A vendor reference check email template is a professional message used to request feedback about a vendor’s reliability, performance, and working relationship from their past or current clients. It plays a critical role in helping organizations make informed procurement and partnership decisions.
If you’ve ever been responsible for selecting a new supplier, agency, or service provider, you know how much is at stake. One poorly vetted vendor can lead to delays, quality issues, or budget overruns. This guide walks you through exactly how to write an effective vendor reference check email template, what to include, and how to sound professional, respectful, and efficient while gathering the insights you need.
Key Elements of a Vendor Reference Check Email Template
A well-written vendor reference check email template follows a clear structure that balances professionalism with clarity. Each component ensures your request is taken seriously and responded to promptly.
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Subject line
Clearly state the purpose of your email.
Example subject line: Vendor Reference Check Request for [Vendor Name] -
Professional greeting
Address the recipient by name whenever possible.
Example greeting: Dear [Recipient’s Name], -
Introduction and context
Briefly explain who you are and why you’re reaching out.
Example: I’m contacting you as part of our standard vendor evaluation process. -
Reference request details
Specify the vendor and the type of feedback you’re seeking.
Example: We’d appreciate your insight into your experience working with [Vendor Name]. -
Optional guiding questions
Help the recipient respond efficiently.
Example: How was their communication and reliability? -
Polite closing and gratitude
Thank them for their time and assistance.
Example: Thank you in advance for your support. -
Professional signature
Include your full name, role, company, and contact information.
When these elements are combined thoughtfully, your vendor reference check email template feels respectful, organized, and easy to respond to, which increases your chances of receiving useful feedback.
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Do’s and Don’ts When Requesting Vendor References
Using a vendor reference check email template correctly is just as important as what you include in it. These practical do’s and don’ts help you maintain credibility and professionalism.
Do’s
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Do keep the email concise
Busy professionals are more likely to respond when your request is clear and brief. -
Do explain the purpose clearly
Transparency builds trust and encourages honest feedback. -
Do remain neutral and professional
A balanced tone signals that you’re seeking objective input. -
Do thank the recipient upfront
Showing appreciation increases goodwill and response rates.
Don’ts
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Don’t sound demanding
Reference checks are a courtesy, not an obligation. -
Don’t include sensitive or confidential language
Keep questions general and professional. -
Don’t overload the email with questions
Too many questions can discourage a reply. -
Don’t use informal or casual phrasing
Maintain a professional tone that reflects your organization.
Following these guidelines ensures your vendor reference check email template supports a positive impression of both you and your company.
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Sample Vendor Reference Check Email Templates
Below are professionally written vendor reference check email template examples for common scenarios. Each can be customized to fit your organization’s tone and needs.
General Vendor Reference Check Email
Use this template when conducting a standard reference check for a new or potential vendor.
Subject: Vendor Reference Check Request for [Vendor Name]
Dear [Recipient’s Name],
I hope this message finds you well. I’m reaching out as part of our vendor evaluation process at [Your Company Name].
[Vendor Name] has listed you as a reference, and we would appreciate your feedback regarding your experience working with them. Specifically, we’re interested in their reliability, communication, and overall performance.
Any insights you’re willing to share would be greatly appreciated. Thank you for your time and support.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
[Email Address]
[Phone Number]
This general vendor reference check email template works well for most procurement and partnership decisions.
Vendor Reference Check Email With Guiding Questions
This version is helpful when you want more structured feedback without overwhelming the recipient.
Subject: Reference Request Regarding [Vendor Name]
Dear [Recipient’s Name],
My name is [Your Name], and I’m currently assisting with vendor selection at [Company Name]. [Vendor Name] suggested you as a reference, and I’d value your perspective.
If possible, could you briefly share your thoughts on:
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Quality of products or services provided
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Communication and responsiveness
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Timeliness and reliability
Thank you for taking the time to assist us. Your feedback will remain confidential and used solely for evaluation purposes.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Including light structure like this helps recipients respond efficiently while keeping your vendor reference check email template professional.
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Follow-Up Vendor Reference Check Email
Use this template when you haven’t received a response after your initial request.
Subject: Follow-Up: Vendor Reference Check for [Vendor Name]
Dear [Recipient’s Name],
I hope you’re doing well. I’m following up on my previous email regarding a reference check for [Vendor Name].
I understand your schedule may be busy, and I’d greatly appreciate any feedback you’re able to share at your convenience. Please let me know if there’s a better time or format for responding.
Thank you again for your time and consideration.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
A polite follow-up like this maintains professionalism without applying pressure.
Formatting Tips for a Professional Vendor Reference Email
Presentation matters just as much as wording when using a vendor reference check email template. Clean formatting makes your email easier to read and more credible.
- Use a standard professional font, such as Arial or Calibri, and keep font size between 10.5 and 12 points.
- Leave adequate spacing between paragraphs to improve readability, especially on mobile devices.
- Avoid long blocks of text, and keep your email to one screen when possible.
- For formal procurement processes, email is usually preferred, while PDF or form-based requests may be appropriate for regulated industries.
These formatting choices reinforce clarity and professionalism.
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FAQs
How do I write a professional vendor reference check email template?
Keep it clear, polite, and structured. Introduce yourself, explain the purpose, request feedback, and close with appreciation and contact details.
What should I ask in a vendor reference check email?
Focus on reliability, communication, quality of work, and overall experience. Avoid overly detailed or sensitive questions.
Can I send a vendor reference check email template by email?
Yes, email is the most common and efficient method. Use a clear subject line and a professional signature.
How long should a vendor reference check email be?
Ideally, it should be brief and scannable—usually no more than a few short paragraphs.
Should vendor reference feedback remain confidential?
Yes, reference feedback should always be treated as confidential and used solely for evaluation purposes.
Conclusion
A well-crafted vendor reference check email template helps professional women make confident, informed decisions when selecting vendors and partners. By using a clear structure, respectful tone, and practical templates, you can gather valuable insights without damaging professional relationships.
Strong communication is a cornerstone of successful procurement and leadership. Explore more professional templates on MsCareerGirl.com, and consider bookmarking or sharing this guide with colleagues who manage vendor relationships.
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