After conducting a thorough background check on potential candidates, it is crucial to follow up with a professional and concise email. This not only ensures that the candidate is kept informed about their application status but also reflects positively on your company’s commitment to transparency and communication. Crafting a well-written follow-up email can further demonstrate your professionalism and attention to detail, ultimately setting the tone for a successful hiring process. In this article, we will provide a sample template for a background check follow-up email that can be easily customized to suit your specific needs and requirements.
Best Structure for Background Check Follow Up Email Sample
Hi there! So you’ve conducted background checks on potential candidates and now it’s time to follow up with them. Here’s a breakdown of the best structure for a follow-up email sample:
- Subject Line: Start off with a clear and concise subject line that lets the candidate know the purpose of the email. Something like “Background Check Follow-Up” or “Next Steps in the Hiring Process” works well.
- Greeting: Begin the email with a warm greeting to make the candidate feel comfortable and welcomed. A simple “Hi [Candidate’s Name],” should do the trick.
- Introduction: In the introduction, briefly remind the candidate about the background check process and thank them for their cooperation. Let them know that you are following up to provide an update on the status of their application.
- Update on Background Check: Provide a brief summary of the results of the background check. If there are any discrepancies or issues that need to be addressed, explain them clearly and offer guidance on next steps.
- Next Steps: Outline the next steps in the hiring process, such as scheduling an interview or sending over additional documentation. Be sure to include any deadlines or instructions that the candidate needs to follow.
- Closing: Close the email with a friendly sign-off and offer to answer any questions the candidate may have. Thank them again for their time and express your excitement at potentially working with them.
Remember to keep the tone of the email professional yet friendly, and always personalize it to each candidate to make them feel valued. Good luck with your follow-up emails!
Background Check Follow Up Email Samples
Completing Missing Information
Dear [Candidate Name],
We are in the final stage of your background check process and have noticed that there is some missing information. Please provide the necessary documents or details at your earliest convenience to expedite the process.
Thank you for your attention to this matter.
Best regards,
[Your Name]
HR Manager
Verification of Employment Dates
Dear [Candidate Name],
During the background check process, we found discrepancies in the employment dates provided by you. Please clarify and verify the correct dates of your previous employment to ensure accuracy.
Thank you for your cooperation.
Best regards,
[Your Name]
HR Manager
Education Verification Request
Dear [Candidate Name],
We are in the process of verifying your educational background and require additional documentation to confirm your qualifications. Please provide the necessary transcripts or certificates for verification.
Thank you for your prompt response.
Best regards,
[Your Name]
HR Manager
Request for Professional Reference
Dear [Candidate Name],
We would like to request a professional reference to further validate your work experience and skills. Please provide the contact information of a former supervisor or colleague who can vouch for your abilities.
Thank you for your cooperation in this matter.
Best regards,
[Your Name]
HR Manager
Verification of Criminal Record
Dear [Candidate Name],
As part of our standard background check process, we need to verify your criminal record history. Please provide any relevant information or documentation to complete this verification.
Thank you for your understanding and cooperation.
Best regards,
[Your Name]
HR Manager
Request for Identity Verification
Dear [Candidate Name],
In order to finalize the background check process, we require additional identity verification documents. Please provide a copy of your valid ID or passport for verification purposes.
Thank you for your attention to this request.
Best regards,
[Your Name]
HR Manager
Address Verification Needed
Dear [Candidate Name],
It has come to our attention that there is a discrepancy in the address provided for background check purposes. Please confirm the correct address and provide any supporting documents if necessary.
Thank you for your prompt response to this matter.
Best regards,
[Your Name]
HR Manager
How to Follow Up after a Background Check?
After a background check has been conducted on a potential employee, it is important to follow up to ensure that the process is moving forward smoothly. The follow-up email should be professional and courteous, expressing gratitude for the candidate’s patience while the check is being completed. It should also provide a timeline for when the results are expected and any additional steps that may need to be taken. By following up in a timely manner, you demonstrate your commitment to thorough vetting processes and provide a positive candidate experience.
What to Include in a Background Check Follow-Up Email?
When crafting a follow-up email after a background check, it is important to include specific details such as the name of the candidate, the position they have applied for, and any reference numbers associated with the check. Additionally, you should clearly communicate the purpose of the email, which is to touch base regarding the status of the background check and provide any necessary updates. By being transparent and informative in your communication, you can help alleviate any concerns the candidate may have during the waiting period.
How Soon Should a Follow-Up Email be Sent after a Background Check?
Timing is crucial when sending a follow-up email after a background check. It is recommended to send the email within a few days of the completion of the check to ensure that the candidate is kept informed and engaged throughout the hiring process. By reaching out promptly, you demonstrate efficiency and professionalism, while also showing respect for the candidate’s time and interest in the position. Keeping the lines of communication open can also help facilitate any further discussions or actions that may be necessary based on the results of the background check.
Thanks for Checking Out Our Background Check Follow Up Email Sample
We hope you found this article helpful and informative! Remember, a follow-up email after a background check can make a big difference in your job search process. If you have any questions or need further assistance, feel free to reach out. Thanks for reading and be sure to visit us again soon for more helpful tips and resources!