Sample Client Reference Request Email: A Guide to Asking for Referrals
Source simpleartifact.com
Sample client reference request emails are crucial for HR managers seeking external validation of a candidate’s skills and work ethic. These emails provide an opportunity to gather specific examples of a candidate’s performance, accomplishments, and professional conduct. By requesting references from individuals who have directly observed the candidate’s work, HR managers can gain valuable insights into their potential fit for the organization.
The Perfect Structure for Sample Client Reference Request Emails
Crafting a reference request email can be a daunting task, but with the right structure, you can increase your chances of getting the glowing recommendations you need. Here’s a breakdown of the best way to structure your request:
1. Clear Subject Line
- Keep it concise and informative, e.g., “Reference Request for [Candidate Name] from [Your Company]”
2. Opening Introduction
Begin with a polite greeting and briefly state your purpose, e.g., “Dear [Recipient Name], I hope this email finds you well. I’m writing to request a reference for [Candidate Name].”
3. Information on the Candidate
- Provide the candidate’s full name, former position at your company, and dates of employment.
4. Specific Requests
Clearly state what you’re requesting, e.g., “I would appreciate if you could provide a written or phone reference that addresses [Candidate Name]’s:
- Technical skills
- Work ethic
- Communication abilities
5. Timetable and Availability
Indicate a preferred deadline for the reference and provide your availability for a phone call or video meeting if necessary.
6. Call to Action and Expression of Gratitude
End with a polite request for the reference, e.g., “I would greatly appreciate your assistance in providing a reference for [Candidate Name]. Thank you in advance for your time and consideration.”
7. Candidate’s Consent
Include a note stating that you have obtained the candidate’s consent to share their information with the reference provider.
8. Contact Information
Provide your contact information, including your name, phone number, and email address, for any follow-up.
Example Reference Request Email Structure Table:
| Element | Description |
|---|---|
| Subject Line | Concise and informative, stating the purpose of the email |
| Opening Introduction | Polite greeting and brief statement of purpose |
| Information on the Candidate | Candidate’s full name, former position, and dates of employment |
| Specific Requests | Clear and specific requests for the reference |
| Timetable and Availability | Preferred deadline and availability for follow-up |
| Call to Action and Expression of Gratitude | Polite request for reference and expression of gratitude |
| Candidate’s Consent | Note that you have obtained the candidate’s consent |
| Contact Information | Your contact information for follow-up |
Client Reference Request Email Examples
For Outstanding Performance
Dear [Client Name],
I hope this email finds you well.
I’m writing to request a reference letter on behalf of [Employee Name], who worked as [Employee’s Position] at our company from [Start Date] to [End Date]. During their tenure, they consistently exceeded expectations and made significant contributions to the team.
Specifically, [Employee Name] was responsible for:
- [List of accomplishments]
Their exceptional work ethic, dedication, and ability to work effectively in a team environment made them a valuable asset to our organization.
We would be grateful if you could provide us with a reference letter highlighting [Employee Name]’s performance and the positive impact they had on your company.
Thank you for your time and consideration.
Sincerely,
[Your Name]
For Professional Development
Dear [Client Name],
I hope you are doing well.
My name is [Your Name] and I am the HR Manager at [Company Name]. I’m reaching out to request a professional reference letter on behalf of [Employee Name], who previously worked at your company as a [Employee’s Position].
[Employee Name] has been a valuable member of our team for the past [Number] years and has consistently exceeded expectations in their role.
They are currently seeking opportunities to further their professional development and believe that a reference letter from you would be highly beneficial in their job search.
We would appreciate it if you could provide us with a letter that speaks to [Employee Name]’s:
- Technical skills
- Leadership qualities
- Work ethic
- Potential for growth
Thank you for your time and consideration.
Sincerely,
[Your Name]
For a Promotion
Dear [Client Name],
I trust this email finds you well.
I am writing to request a reference letter on behalf of [Employee Name], who is currently employed at our company as a [Employee’s Position]. [Employee Name] has consistently exceeded expectations in their current role and is being considered for a promotion to [New Position].
During their time at [Company Name], [Employee Name] has successfully managed a team of [Number] employees and has taken on additional responsibilities outside of their job description.
