Reference Check Request Email Template & Workflow for Outlook
Reach out to a professional reference on behalf of a candidate in the hiring process. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the reference check request email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Bcc
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Subject
Reference Request for candidate_name
Hi reference_first_name,
My name is a recruiter working with candidate_name on their candidacy for the position_title position at company_name. candidate_name has listed you as a professional reference and speaks highly of their time working with you.
I'd like to ask a few questions about candidate_name's professional experience, work style, and strengths. Your input will be an important part of the hiring process, and I genuinely appreciate you taking the time.
HOW TO RESPOND
The easiest way to complete the reference check is through the short online form below — it typically takes 10–15 minutes and can be completed at your convenience:
• Reference Form: reference_check_link
If you prefer to speak by phone instead, please reply to this email with your availability and I'll schedule a brief call that works for you.
WHAT WE'LL ASK ABOUT
• Your professional relationship with candidate_name and how long you've known them
• Their key strengths and areas where they've excelled
• Their communication and collaboration style
• Whether you would recommend them for a senior leadership role
RESPONSE REQUESTED BY response_deadline
We're moving quickly on this search, and timely references allow us to keep the process on track for the candidate.
Thank you very much for your time and support. Please reach me at me::phone with any questions.
Workflow context
When to use this workflow
Use this workflow when contacting a professional reference for a candidate in the hiring process.
What this replaces
This replaces manual reference check requests, repeated role and company details, and inconsistent response deadline language.
Why teams standardize this email
Reference checks need to be clear, respectful of the reference's time, and easy to complete. A workflow helps recruiters include the right context and link every time.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the reference check request email in Outlook
- Prompts for reference name, candidate name, position title, company name, reference check link, response deadline, and phone number
- Adds a candidate-specific subject line
- Keeps response instructions consistent
- Leaves the draft editable before sending
FAQ
Does Toggles conduct the reference check?
No. Toggles prepares the email request. The reference check happens through your form, call, or recruiting process.
Can a reference form link be included?
Yes. The workflow includes a reference check link variable.
Can recruiters offer a phone option instead?
Yes. The draft includes phone-call language and can be edited before sending.
Part of a starter pack
Explore the Human Resources Starter Pack
Help HR teams send consistent interview, candidate follow-up, offer, onboarding, policy, reminder, and employee coordination emails in Outlook.