Template: Asking a Candidate for References
Before making an offer, contact your candidate to request references from previous employers or supervisors. This template provides neutral, professional wording you can adapt with the candidate's name, role, and your company details. Keep the tone brief and direct; Swiss employers expect efficient communication.
References are a standard part of Swiss hiring. Most candidates expect you to ask before or shortly after the final interview. This template helps you request them in a clear, professional manner without delay.
Timing matters: request references only after you have decided to proceed with the candidate. If you need to verify employment history or check conduct, a reference from a former employer is legally accepted in Switzerland, though candidates have the right to know you are contacting referees.
When to Request References
Send this request after the final interview, once you are confident the candidate is a good fit. Early reference checks can feel presumptuous; late ones delay your hiring decision.
Allow candidates 3–5 working days to provide contact details and brief their referees. Most Swiss employers contact 2–3 referees (previous direct manager, peer, or team lead).
- Request after your final interview, not before
- Give candidates 3–5 days to prepare referees
- Aim for 2–3 professional contacts per candidate
- Confirm the candidate's consent before contacting referees
- State you will contact them within a specified timeframe
- Offer to provide a short outline of the role if helpful
What to Include in Your Request
Keep the email brief. Name the position, outline what you need, and request specific contact details (name, title, email, phone). Do not ask for written references; phone calls are faster and more reliable.
Make clear that you value their referee's insight into the candidate's work style, reliability, and fit for your team. Professional courtesy matters in Switzerland.
- State the job title and your company name clearly
- Request 2–3 referees with name, title, and contact details
- Ask for referees who supervised or worked closely with the candidate
- Prefer phone interviews over written references
- Explain briefly what you will ask (work ethic, reliability, fit)
- Set a clear deadline for providing contact details
Copy-and-Paste Template
--- Dear [Candidate name], We are pleased with your performance in our interview process and would like to move forward with reference checks before finalising our offer for the [Job title] role. Could you please provide contact details for 2–3 professional referees—ideally a former direct manager or team lead—including their name, current title, email, and telephone number. We will contact them within the next week to discuss your work experience, reliability, and fit for our team. Please confirm that your referees are aware we may be in touch and have their permission to speak with them. Thank you for your cooperation. Best regards, [Your name, title, company]
--- Notes: Replace [Candidate name], [Job title], and [Your name, title, company]. Adjust the timeframe if needed. In German-speaking cantons, candidates often expect the formal Sie form; match your own company style. If the candidate is concerned about privacy, reassure them that you contact referees discreetly and will not share details with others.
- Personalise with candidate name and job title
- Request specific contact details (name, title, email, phone)
- Set a clear deadline (usually within 5–7 days)
- Confirm the candidate's consent before calling referees
- Keep tone professional but friendly
- Send via email for a clear written record
Frequently asked questions
- Do I have to ask the candidate's permission before contacting referees?
- Swiss employment law does not strictly require written permission, but professional courtesy does. Always inform the candidate that you will contact their referees and give them a chance to prepare them. This also prevents surprises and builds trust.
- Can I contact referees if the candidate has not given their contact details?
- You can try to find referees yourself (e.g. on LinkedIn or from public records), but it is poor practice. Always ask the candidate first. They know their referees best and can brief them to expect your call, leading to more honest feedback.
- What if a candidate refuses to provide references?
- This is a red flag. Ask why. Some candidates fear bad references from a difficult manager; others may be hiding something. Request at least one referee, or consider it a reason to pause the hiring process. A lawyer can advise if you suspect misconduct.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.