References can be one of the most important parts included on your resume. While the resume lays out what skills and experiences you have on paper, your references can go above and beyond and provide more detail.
There are times when a person lies or stretches the truth on a resume, a professional reference serves an essential role in vouching that your resume’s claims are correct and accurate.
And after you receive one of these letters, it’s important to say thank you. This article will run you through exactly how to write a thank-you letter for a reference and give you actual examples to use.
Getting a strong reference can be instrumental in landing your dream job or next career move. So when someone takes the time to provide you with a reference, whether a former colleague, supervisor or professor, it’s important to show your gratitude. Sending a thank you email for a reference is a key way to express your appreciation and maintain your professional network.
In this comprehensive guide, we’ll look at:
- Why thank you notes matter
- When to send your email
- What to include (and avoid)
- Reference thank you email templates
- Following up after your job search
Let’s dive in!
Why Bother Sending a Thank You Email for a Reference?
In today’s fast-paced, digital world taking the extra minute to send a “thanks” may seem unnecessary or low priority. But sending a thank you note especially for a reference letter or phone call, is absolutely still important for several reasons
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It’s simply good manners Saying thanks shows you were brought up right and know how to properly acknowledge someone’s effort on your behalf
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It strengthens your relationship. Showing appreciation keeps your network contacts engaged and willing to help you again.
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It reassures the referrer. Knowing their recommendation carried weight provides validation.
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It’s relatively quick and easy. With email, you can dash off a thank you in just a few minutes.
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It stands out. Handwritten notes may be going the way of the dodo bird, so an emailed thank you note gets noticed.
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It reminds the person who you are. Even if you just connected recently, a thank you note jogs their memory.
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It expands your network. Asking for referrals opens the door to meeting their own contacts.
So while sending a thank you may seem like a formality, it actually carries concrete personal brand and relationship-building benefits. Always take the time to say thanks.
When Should You Send a Thank You Email?
Timing is important for thank you notes in order for your appreciation to come across as sincere rather than an afterthought. For reference thank you emails specifically:
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Send within 24 hours of receiving the reference letter or call. The quicker the better!
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If you have an interview or application deadline coming up, send a pre-thank you email letting them know you appreciate their forthcoming reference.
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Once you learn the outcome of the job or application, send a follow-up thank you reiterating how their reference impacted the decision.
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If you developed a close relationship with the referrer, consider also sending a handwritten thank you card after your email for an extra special touch.
Overall, the golden rule is to send your thank you email as soon as possible after they provide the reference to convey genuine gratitude.
What to Include in a Reference Thank You Email
A thank you email for a reference doesn’t need to be long, but it should be personalized and specific. Include:
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Their full name, title and company in the greeting.
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A specific thanks for the reference, including what position it was for if relevant.
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Details about how the reference helped you, like a hiring manager commenting on their positive remarks.
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Any update on the status of the job search or application. If you got the job, share the great news!
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A reiteration of your appreciation and validation of their support.
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A closing encouraging them to connect again or reach out if they need anything.
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Your full name.
The key is being authentic in conveying your gratitude, while providing helpful updates and reinforcing your professional relationship.
What to Avoid in a Reference Thank You Email
There are a few pitfalls to sidestep when sending a thank you note for a reference:
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Avoid just hitting reply to their reference email. Send a new email specifically focused on thanking them.
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Don’t make it entirely about you and neglect to express gratitude.
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Don’t write a robotic, overly formal thank you note. Sound authentic.
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Steer clear of asking them for any additional favors or references right away. Space out requests.
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Don’t make it too long and wordy. Succinctly get across your appreciation.
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Avoid spelling or grammar mistakes. Proofread! Get their name right.
The overall goal is to be sincere, professional and brief.
Reference Thank You Email Templates and Examples
Here are a few sample thank you notes for references you can use as templates:
Got the Job Thank You Email
Subject: Thank You for the Reference for [Job Title] Role at [Company]
Dear [name],
I’m thrilled to share the good news that I’ve accepted an offer for the [job title] role at [company] – thank you again for the glowing reference!
[Add 1-2 sentences on how the manager mentioned their positive endorsement of you or shared great feedback based on their reference.]
