If you’re applying for a new job or switching from your current one, you might need to provide references to your employer. Writing a reference mail to HR might seem daunting, but it’s a crucial part of your job application process. In this article, we’ll provide tips, examples, and answers to commonly asked questions about writing a job reference mail to HR.
Tips for Writing a Job Reference Mail
Here are some useful tips to keep in mind when writing a job reference mail:
- Be concise and to the point.
- Use a formal tone and professional language.
- Include relevant information, such as the position you’re applying for and the name of the company you’re applying to.
- Provide the contact information of your references, such as their name, job title, company, and email address.
- Make sure to ask your references for permission before sharing their contact information.
- Edit and customize your reference mail for each employer you’re applying to.
- Proofread your mail for any errors or typos.
Examples of Job Reference Mail to HR
Asking a Former Employer for a Reference
Dear [Greeting],
I hope this email finds you well. I’m writing to ask if you’d be willing to provide a reference for me as I apply for a new position at [Company]. I’ve listed you as one of my references and I believe your input would greatly benefit my application.
If you’re able to provide a reference, please let me know and I’ll send you the necessary information. Thank you for your time and consideration.
Best regards,
[Your Name]
Thanking a Reference for Their Support
Dear [Greeting],
I wanted to thank you for providing a reference for me as I applied for the position at [Company]. Your support and kind words meant a lot to me and I’m happy to say that I’ve been offered the job!
I couldn’t have done it without your help and I’m truly grateful for your support. Please let me know if there’s anything I can do to repay the favor. Thank you again and have a great day.
Best regards,
[Your Name]
Providing Contact Information for a Reference
Dear [Greeting],
Thank you for considering me for the position at [Company]. As part of my application, I’ve listed [Reference Name] as one of my references. I wanted to provide you with their contact information should you need it:
- Name: [Reference Name]
- Job Title: [Reference Job Title]
- Company: [Reference Company]
- Email: [Reference Email]
- Phone: [Reference Phone]
Please let me know if you need any additional information or if there’s anything else I can provide to support my application. Thank you for your time and consideration.
Best regards,
[Your Name]
Following Up on a Reference Request
Dear [Greeting],
I hope this email finds you well. I recently applied for the position at [Company] and listed you as one of my references. I wanted to follow up and see if you’ve had a chance to provide a reference or if there’s anything else you need from me.
Please let me know if there’s anything I can do to make the process easier for you or if you need any additional information. Thank you for your time and consideration.
Best regards,
[Your Name]
Providing Additional References
Dear [Greeting],
Thank you for considering me for the position at [Company]. As part of my application, I’ve provided you with references from [Reference Name 1] and [Reference Name 2]. However, I wanted to provide you with an additional reference who can speak to my skills and experience:
- Name: [New Reference Name]
- Job Title: [New Reference Job Title]
- Company: [New Reference Company]
- Email: [New Reference Email]
- Phone: [New Reference Phone]
Please let me know if you need any additional information or if there’s anything else I can provide to support my application. Thank you for your time and consideration.
Best regards,
[Your Name]
Asking for a Reference for a Specific Skill
Dear [Greeting],
I hope this email finds you well. As I apply for the position at [Company], I wanted to ask if you’d be willing to provide a reference for my [specific skill]. I believe your input on this skill would greatly benefit my application and help me stand out as a candidate.
If you’re able to speak to my [specific skill] and provide a reference, please let me know and I’ll send you the necessary information. Thank you for your time and consideration.
Best regards,
[Your Name]
Asking a Colleague for a Reference
Dear [Greeting],
I hope this email finds you well. I’m writing to ask if you’d be willing to provide a reference for me as I apply for a new position at [Company]. While we haven’t worked together directly, I believe your input on my skills and experience would be valuable to my application.
If you’re able to provide a reference, please let me know and I’ll send you the necessary information. Thank you for your time and consideration.
Best regards,
[Your Name]
Frequently Asked Questions
What should I include in a job reference mail to HR?
A job reference mail to HR should include relevant information, such as the position you’re applying for and the name of the company you’re applying to. You should also provide the contact information of your references and ask for their permission before sharing their information. Be sure to edit and customize your mail for each employer and proofread it for any errors or typos.
How many references should I provide in my job application?
It’s typically recommended to provide 2-3 references in your job application. Make sure to choose references who can speak to your skills and experience related to the position you’re applying for. If the employer does not specify how many references they require, you can always ask them directly.
How can I make sure my references provide a positive recommendation?
You can give your references a heads up about the position you’re applying for and provide them with a copy of your resume and cover letter. This will help them tailor their recommendation to the position and emphasize your relevant skills and experience. You can also ask them if they feel comfortable providing a positive recommendation before listing them as a reference.
Can I use the same references for multiple job applications?
Yes, you can use the same references for multiple job applications. However, you should still let your references know each time you list them as a reference and provide them with the relevant information for each application. This will help them tailor their recommendation to the position and emphasize your relevant skills and experience.
Should I ask my current employer for a reference?
If you’re still employed at your current company, it’s generally not recommended to ask your current employer for a reference. This could put your current job at risk and create an awkward situation if you don’t get the new job. Instead, you can ask previous employers, colleagues, or mentors who can speak to your skills and experience.
What should I do if my reference declines to provide a recommendation?
If a reference declines to provide a recommendation, don’t take it personally. There could be many reasons why someone doesn’t feel comfortable providing a recommendation. You can simply thank them for their time and let them know you’ll find another reference. Make sure to have a backup list of references in case someone declines to provide a recommendation.
Conclusion
Writing a job reference mail to HR might seem daunting, but it’s an important part of your job application process. By following our tips and using our examples, you can create a professional and effective reference mail that showcases your skills and experience. Remember to customize your mail for each employer and proofread it for any errors or typos. Good luck!