Free letter template · Word

Reference Verification Letter

A reference verification letter is the formal written request a company sends to a candidate's referee asking for feedback on the candidate's work and conduct. It confirms the candidate's consent, assures confidentiality and includes a short response section the referee can fill and return.

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[Company Logo][Company Name]

REQUEST FOR REFERENCE VERIFICATION

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Referee Name]
[Referee Designation]
[Referee Company]
[Referee Address]

Subject: Reference verification for [Candidate Name]

Dear [Referee Name],

[Candidate Name] has applied for the position of [Designation] with [Company Name] and has named you as a professional reference, stating that you worked together at [Referee Company] from [MM/YYYY] to [MM/YYYY] as [relationship].

The candidate has given written consent for us to contact you. We would be grateful if you could spare a few minutes to complete the short form below. Your response will be treated as confidential and used only for this hiring decision.

Reference Response

Candidate's designation when you worked together
Period worked together
Your relationship with the candidate

Criteria	Rating (1–5)	Comments
Quality of work
Reliability
Teamwork and conduct
Integrity

Key strengths
Areas for development
Would you work with this person again? (Yes / No)

Kindly return the completed form to [Email] or the address below by [Date]. For any clarification, please call [HR Name] on [Phone Number].

Thank you for your time and support.

For [Company Name]
[HR Name]
[Designation]
[Company Address]

Referee
[Referee Name]
Signature & Date

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What this template includes

Letter reference number and date
Candidate's name, role applied for and claimed relationship
Statement of candidate consent
Confidentiality assurance for the referee
Short response form with ratings and comments
Response deadline and return address

When to use it

When the referee prefers written rather than phone feedback
Referees at organisations that require formal requests
Senior or regulated roles that need references on file
International or academic referees in different time zones

How to customise this template

1Print on company letterhead and sign before scanning
2Attach the candidate's signed consent if the referee's company requires it
3Shorten the response form for junior roles
4Send from an official company email ID, not a personal one

HR tips

Keep the response form to one page so the referee actually completes it
Give a reasonable deadline, such as five working days
Follow up once by phone if there is no response
Store responses in the candidate's confidential file

For HR & hiring managers

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Frequently asked questions

How do I write a letter to request a reference?+

Introduce your company, name the candidate and role, confirm the candidate's consent, ask specific questions and give a deadline and return address.

Is the referee obliged to respond?+

No. Responding is voluntary, which is why the letter should be polite and the form short.

Can the candidate see the reference response?+

References are usually kept confidential. State your confidentiality approach in the letter.

All 50 recruitment & hiring →

[Company Logo][Company Name]
LETTER OF REGRET
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[Email]
Subject: Your application for the position of [Designation]
Dear [Candidate Name],
Thank you for your interest in [Company Name] and for the time you spent with our team during the interview on [Date] for the position of [Designation] in our [Department] team.
After careful consideration of all applicants, we regret to inform you that we will not be proceeding with your application for this role. Our decision was based on the specific requirements of the position at this time, and we had a number of strong candidates to choose from.
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[Company Logo][Company Name]
REFERENCE CHECK FORM
Candidate Name:
[Candidate Name]
Position Applied:
[Designation]
Checked By:
[HR Name]
Date:
[Date]
- Candidate consent obtained on [Date] to contact the referee below
1. Referee Details
Referee Name
Designation and Company
Phone / Official Email
Relationship to Candidate (Manager / Peer / Client)
Period worked together
2. Employment Confirmation
Candidate's designation as stated by referee
Dates of employment as stated by referee
Reason for leaving as understood by referee
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Reference Check Form
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[Company Logo][Company Name]
BACKGROUND VERIFICATION FORM
Company:
[Company Name]
Candidate / Employee ID:
[Employee ID]
Position:
[Designation]
Date:
[Date]
1. Personal and Identity Details
Full Name (as per ID)
Father's Name
Date of Birth
Mobile / Email
PAN
Aadhaar (last 4 digits / masked copy)
Passport No. (if any)
2. Address Details
Type Full Address with PIN Staying Since Contact Person at Address
Current [Address] [MM/YYYY] [Name, Phone]
Permanent [Address] [MM/YYYY] [Name, Phone]
3. Education Details
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Referee Name
Designation and Company
Phone / Official Email
Relationship to Candidate (Manager / Peer / Client)
Period worked together