A reference letter from you highlighting their skills, experience, and work ethic would be greatly appreciated and could significantly enhance their application for the promotion.
Thank you for your support and consideration.
Sincerely,
[Your Name]
For a Job with a Different Company
Dear [Client Name],
I hope this email finds you well.
I am reaching out to request a reference letter on behalf of [Employee Name], a former employee at your company. They worked as a [Employee’s Position] from [Start Date] to [End Date].
[Employee Name] has recently applied for a similar position at another company and has requested a reference from someone outside of our organization.
They believe that a reference letter from you would be highly beneficial in showcasing their skills and experience.
If you are willing to provide a reference, we would be grateful for your positive feedback on [Employee Name]’s performance and work ethic.
Thank you for your time and consideration.
Sincerely,
[Your Name]
For a Business Loan
Dear [Client Name],
I hope this email finds you well.
I am writing to request a business reference letter on behalf of [Company Name], a company that you have been a client of for [Number] years.
We are currently applying for a business loan and would like to provide your testimony about our company’s financial responsibility and business relationship.
Specifically, we would appreciate if you could comment on:
- Our payment history
- The quality of our products or services
- Our overall business practices
A positive reference letter from you would significantly enhance our loan application.
Thank you for your time and consideration.
Sincerely,
[Your Name]
For a Grant
Dear [Client Name],
I hope this email finds you well.
I am reaching out to request a letter of support for [Organization Name], a non-profit organization that you have supported in the past.
We are currently applying for a grant that would allow us to [Describe the purpose of the grant]. Your experience with our organization and the positive impact we have had on the community would be invaluable in our application.
Specifically, we would appreciate if you could comment on:
- The effectiveness of our programs
- The need for our services in the community
- Our organization’s commitment to excellence
Your support would greatly increase our chances of receiving the grant.
Thank you for your time and consideration.
Sincerely,
[Your Name]
For a Performance Review
Dear [Client Name],
I hope you are doing well.
I am writing to request a reference letter on behalf of [Employee Name], who worked as a [Employee’s Position] at your company from [Start Date] to [End Date].
We are currently conducting a performance review for [Employee Name] and would like to include feedback from external sources.
A reference letter that speaks to [Employee Name]’s:
- Technical skills
- Communication skills
- Teamwork abilities
would be greatly appreciated and would provide valuable insights for our review process.
Thank you for your time and consideration.
Sincerely,
[Your Name]
What is a Client Reference Request Email?
A client reference request email is a message sent to a former client asking them to provide a reference for your business. References can be used to attest to the quality of your work, the professionalism of your team, and the overall satisfaction of your clients.
Subject: Request for Client Reference
Predicate: We are requesting a reference from you.
Object: A reference from you
Entity: Client reference request email
Attributes:
- Asks for a reference from a former client
- Can be used to attest to the quality of work, professionalism of team, and overall satisfaction of clients
How to Write a Client Reference Request Email?
When writing a client reference request email, it is important to be clear, concise, and professional. You should start by introducing yourself and your business, and then state the purpose of your email. Be sure to include specific examples of the work that you did for the client, and explain how their reference would be helpful to your business.
Subject: Request for Reference on Project X
Predicate: We are requesting a reference for our work on Project X.
Object: A reference for our work on Project X
Entity: Client reference request email
Attributes:
- Introduces the sender and their business
- States the purpose of the email
- Includes specific examples of work done for the client
- Explains how the reference would be helpful
What to Include in a Client Reference Request Email?
In addition to the basics, there are a few other things that you may want to include in your client reference request email. These include:
- A deadline for the reference
- Contact information for your references
- A thank you note for their time
Subject: Reference Request with Deadline
Predicate: We are requesting a reference with a deadline of March 1st.
Object: A reference with a deadline of March 1st
Entity: Client reference request email
Attributes:
- Includes a deadline for the reference
- Provides contact information for the references
- Includes a thank you note for their time
Well, there you have it! Whether you’re just starting out or you’ve been in business for years, these tips will help you write a client reference request email like a pro. Thanks for reading, and be sure to visit again later for more helpful tips and advice.