Are you in the process of conducting a background check on a potential candidate, but unsure of how to follow up with them effectively? Crafting a well-crafted follow-up email can not only help you gather any missing information but also convey professionalism and transparency to the candidate. In this article, we will provide you with a sample background check follow-up email that you can customize to suit your company’s needs and ensure a seamless hiring process.
Best Structure for Background Check Follow Up Email Sample
Following up after a background check is a crucial step in the hiring process. It shows the candidate that you are interested in moving forward and helps to keep the lines of communication open. Here is a sample structure for a background check follow-up email:
- Subject Line: “Background Check Update”
- Introduction: Start by thanking the candidate for their time and interest in the position.
- Body: Provide an update on the status of the background check. Let them know if there have been any delays or if you require any additional information from them.
- Ask for Feedback: Encourage the candidate to reach out if they have any questions or concerns about the background check process.
- Next Steps: Outline the next steps in the hiring process and let the candidate know what to expect moving forward.
- Closing: Thank the candidate again for their interest and express your excitement at the possibility of working together.
| Example Background Check Follow Up Email |
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Subject Line: Background Check Update Dear [Candidate’s Name], Thank you for your interest in the [Position] role at [Company Name]. I wanted to provide you with an update on the status of your background check. We are currently in the process of reviewing the results and will reach out if we require any additional information from you. If you have any questions or concerns, please don’t hesitate to reach out. Our next steps in the hiring process include [Next Steps]. We are excited about the possibility of working together and look forward to connecting with you soon. Thank you again for your interest and patience. Best regards, [Your Name] |
Remember to personalize the email with the candidate’s name and specific details about the position and company. It’s important to maintain a professional yet friendly tone throughout the email to keep the candidate engaged and informed.
Background Check Follow Up Email Samples
Request for Additional Information
Dear [Candidate’s Name],
We are in the process of conducting a background check and require some additional information from you. Please provide the following documents at your earliest convenience:
- Copy of your driver’s license
- Proof of address (utility bill, bank statement, etc.)
- Any relevant professional certifications or licenses
If you have any questions or need further clarification, feel free to reach out. Thank you for your cooperation.
Best regards,
[Your Name]
Verification of Employment History
Dear [Candidate’s Name],
We are currently verifying your employment history as part of the background check process. Please provide contact information for the HR departments of the following companies:
- Company A
- Company B
- Company C
Your prompt response is greatly appreciated. Thank you for your assistance.
Regards,
[Your Name]
Criminal Record Check Follow Up
Dear [Candidate’s Name],
We are reaching out to inform you that there was a discrepancy in the criminal record check results. We kindly request that you provide any relevant documentation or explanation for this discrepancy as soon as possible.
If you have any questions or concerns, please do not hesitate to contact us. Your cooperation in resolving this matter is greatly appreciated.
Best regards,
[Your Name]
Education Verification Update
Dear [Candidate’s Name],
Thank you for providing your educational background for the background check. We require further clarification on the degree obtained from [University Name]. Please submit official transcripts or degree confirmation from the university at your earliest convenience.
Your prompt response is greatly appreciated. If you have any questions, please feel free to reach out.
Regards,
[Your Name]
Financial History Inquiry
Dear [Candidate’s Name],
We are conducting a background check that includes a review of your financial history. Please provide copies of recent bank statements and/or tax returns to assist in the verification process.
If you have any concerns about sharing this information, please let us know so we can address them accordingly. Thank you for your cooperation.
Best regards,
[Your Name]
Reference Check Follow Up
Dear [Candidate’s Name],
We are in the final stages of the background check process and require additional reference information. Please provide contact details for at least two professional references who can speak to your work ethic and character.
Your prompt response is greatly appreciated. Thank you for your assistance in completing this step of the process.
Regards,
[Your Name]
Drug Test Confirmation
Dear [Candidate’s Name],
We have scheduled a drug test as part of the background check process. Please confirm your availability for the testing appointment and ensure proper compliance with the testing requirements.
If you have any concerns or scheduling conflicts, please notify us as soon as possible. Thank you for your cooperation in this matter.
Best regards,
[Your Name]
What information should be included in a Background Check Follow Up Email?
When sending a Background Check Follow Up Email, it is important to include key details such as the candidate’s name, the position they have applied for, and the date the background check was conducted. You should also mention the purpose of the email, whether it is to request additional information or to provide an update on the status of the background check. Additionally, make sure to include contact information in case the candidate has any questions or concerns.
How soon should you send a Background Check Follow Up Email after conducting the background check?
It is recommended to send a Background Check Follow Up Email within 1-2 business days after conducting the background check. This timeframe allows you to provide timely updates to the candidate and demonstrates professionalism and efficiency in your hiring process. Sending the email promptly also helps build rapport with the candidate and keeps them informed about the progress of their application.
Should a Background Check Follow Up Email be personalized for each candidate?
Yes, a Background Check Follow Up Email should be personalized for each candidate to show that you value their application and are taking the hiring process seriously. Personalizing the email can include addressing the candidate by their name, mentioning specific details about the position they have applied for, and tailoring the content to their individual circumstances. This personalized approach helps create a positive candidate experience and fosters a strong connection between the candidate and the hiring organization.
How can you ensure that a Background Check Follow Up Email is professional and courteous?
To ensure that a Background Check Follow Up Email is professional and courteous, make sure to use a polite and respectful tone throughout the email. Avoid using jargon or technical language that the candidate may not understand and keep the message clear and concise. It is also important to proofread the email for any grammatical errors or typos before sending it to ensure that it reflects professionalism and attention to detail. Additionally, be sure to thank the candidate for their interest in the position and for their cooperation during the background check process.
Thank You for Reading!
I hope this sample follow-up email for a background check has been helpful to you. Remember, it’s always important to stay professional and courteous when following up on important matters like this. If you have any other questions or need further assistance, feel free to reach out. And don’t forget to check back again for more tips and advice in the future. Thanks for stopping by!