Candidate's designation as stated by referee
Dates of employment as stated by referee
Reason for leaving as understood by referee

Full Name (as per ID)
Father's Name
Date of Birth
Mobile / Email
PAN
Aadhaar (last 4 digits / masked copy)
Passport No. (if any)

Type	Full Address with PIN	Staying Since	Contact Person at Address
Current	[Address]	[MM/YYYY]	[Name, Phone]
Permanent	[Address]	[MM/YYYY]	[Name, Phone]

[Company Logo][Company Name]

PREVIOUS EMPLOYMENT VERIFICATION

Verification Ref.:: [Reference Number]
Requested By:: [Company Name]
Date of Request:: [Date]

To,
The HR Department
[Former Employer Name]
[Former Employer Address]

[Candidate Name] has been selected for employment with [Company Name] and has authorised us to verify their previous employment with your organisation. A copy of the signed authorisation is attached. We request you to verify the details below and return this form by [Date].

Verification Details

Particulars	As Declared by Candidate	As Verified by Employer	Match (Y/N)
Employee Name	[Candidate Name]
Employee ID	[ID]
Date of Joining	[DD/MM/YYYY]
Last Working Day	[DD/MM/YYYY]
Designation at Exit	[Designation]
Department	[Department]
Last Drawn CTC (₹ per annum)	[Amount]
Reporting Manager	[Name]

Exit Information

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Previous Employment Verification

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[Company Logo][Company Name]

EDUCATION VERIFICATION REQUEST

Ref. No.:: [Reference Number]
Date:: [Date]

To,
The Registrar / Controller of Examinations
[University / Board Name]
[Address]

Subject: Request for verification of educational qualification – [Candidate Name]

Dear Sir / Madam,
[Candidate Name] has applied for employment with [Company Name] and has submitted the qualification details below. With the candidate's written consent (copy enclosed), we request you to verify the particulars and return this form under your seal.

Qualification Details

Particulars	As Declared	Verified by Institution (Correct / Incorrect)	Remarks
Name of Student	[Candidate Name]
Father's Name	[Name]
Course / Degree	[Degree]
Specialisation	[Specialisation]
College / Study Centre	[College]
Enrolment / Roll No.	[Number]
Year of Passing	[YYYY]
Class / Grade / CGPA	[Grade]
Mode of Study	[Regular / Distance / Online]

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Education Verification Form

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[Company Logo][Company Name]
EMPLOYMENT VERIFICATION REQUEST EMAIL
Subject: Employment Verification Request – [Candidate Name], Employee ID [ID]
Dear HR Team, [Former Employer Name],
Greetings from [Company Name]. [Candidate Name] has been offered the position of [Designation] with us and has stated that they worked with your organisation from [MM/YYYY] to [MM/YYYY]. As part of our standard pre-employment process, we request you to kindly verify their employment details.
The candidate's signed authorisation and our verification form are attached. Please confirm the following:
1. Employee ID: [ID]
2. Designation at the time of leaving: [Designation]
3. Date of joining and last working day: [DD/MM/YYYY] – [DD/MM/YYYY]
4. Last drawn CTC (if your policy permits): ₹[Amount] per annum
5. Reason for leaving and eligibility for rehire
If filling the form is not convenient, a simple reply to this email confirming or correcting each point will be sufficient. We would be grateful for your response by [Date].
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[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
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Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions

Reference Verification Letter

Preview of the letter

Subject: Reference verification for [Candidate Name]

Reference Response

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Subject: Your application for the position of [Designation]

Candidate Rejection Letter

1. Referee Details

2. Employment Confirmation

Reference Check Form

1. Personal and Identity Details

2. Address Details

3. Education Details

Background Verification Form

Verification Details

Exit Information

Previous Employment Verification

Subject: Request for verification of educational qualification – [Candidate Name]

Qualification Details

Education Verification Form

Subject: Employment Verification Request – [Candidate Name], Employee ID [ID]

Employment Verification Request

A. Requesting Department

B. Position Details

C. Reason for Requirement

Manpower Requisition Form

1. Proposed Position

2. Role Purpose

3. Business Case

New Position Request Form

Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location

Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining

Reference Verification Letter

Preview of the letter

Subject: Reference verification for [Candidate Name]

Reference Response

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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