As HR professionals, we understand the importance of conducting comprehensive background checks to ensure the safety and security of our organizations. However, one crucial step that is often overlooked is following up with candidates after the background check process has been completed. Sending a follow-up email to inform candidates of the results and next steps not only demonstrates professionalism and transparency, but also helps to maintain a positive candidate experience throughout the hiring process. In this article, we will provide you with a sample template for a background check follow-up email that you can customize and use in your own recruitment efforts.
Best Structure for Background Check Follow Up Email Sample
Following up on a background check is an important step in the hiring process. It shows that you are thorough and diligent in your hiring practices. Here is a structured approach to writing a follow-up email after conducting a background check:
- Subject Line: Include the candidate’s name and the position they applied for in the subject line to make it clear and personalized.
- Introduction: Begin by thanking the candidate for their interest in the position and for completing the background check.
- Confirmation of Receipt: Confirm that you have received the background check results and that you are in the process of reviewing them.
- Next Steps: Clearly outline what the next steps in the hiring process will be, such as scheduling an interview or making a final decision.
- Timeline: Provide a rough timeline of when the candidate can expect to hear back from you regarding their application.
- Contact Information: Include your contact information in case the candidate has any questions or concerns.
Below is an example of how you can structure a follow-up email after a background check:
| To: | Candidate’s Email Address |
|---|---|
| Subject: | Follow-up on Background Check for [Candidate’s Name] |
Dear [Candidate’s Name],
Thank you for your interest in the [Position Title] and for completing the background check. I wanted to confirm that we have received the results and are currently reviewing them.
Our next steps in the hiring process will be scheduling an interview with you. We aim to make a decision within the next week and will notify you of the outcome shortly.
If you have any questions or concerns in the meantime, feel free to contact me at [Your Phone Number] or [Your Email Address].
Best regards,
[Your Name]
[Your Title]
Background Check Follow-Up Email Samples
Request for Additional Information
Dear [Candidate’s Name],
We are in the final stages of completing your background check, but we require some additional information to proceed. Please provide [specific information needed] at your earliest convenience. Thank you for your cooperation.
Best regards,
[Your Name]
HR Manager
Verification of Employment Dates
Dear [Candidate’s Name],
We are currently verifying your employment dates with your previous employer. If you have any documentation or contacts that could expedite this process, please share them with us. Thank you for your attention to this matter.
Regards,
[Your Name]
HR Manager
Request for References
Dear [Candidate’s Name],
We are reaching out to request references as part of your background check. Please provide contact information for [number] professional references who can speak to your work experience and character. Thank you for your cooperation.
Best regards,
[Your Name]
HR Manager
Criminal Background Check Request
Dear [Candidate’s Name],
We are conducting a criminal background check as part of our hiring process. Please complete the attached authorization form and return it to us at your earliest convenience. Thank you for your cooperation.
Regards,
[Your Name]
HR Manager
Educational Verification Update
Dear [Candidate’s Name],
We are in the process of verifying your educational credentials. If there have been any changes or updates to your academic history since your application, please provide us with the necessary documentation. Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
HR Manager
Delay in Background Check Processing
Dear [Candidate’s Name],
We regret to inform you that there has been a delay in processing your background check. Rest assured, we are working diligently to resolve any issues and complete the verification process as soon as possible. We appreciate your patience and understanding.
Regards,
[Your Name]
HR Manager
Confirmation of Background Check Completion
Dear [Candidate’s Name],
We are pleased to inform you that your background check has been successfully completed. Thank you for your cooperation throughout the verification process. We look forward to welcoming you to our team.
Best regards,
[Your Name]
HR Manager
What should be included in a background check follow up email?
When sending a background check follow up email, it is important to include specific details such as the candidate’s name, position applied for, and the date the background check was completed. Additionally, you should provide clear instructions on the next steps in the hiring process, including any necessary forms or documents that need to be filled out or signed. It is also helpful to include contact information for the HR representative handling the background check in case the candidate has any questions or concerns. Finally, expressing appreciation for the candidate’s cooperation and understanding during the background check process can help maintain a positive relationship.
How soon should a background check follow up email be sent after the completion of the background check?
It is recommended to send a background check follow up email within 1-2 business days after the completion of the background check. This timeframe allows for the necessary processing of the background check results and ensures that the candidate receives timely communication regarding their status in the hiring process. Sending the follow up email promptly also demonstrates professionalism and efficiency on the part of the employer, which can enhance the candidate’s overall experience with the company.
What tone should be used in a background check follow up email?
The tone of a background check follow up email should be professional, courteous, and informative. It is important to convey a sense of appreciation for the candidate’s cooperation and patience during the background check process, while also providing clear and concise details about the next steps in the hiring process. Avoid using overly formal language or jargon that may be confusing to the candidate. Instead, strive for a friendly and approachable tone that reflects the company culture and values. Remember to proofread the email for any spelling or grammar errors before sending to ensure clear communication.
How can a background check follow up email enhance the candidate experience?
A background check follow up email can enhance the candidate experience by providing timely and informative communication regarding the status of their background check and next steps in the hiring process. This helps to keep the candidate informed and engaged throughout the recruitment process, leading to a more positive overall impression of the company. Additionally, a well-crafted follow up email can demonstrate professionalism and attention to detail on the part of the employer, reinforcing the company’s commitment to transparency and communication with candidates. By maintaining open lines of communication and providing support to candidates during the background check process, employers can create a positive candidate experience that reflects well on the company’s brand and reputation.
Until Next Time!
Thanks for checking out our sample background check follow-up email! We hope it helps you craft the perfect message to send after a job interview. Feel free to visit our site again for more helpful tips and resources. Good luck, and happy job hunting!