Thanks again for your support,
[Your name]
Pre-Interview Thank You Email
Subject: Appreciative in Advance for Your Reference
Dear [name],
I wanted to thank you in advance for the reference letter/call you kindly agreed to provide on my behalf. I know your positive endorsement will carry a lot of weight and am so grateful for your continued support.
Best regards,
[Your name]
Following Up After Your Job Search
Don’t just reach out to your references when you need something. Once your job search wraps up, take time to follow up and continue building relationships:
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Share career updates and successes. People want to hear how their help made an impact.
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Offer to provide recommendations or references in return. Pay it forward.
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Connect them to colleagues and contacts who could benefit from connecting. Build their network.
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Invite them to coffee or LinkedIn to stay in touch. Look for mentoring opportunities.
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Simply check in every so often and see how you can help them. Relationships are a two-way street.
The key is to make sure your thank you email is just the starting point for an ongoing professional relationship based on mutual assistance and growth.
Putting It All Together
Thanking someone for providing a strong reference letter or phone call requires both gratitude and professionalism. Be prompt, thoughtful and sincere. Don’t take your network contacts for granted – show them you value the effort they make to boost your career journey.
Use these thank you email best practices and templates to get started crafting your own appreciation notes. With a little finesse and care, you can maintain strong relationships with your references that pay dividends throughout your working life.
What an Email Reference Thank-You Letter Should Include
In the process of asking for a reference letter, the hard part is already over. You’ve already made the ask, gotten a yes, and utilized the reference. Now comes the final step, writing the thank-you letter.
When it comes to writing a thank-you email for a reference, here are some basic guidelines for everything you need to include:
- Proper formatting. Be sure to include appropriate (email) letter-writing formatting and conventions to keep your email professional and easy to read. You’ll also want to proofread and make sure there are no grammar or spelling errors.
- A subject line including your name and mention of the reference. Your reference writer likely receives a lot of emails in a day. A good subject line helps to quickly signify the nature of the email you’ve sent, so it doesn’t get lost in the shuffle.
- Your greeting, addressed explicitly to the reference writer. Your greeting will typically be “Dear [name],” but it could be less formal, depending on the circumstance. Always be sure that you are correctly spelling your reference writer’s name, or your gesture of kindness may backfire.
- Your thanks for the reference. It’s a thank-you letter, so naturally, you’re going to want to include the words “thank you” or some variation of that. Clearly express your gratitude for the reference.
- Recognition of the vital role the reference played. References can carry a lot of weight and can even be a deciding factor in some cases. Putting this into writing makes your recipient feel good about themselves and their ability to affect change. Acknowledge that your reference writer’s work was significant and impactful.
- Your closing. Otherwise known as a salutation. This can be something like “Regards,” “Sincerely,” or “Best,” depending on the level of formality you’re trying to portray.
- Your signature. Your full, typed name. The email substitute for a written signature. In an email, this will simply go on the next line right after your closing.
Once you have these simple rules down, you’ll be able to write email thank-you letters with no problems.
3 Examples of Emails Thanking Someone for Being a Reference
Below are some sample letters you can refer to when writing your own thank-you email. Vary your greeting, closing, and tone to match your desired formality or familiarity.
Thanking a Reference with a General Update Email Example
Thanking a Reference When You’ve Landed the Job Email Example
Thanking an Academic Reference Email Example
How To Create a Thank You Letter for a Recommendation EXPLAINED
How do you write a thank you email for a referral?
How to write a thank you email for a reference Write a clear, succinct subject line that specifically refers to the referral first. Secondly, write your thank you letter. … Include a special acknowledgment following that to underscore the significance of the referral. Then, end your email with a proper closing.
How to write a thank you letter for a reference?
Summary. To write a good thank-you letter for a reference, you should greet the reference writer by name, express your gratitude for the reference, and acknowledge the significance of their reference. You can send this in an email or handwritten note. References can be one of the most important parts included on your resume.
How do you write a thank-you email for a reference?
A thank-you email for a reference should include a clear subject line, your note of thanks, and recognition of the value of the reference. Graciously asking for favors is an invaluable professional skill, and part of that involves offering thanks after the fact.
What is a thank you email for a reference?
A thank you email for a reference is a small but powerful gesture that demonstrates your professionalism and appreciation. Taking the time to write a thank you email for a reference is a great way to show your appreciation and build relationships in the professional world.
