Are you in need of a clear and professional template for following up on a background check? Look no further! In this article, we will provide you with examples of Background Check Follow Up Email Samples that you can easily edit and tailor to fit your specific needs. Let’s get started!
The Best Structure for Background Check Follow Up Email Sample
After conducting background checks on potential candidates, it’s important to follow up with them to ensure the process is moving forward smoothly. Here’s a guide on how to structure the perfect follow-up email:
- Subject Line: Keep it straightforward and to the point. For example, “Background Check Update” or “Next Steps in the Hiring Process.”
- Greeting: Address the candidate by their first name to personalize the email. Keep it friendly and professional.
- Opening: Begin by thanking the candidate for their cooperation in completing the background check. Acknowledge the importance of this step in the hiring process.
- Update: Provide a brief update on the status of the background check. Let them know if there are any delays or additional information needed.
- Next Steps: Clearly outline the next steps in the hiring process. Whether it’s scheduling an interview or submitting additional documents, make sure the candidate knows what to expect.
- Timeline: If possible, provide a timeline for when they can expect to hear back from you regarding the background check results.
- Closing: Thank the candidate again for their time and cooperation. Encourage them to reach out if they have any questions or concerns.
- Signature: End the email with your contact information and a professional signature.
Remember to keep the tone of the email friendly and informative. Effective communication is key to ensuring a positive candidate experience throughout the hiring process.
| Example Follow Up Email: |
|---|
| Subject: Background Check Update |
| Hi [Candidate’s Name], |
| I hope this email finds you well. Thank you for your cooperation in completing the background check process. We appreciate your attention to detail. |
| I wanted to provide you with a quick update on the status of your background check. Everything is progressing smoothly, and we expect to have the results by the end of this week. |
| The next step in the process is to schedule an interview with our team. I will be reaching out to you shortly to coordinate a time that works for both of us. |
| If you have any questions or concerns in the meantime, please don’t hesitate to reach out to me. Thank you again for your time and cooperation. |
| Best regards, |
| [Your Name] [Your Title] [Company Name] Contact Information |
Background Check Follow Up Email Templates
Missing References Follow Up Email
Dear [Candidate],
We are in the process of reviewing your background check and notice that we are missing some references. Please provide the necessary information at your earliest convenience so we can proceed with your application.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Additional Information Required Follow Up Email
Dear [Candidate],
We need additional information to complete your background check. Please provide the necessary documents or details as soon as possible. If you have any questions or concerns, feel free to reach out to us.
Thank you for your cooperation.
Warm regards,
[Your Name]
Verification Process Delay Follow Up Email
Dear [Candidate],
We are experiencing a delay in the verification process for your background check. We apologize for any inconvenience this may cause and will update you as soon as we have more information.
Thank you for your patience.
Sincerely,
[Your Name]
Criminal Record Discrepancy Follow Up Email
Dear [Candidate],
We have found a criminal record discrepancy in your background check. Please provide an explanation or any supporting documents that can help clarify this issue. Your prompt response is greatly appreciated.
Thank you for your cooperation in this matter.
Best regards,
[Your Name]
Education Verification Follow Up Email
Dear [Candidate],
We are still waiting for confirmation on your education verification. Please provide any additional details or documentation that can help expedite this process. If you have already sent the information, kindly confirm the submission date.
Thank you for your assistance.
Warm regards,
[Your Name]
Employment History Check Follow Up Email
Dear [Candidate],
We are currently verifying your employment history and need some additional information to complete the process. Please provide the required details or documents at your earliest convenience.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
Background Check Clearance Notification Email
Dear [Candidate],
We are pleased to inform you that your background check has been successfully cleared. Congratulations on passing the verification process! We look forward to welcoming you to our team.
Thank you for your cooperation throughout this process.
Best regards,
[Your Name]
Tips for Background Check Follow Up Email Sample
Following up on the status of a background check is crucial in the hiring process to ensure a smooth onboarding for the selected candidate. Here are some tips to help you craft an effective follow-up email:
- Be Professional: Use a formal tone and professional language in your email.
- Personalize the Email: Address the candidate by their name and reference the position they applied for.
- Provide Context: Remind the candidate of the date they completed the background check and the expected timeframe for results.
- Express Interest: Reiterate your excitement about potentially having them join your team.
- Offer Assistance: Let the candidate know that you are available to answer any questions they may have.
Below is a sample template you can use for your background check follow-up email:
| To: | [Candidate’s Email] |
|---|---|
| Subject: | Background Check Status Inquiry |
Hi [Candidate’s Name],
I hope this email finds you well. I wanted to follow up on the status of your background check for the [Position] at [Company Name]. We received your completed background check on [Date], and we expect to receive the results within [Timeframe].
We are truly excited about the possibility of you joining our team, and we want to ensure that everything is on track for a smooth transition. If you have any questions or need further assistance, please do not hesitate to reach out to me.
Thank you for your time, and we look forward to potentially welcoming you aboard.
Best regards,
[Your Name]
[Your Title]
[Company Name]
Thanks for Reading!
I hope this sample email helps you in following up on your background check process in a professional and courteous manner. Remember to personalize it to fit your own situation and always maintain a positive and patient attitude. Good luck with your job search, and feel free to visit again for more helpful tips and resources in the future. Until next time!