If you are in the position of needing to verify a potential employee’s references, it can be helpful to have a reference verification letter sample to guide you. In this article, we will provide tips for writing an effective reference verification letter, along with seven examples of different types of reference verification letters you may need to write. Each example will include a unique greeting, letter body, and complimentary close. We will also answer some frequently asked questions about reference verification letters.
Tips for Writing a Reference Verification Letter
Before diving into the examples, here are some general tips to keep in mind when writing a reference verification letter:
- Include the date and recipient’s contact information at the top of the letter
- State the purpose of the letter in the opening paragraph
- Provide specific details about the applicant’s previous employment or character
- Keep the tone professional and objective
- Close with contact information for any follow-up questions
You can find plenty of reference verification letter samples online to use as a starting point, but be sure to edit them as needed to fit your specific situation.
Reference Verification Letter Examples
Verification of Employment
Dear [Recipient Name],
I am writing to verify [Applicant Name]’s employment at [Company Name]. [Applicant Name] worked for us as a [Position] from [Employment Start Date] to [Employment End Date]. During their time with us, they were responsible for [Job Duties]. [Applicant Name] was a reliable and hardworking employee who always completed tasks on time and with high quality.
If you have any further questions about [Applicant Name]’s employment with us, please do not hesitate to contact me at [Phone Number] or [Email Address].
Best regards,
[Your Name]
Verification of Character
Dear [Recipient Name],
I am writing to verify that I have known [Applicant Name] for [Number of Years] years and can vouch for their character. [Applicant Name] is a [Positive Traits] individual who is always [Positive Behaviors]. I have no doubt that [Applicant Name] would be an asset to your organization.
If you have any further questions or need additional information, please feel free to contact me at [Phone Number] or [Email Address].
Best regards,
[Your Name]
Verification of Education
Dear [Recipient Name],
I am writing to verify that [Applicant Name] received a [Degree] from [University Name] on [Graduation Date]. During their time at [University Name], [Applicant Name] was a diligent and focused student who consistently achieved high grades in their coursework.
If you require any additional information, please do not hesitate to contact me at [Phone Number] or [Email Address].
Sincerely,
[Your Name]
Verification of Salary
Dear [Recipient Name],
I am writing to verify [Applicant Name]’s salary during their employment at [Company Name]. [Applicant Name] worked for us as a [Position] from [Employment Start Date] to [Employment End Date]. Their starting salary was [Starting Salary] and their ending salary was [Ending Salary].
If you have any additional questions or require further information, please do not hesitate to contact me at [Phone Number] or [Email Address].
Best regards,
[Your Name]
Verification of Employment Gap
Dear [Recipient Name],
I am writing to verify [Applicant Name]’s employment history with our company. Although there is a gap in their employment from [Gap Start Date] to [Gap End Date], [Applicant Name] was employed with us both before and after that time.
If you have any further questions or require additional information, please do not hesitate to contact me at [Phone Number] or [Email Address].
Sincerely,
[Your Name]
Verification of Volunteer Hours
Dear [Recipient Name],
I am writing to verify that [Applicant Name] volunteered with our organization from [Start Date] to [End Date]. During that time, they contributed [Number of Hours] total hours of service. [Applicant Name] was a dedicated and reliable volunteer who consistently showed up on time and completed their assigned tasks with enthusiasm.
If you require any additional information, please feel free to contact me at [Phone Number] or [Email Address].
Best regards,
[Your Name]
Verification of Identity
Dear [Recipient Name],
I am writing to verify the identity of [Applicant Name]. [Applicant Name] provided me with [Identification Documents], which I have reviewed and confirmed are legitimate. Based on my review, I can confirm that [Applicant Name] is who they claim to be.
If you have any further questions, please do not hesitate to contact me at [Phone Number] or [Email Address].
Sincerely,
[Your Name]
Frequently Asked Questions
What is a reference verification letter?
A reference verification letter is a document used to confirm the details of an applicant’s past employment, education, character, or other relevant information. The letter is typically written by a previous employer, colleague, or other professional contact who knows the applicant well enough to provide an objective assessment of their qualifications.
Who should write a reference verification letter?
The person who is in the best position to verify the details of an applicant’s past employment, education, or other relevant information should write the reference verification letter. This could be a previous employer, colleague, or other professional contact who knows the applicant well enough to provide an objective assessment of their qualifications.
What should be included in a reference verification letter?
A reference verification letter should include the date and recipient’s contact information at the top of the letter, a brief introduction stating the purpose of the letter, specific details about the applicant’s previous employment or character, and contact information for any follow-up questions. The tone should be professional and objective.
How long should a reference verification letter be?
A reference verification letter should be long enough to provide the necessary details about the applicant’s qualifications, but not so long as to become overly repetitive or off-topic. Generally, a well-written reference verification letter will be between one and two pages long.
Can I use a reference verification letter from an applicant’s previous employer?
Yes, a reference verification letter from an applicant’s previous employer can be a valuable tool for verifying the details of their past employment. However, it is important to keep in mind that some employers have policies against providing references for former employees, so you may need to rely on other sources of verification.
What if I can’t find a reference for an applicant?
If you are unable to find a suitable reference for an applicant, you may need to rely on other sources of information to verify their qualifications. This could include reviewing their work history or education credentials, conducting a background check, or asking the applicant to provide additional references.
Conclusion
Writing a reference verification letter can be an important part of the hiring process, but it is important to approach it with care and attention to detail. By following the tips and examples provided in this article, you can create effective reference verification letters that will help you make informed hiring decisions. Remember to keep the tone professional and objective, and to provide specific details about the applicant’s qualifications. Good luck!