Are you in the process of conducting background checks on potential candidates for your company? Sending a follow-up email after completing a background check can be a crucial step in the hiring process. It not only shows professionalism and attention to detail, but also helps to keep the candidate informed and engaged. In this article, we will provide you with a sample background check follow-up email that you can use as a template for your own correspondence.
The Best Structure for Background Check Follow Up Email Sample
When following up on a background check, it’s important to strike the right balance between professionalism and friendliness. Here’s a guide on the best structure for a background check follow-up email:
- Subject Line: Keep it clear and concise, such as “Background Check Follow-Up”
- Greeting: Start with a polite greeting, addressing the recipient by name if possible
- Introduction: Briefly remind the recipient about the background check and the position applied for
- Status Update: Provide an update on the status of the background check, whether it’s in progress or completed
- Request for Information: If necessary, ask if there are any additional documents or information needed for the background check
- Closing: Thank the recipient for their time and express enthusiasm for the opportunity
- Contact Information: Include your contact information in case the recipient has any further questions
Here’s a sample template you can use for your background check follow-up email:
| Subject Line: | Background Check Follow-Up |
|---|---|
| Greeting: | Dear [Recipient’s Name], |
| Introduction: | I hope this email finds you well. I am following up on the background check for the [Position Applied For] position. |
| Status Update: | I wanted to provide you with an update that the background check is currently in progress. We appreciate your patience. |
| Request for Information: | If there are any additional documents or information needed for the background check, please let me know at your earliest convenience. |
| Closing: | Thank you for your time and consideration. We are excited about the possibility of working together. |
| Contact Information: | If you have any further questions, please feel free to contact me at [Your Phone Number] or [Your Email Address]. |
Background Check Follow Up Email Samples
Request for Additional Information
Dear [Candidate Name],
We are in the process of conducting a background check for your application. In order to complete the process, we require additional information from you. Please provide the requested documents at your earliest convenience. Thank you for your cooperation.
Best regards,
[Your Name]
Human Resources Manager
Background Check Clearance Confirmation
Dear [Candidate Name],
I am pleased to inform you that your background check has been successfully cleared. Congratulations! We look forward to welcoming you to our team. Please let us know if you have any questions or need further information.
Warm regards,
[Your Name]
Human Resources Manager
Delay in Background Check Results
Dear [Candidate Name],
We wanted to update you on the status of your background check. Due to unforeseen circumstances, there has been a delay in obtaining the results. Rest assured that we are actively working to resolve the issue and will keep you informed of any updates. Thank you for your patience.
Best regards,
[Your Name]
Human Resources Manager
Request for Explanation on Background Check Findings
Dear [Candidate Name],
We have received the results of your background check, and there are some findings that require further clarification. Please provide an explanation for the discrepancies within the next 24 hours. Your prompt response is greatly appreciated.
Thank you,
[Your Name]
Human Resources Manager
Background Check Reverification Request
Dear [Candidate Name],
Unfortunately, we were unable to verify certain information provided during your background check. We kindly request for you to resubmit the required documents for reverification. Thank you for your cooperation in this matter.
Warm regards,
[Your Name]
Human Resources Manager
Background Check Update
Dear [Candidate Name],
I wanted to provide you with an update on the status of your background check. The process is currently underway, and we anticipate having the results in the next few days. Thank you for your patience and understanding.
Best regards,
[Your Name]
Human Resources Manager
Reminder for Pending Background Check Information
Dear [Candidate Name],
This is a friendly reminder to submit any outstanding information required for your background check. Your prompt cooperation is essential in expediting the process. Please reach out if you have any questions or need assistance.
Thank you,
[Your Name]
Human Resources Manager
How can I effectively follow up on a background check through email?
When following up on a background check through email, it is important to be professional, concise, and clear. Start by expressing your appreciation for the candidate’s interest in the position and their cooperation in undergoing the background check. Then, politely inquire about the status of the background check and provide any necessary information or documents that may be required. It is also helpful to include a deadline for when you would like to receive a response, as this shows that you are proactive and organized. Finally, end the email with a polite closing and express your continued interest in the candidate.
What is the best way to request additional information after a background check?
When requesting additional information after a background check, it is important to be specific about what information is needed and why. Start by explaining the purpose of the request and how the additional information will be used in the hiring process. Be transparent and honest about the reason for the request, and assure the candidate that their privacy will be respected. Provide clear instructions on how the information should be submitted and specify any deadlines that need to be met. Follow up with a polite thank you and an assurance that the information will be handled confidentially.
How should I handle discrepancies found during a background check?
When discrepancies are found during a background check, it is important to handle the situation with sensitivity and professionalism. Start by contacting the candidate to discuss the discrepancies and provide them with the opportunity to explain any discrepancies or provide additional information. Listen to their explanations and assess the credibility of their responses. If necessary, conduct further investigation or verification to confirm the accuracy of the information. Depending on the severity of the discrepancies, you may need to involve senior management or legal counsel to determine the appropriate course of action. In all communication with the candidate, maintain a respectful and non-confrontational tone to ensure a positive and constructive dialogue.
Thanks for checking out our background check follow up email sample!
I hope you found this article helpful in crafting your own follow up email after a background check. Remember to personalize your message and stay professional yet friendly. If you have any questions or feedback, feel free to reach out to us. Thanks for reading and be sure to visit again for more useful tips and samples!