The ultimate reference check checklist

Checking references can be time-consuming but it is a very necessary part of the hiring process. This guide will help you get the answers and information you need.

Keep it legal

By understanding the basics and sticking to some of the same standards you follow for other hiring activities, the call will be less intimidating and easier to manage. Here are some tips you can follow:

  • Be discrete: Any information gleaned from references is confidential, and should not be discussed with other employees in your organisation.
  • Check with the candidate: It is best practice to get the candidate’s written approval first. This way you can check the details they’ve supplied and contact additional reference sources if necessary.
  • Take caution: The same discrimination laws apply to reference checking as to interviewing. Do not ask about marital status, age, religion, disabilities or national origin.
  • Ask a lawyer: It is always a good idea to review your reference checking procedures with your legal team.

Don’t delegate

It’s in your company’s interest for you to get the facts directly from the sources, and checking references is one of the best insurance policies you have to prevent bad hires. It is far more effective if you:

  • Do it yourself: If the new employee will be reporting directly to you, then you should be the person who checks the references.
  • Work around time constraints: If time is of the essence and you really do have to assign this task of checking references, then compromise by assigning just part of the reference checking to a capable assistant. Handle as much as you can by yourself.
  • Aim high: It’s always good to speak with those who have managed your potential employee. Make sure you speak to your counterpart to ensure an open conversation as there will be common ground between you.

Be creative

It pays to think laterally when conducting references. Whilst HR departments can confirm the position and dates of employment of the candidate, they rarely have enough day-to-day contact to rate previous employees on their job performance and ability. So who do you get an honest and reliable reference from?

  • The obvious: These are the references the candidate gives you. Be sure to work your way through their entire list. The more responses you get, the easier it will be to get a fair representation of the candidate.
  • Their boss: Speak to their line manager and the person they report to as these are the people who should know the candidate’s work the best.
  • Your counterpart: The person who does the same work you do at the company you’re contacting for a reference is likely to be completely honest with you. Call it a form of kinship.
  • Get personal: Whilst relatives and teachers generally have limited value in reference checking, it can’t hurt to contact a few to get a more rounded view of the individual.
  • Your own contacts: Your friends or friends’ friends may know the candidate or someone at their company.

Communication is key

One to one contact is best and when it comes to references, there are no shortcuts. The passive approach (written references) and the high-tech approach (email) cannot guarantee thorough, trustworthy references. You’ll always need to communicate with someone directly and verbally to gather the best information. You should:

  • Embrace the hard way: Letters or emails sent to companies are usually ignored. Checking a reference is best done by verbally connecting with a real person.
  • Pick up the phone: Calling the referee gives you the opportunity to ask spontaneous questions. You will also have the added advantage of being able to detect enthusiasm – or lack of it – in the referee’s voice.

If you follow the above advice, reference checking will help you decide with confidence whether the prospective job candidate should become your new employee.

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