A Reference Check Letter is a letter that is provided by an employee’s former employer on the request of the employee’s current employer. This is the letter where the referrer mentions the information about the employee. This type of letter is often requested by the employers to get valid data about the employee he is recruiting.
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How to Prepare a Reference Check Letter?
Step 1: The Contact Information and the Greetings
If you are writing the letter to the recruiter or the recruitment panel, you need to mention their name and the contact information. You will also have to mention your greetings. In case your letter is very general you can mention ” To Whomsoever It May Concern”.
Step 2: The Salutation
This is a necessary element of any official or formal letter. You can start with ‘Dear’ and then the name of the person. In case you do not know the Last name of the person you can write ‘dear hiring manager’ or substitute for it.
Step 3: The Introduction
Explain the reason for which you are writing the letter. Without this addressee may not be able to understand your intention for the letter. You need to mention about the person for whom you are writing the reference check letter.
Step 4: The Body
In the body, you include all the important details and the characteristics of the candidate. This section will include all the data that the current company has requested from you. Mention everything clearly and the information should be correct.
Step 5: The First Paragraph
The first paragraph includes the relationship you have with the candidate. You need to mention the reason you are related to the candidate. This will help you to prove the point you are making and will back up the information that you have provided.
Step 6: The Second Paragraph or the Last one
This paragraph will include the details that you have been asked to provide by the employee’s current recruiter. This is the most important section hence you have to be very careful when you are giving out the information. Make sure you mention everything and if there is something you cannot give the information about, you need to mention that and you may or may not state the reason.
Step 7: The Closing Section
In the closing section, you may offer to provide further information in case the current employer needs to know and which is under your league. Make them believe and think that you are there and you are offering further help.
Step 8: The Signature
If this is a hand-written letter then provide your signature followed by your name. In case you are sending an email, you will just require to mention your name followed by the contact information.
Why is a Reference Check Letter Important for an Organization?
When an employee prepares a resume or a CV he mentions reference from the previous company or institution who can validate the information. When you get to the reference section, through the contact details you approach that person and cross-check the information that has been provided by the candidate.
This helps you to get more information and also the accuracy of the information that the candidate is providing. A reference check letter helps you to reconfirm the legitimacy of the information and also makes you aware of the characteristics of the employee and give further details that can help you understand the candidate more and in detail.
A reference check letter can establish the real worth of a candidate. You will get more positive reviews through the reference letter that the ex-company of the employer will be providing. This will help you bestow more trust in the employee and you will be aware of the fact how good the candidate can be for your organization.
Thus it is very important for an organization to get the reference check letter to evaluate the candidate you are going to make your employee.