The Ultimate Guide To Reference Check Questions

Reference checks are an essential part of the hiring process, providing insights that go beyond what a resume or interview can offer. By speaking with a candidate’s former managers, colleagues, or mentors, recruiters can gain valuable information for making confident hiring decisions.

What Are Reference Checks?

A reference check involves reaching out to individuals listed by a candidate to verify their qualifications, experience, and behavior in a professional setting. This process often includes speaking with former employers, colleagues, or professional mentors who can provide firsthand accounts of the candidate’s skills and character.

Reference checks serve multiple purposes. They verify the accuracy of a candidate’s resume, provide clarity on their work style, and help determine whether they align with the company’s culture and values. Depending on the industry and role, reference checks may take different forms, such as employment references to confirm job performance or educational references to verify academic credentials.

 

Best Practices for Conducting References Checks

To conduct effective and compliant reference checks, it’s important to follow best practices at every stage of the process. Before making contact, ensure you have obtained written authorization from the candidate to speak with their references. Some states legally require this, but it is a best practice regardless of location.

After completing the reference checks, analyze the feedback holistically. Look for consistent patterns across multiple references, as this can help you make an informed decision. Finally, ensure that all reference check notes are securely stored and compliant with data protection regulations.

Top Questions HR Should Ask During a Reference Check

Reference check calls typically last 15-30 minutes, so it's essential to prepare your questions in advance. Effective questions encourage detailed responses, helping you gain a deeper understanding of the candidate’s abilities and character.

Start by asking the reference about their relationship with the candidate, including how long they worked together and the nature of their collaboration. This sets the stage for more specific inquiries about the candidate’s role and performance.

Here are some key questions to guide your reference check conversations: 

• "What were the candidate’s primary responsibilities in their role?"
• "What were the standards for success, and how did the candidate measure up?"
• "What would you say are their greatest strengths?"
• "How would their peers, supervisors, or customers describe them?"
• “Would you work with them again? Why or why not?”
• “How would their peers, customers, or supervisors describe them?”
• “What challenges did they face, and how did they handle them?”
• “If you were building a team around this candidate, what qualities would you prioritize in their colleagues?”
  
  

What Not to Ask During a Reference Check

It is crucial to remain compliant with federal laws enforced by the Equal Employment Opportunity Commission (EEOC) while conducting reference checks. These laws prohibit questions that could reveal a candidate’s protected characteristics, such as race, religion, age, disability, genetic information, national origin, or pregnancy status. Asking about these topics could lead to unintentional bias or legal issues.

Instead, focus on job-related questions that directly assess the candidate’s qualifications, performance, and ability to succeed in the role. By keeping the conversation professional and relevant, you can gather the information you need without crossing any boundaries.

Handling Negative Feedback from References

Encountering negative feedback during a reference check can be challenging, but it doesn’t necessarily mean the candidate is unsuitable for the role. The key is to evaluate the feedback critically. Start by considering the source. Is the reference reliable and unbiased? Next, examine the context—was the negative feedback related to a single incident, or does it point to a pattern of behavior?

It can also be helpful to verify the information with additional references to gain a more balanced perspective. 

How Do Reference Checks Differ from Background Checks?

Reference checks and background checks serve different purposes in the hiring process. Reference checks focus on qualitative insights, involving conversations with former managers or colleagues to understand a candidate’s work style, strengths, and cultural fit. In contrast, background checks are fact-based, verifying information such as employment history, education, criminal records, and certifications to ensure compliance and identify potential red flags. While reference checks provide subjective opinions about a candidate’s performance and behavior, background checks offer objective verification. Together, they give a comprehensive view of a candidate’s qualifications and suitability for the role.

For more information on their distinction, check out out HR Party of One video on background checks below! 

In today’s competitive job market, reference checks remain a valuable tool for HR professionals. They provide a unique opportunity to uncover insights that resumes and interviews may not reveal. By asking thoughtful, job-related questions and handling the process with care, you can make informed hiring decisions that set your team and organization up for success.

Additional Resources

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