Top Reference Check Questions Every HR Professional Should Ask

Reference checks go beyond double-checking a candidate’s resume. By speaking with a candidate’s former manager or associates, hiring managers can gain valuable insights into their work style, how they respond to feedback, and whether they align with the company culture. This blog will guide you through the process of conducting effective reference checks, including what to ask—and what to avoid

What are Reference Checks?

A reference check is a crucial step in the hiring process where a hiring manager contacts individuals listed as references on a candidate's application. References typically include former managers, colleagues, or other professionals who can verify a candidate's qualifications and provide insights into their performance and behavior. Reference checks serve several purposes:

• Verifying the accuracy of a candidate's resume.
• Understanding their experience and work style.
• Determining if they are a good cultural fit for the company.

Types of reference checks include: 

• Employment references.
• Educational references.
• Financial references.
• Informal references.
• Accreditation references.

Top Questions HR Should Ask During a Reference Check

• “In what context have you worked with the candidate, and for how long?”
• “Can you describe the candidate’s general responsibilities?”
• “What were the standards for success in the candidate’s role, and how did they measure up?”
• “Which roles or functions would the candidate excel in? Where might they struggle?”
• “Would you work with them again? Why or why not?”
• “How would their peers, customers, or supervisors describe them?”
• “What areas could the candidate improve?”
• “Who else should I speak with about the candidate?”

For deeper insights, you can also ask:
“If you were hiring someone to complement this candidate, what qualities would you look for?”

What Not to Ask During a Reference Check

Federal laws enforced by the U.S. Equal Employment Opportunity Commission (EEOC) prohibit discrimination during the hiring process. This means hiring managers should avoid questions that may reveal protected information about a candidate, including:

• Race.
• Religion.
• Age.
• Disability status.
• Genetic information.
• National origin.
• Pregnancy status.

Instead, focus on job-related questions that assess the candidate’s qualifications and performance.

Handling Negative Feedback from References

• Consider the source: Is the reference credible and unbiased?
• Understand the context: Was the negative feedback related to a one-time incident or a consistent issue?
• Verify with others: Speak with additional references to get a balanced perspective.

While conducting at least three reference checks is ideal, prioritize quality over quantity to avoid delaying the hiring process. 

Best Practices for Conducting Reference Checks

• Avoid contacting current employers: Unless the candidate has explicitly given permission.
• Get written authorization: Some states legally require this, but it’s a best practice regardless.
• Document your findings: Record the name, title, and contact information of the reference, along with the date and key insights from the conversation.

Additional Resources

• BernieU—free online HR courses, approved for SHRM and HRCI recertification credit
• BerniePortal Blog—a one-stop shop for HR industry news
• HR Glossary—featuring the most common HR terms, acronyms, and compliance
• Resource Library—essential guides covering a comprehensive list of HR topics
• HR Party of One—our popular YouTube series and podcast, covering emerging HR trends and enduring HR topics
• Community—the HR Party of One Community forum, a place devoted to HR professionals to ask questions, learn more, and help others