbers and email addresses.
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Permission: Before reaching out to references, the hiring organisation may ask the candidate to provide written consent or authorisation to contact their references.
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Questions: The hiring organisation may provide a list of specific questions or topics they would like the references to address, such as the candidate's job performance, strengths and weaknesses, work habits, communication skills, and overall suitability for the role.
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Confidentiality: Both the candidate and the references expect the information shared during the reference check to be treated confidentially and used solely for the purpose of evaluating the candidate's qualifications.
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Professionalism: The hiring organisation should conduct reference requests in a professional and respectful manner, respecting the time and privacy of the references and adhering to any legal or regulatory requirements regarding reference checks.
Reference requests play a crucial role in the hiring process by providing valuable insights into a candidate's past performance and character. They help employers make informed hiring decisions and mitigate the risk of hiring individuals who may not be a good fit for the organisation. For candidates, strong references can validate their qualifications and enhance their credibility as potential employees.
What legal and best practice aspects should employers be aware of when implementing Reference request templates?
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Employers must ensure that they do not discriminate against candidates based on any protected characteristics such as race, gender, age, or religion. When contacting references, employers should focus on job-related information and avoid asking questions that could be construed as discriminatory.
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Employers must handle the personal information of candidates and references in accordance with applicable privacy laws. This includes obtaining consent for the collection and use of personal information, protecting the information from unauthorised access or disclosure, and properly disposing of the information when it is no longer needed.
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Employers should conduct reference checks for candidates applying for roles that involve working with vulnerable populations or handling sensitive information with extra care. This can involve requesting additional information or conducting more in-depth reference checks.
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Employers should ensure that the information provided by references is kept confidential and only shared with those who have a legitimate need to know.
- The documents are easily editable and implementable, saving you time and money
- All content is designed by CIPD accedited Chartered HR practitioners with operational experience in this area
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