For most job seekers, contacting previous employers is a standard, often mandatory, component of the modern hiring process. Organizations engage in this due diligence for two primary reasons: to verify the objective facts presented on an application and to gain an independent assessment of a candidate’s past performance and cultural fit.
Why Companies Contact Previous Employers
A primary driver for contacting former employers is the mitigation of hiring risk. Companies invest substantial resources in new employees, and a bad hire can result in significant financial and productivity losses, making thorough vetting a sensible precaution. This process helps to screen out candidates who may have exaggerated qualifications or misrepresented their professional history.
Verifying the accuracy of a candidate’s resume is a fundamental aspect of this investigation. Recruiters seek confirmation of specific details, such as dates of employment, official job titles held, and reported salary claims. This ensures the narrative presented by the candidate aligns with the documented reality of their career progression.
Beyond facts, employers seek insight into a candidate’s work ethic and compatibility with a new environment. Assessing past behavior is often considered the best predictor of future performance, leading companies to probe for details about teamwork, reliability, and general professional conduct. This holistic view helps the hiring team evaluate whether the candidate will integrate smoothly into the new company culture.
The Difference Between Reference Checks and Employment Verification
The umbrella term “contacting previous employers” actually covers two distinct processes that differ in scope, handler, and purpose. The first, employment verification, is a highly administrative function often handled by a prospective company’s Human Resources department or an outsourced background check service. This process focuses strictly on objective, verifiable data points.
Employment verification typically confirms the duration of employment, the formal job title held, and sometimes the final rate of compensation. This mandatory step is often automated through secure online portals or databases, confirming the fundamental facts of the candidate’s history. This check is transactional and does not involve subjective commentary on performance.
The second process, the reference check, is qualitatively different and usually managed by the hiring manager or the dedicated recruiter. Reference checks delve into subjective areas, seeking qualitative feedback on the candidate’s professional capabilities and interpersonal skills. This step is typically optional and involves direct communication with specific individuals—supervisors or colleagues—whose contact information was provided by the candidate.
While employment verification confirms the what, the reference check explores the how and why of a candidate’s tenure. Questions posed during a reference check explore performance metrics, communication style, and reasons for departure, offering a nuanced perspective on a candidate’s professional attributes. Understanding this distinction helps job seekers anticipate the type of information being sought from different sources.
What Previous Employers Are Legally Allowed to Disclose
The information a former employer can disclose is heavily governed by internal policy and, more broadly, by legal considerations regarding defamation. Many large corporations have adopted neutral reference policies to minimize their legal exposure. These policies strictly limit the information shared to only confirming the dates of employment and the job title held.
Companies implement these strict limitations to mitigate the risk of lawsuits, primarily those related to defamation. A claim of defamation arises if a former employer provides false or maliciously negative information that prevents a candidate from securing a new position. Since defending against such a lawsuit is costly, many legal departments advise a policy of silence on performance matters.
Even where laws protect employers providing truthful information, the uncertainty surrounding future performance encourages caution. This means that even if a supervisor wants to provide detailed feedback, they may be prohibited by the company’s official HR policy. The official response from the previous employer is often limited to a simple confirmation of facts, directing further inquiries to the candidate’s provided references.
The risk of negligent referral is another factor shaping these policies, particularly in roles involving public safety or fiduciary responsibility. If a company fails to disclose a relevant and documented history of misconduct, they could potentially be held liable if the employee causes harm in a new, similar position.
What New Employers Typically Ask For
While the previous employer’s policy dictates what can be said, the new employer’s questions are structured to extract the maximum permissible information. The objective line of questioning focuses on confirming the foundational data presented in the application. Inquiring parties will ask for the exact start and end dates of employment, the final compensation package, and the official job title to ensure consistency with the resume.
Another common objective query involves the official reason for separation, though former employers often only confirm if the separation was voluntary or involuntary. Prospective employers use this information to reconcile any discrepancies in the candidate’s account of their departure. This factual baseline is typically established before moving into subjective assessments.
The subjective questions, reserved for the candidate’s provided references, offer a deeper look into their professional profile. One of the most common proxies for overall performance is the question of “eligibility for rehire.” A simple “yes” or “no” answer to this question often serves as a condensed, legally safer summary of the candidate’s tenure.
Additionally, the inquiring manager will often ask the reference to verify specific accomplishments or responsibilities listed on the resume. They may also ask the reference to comment on several key areas:
Key Reference Questions
- Verify specific accomplishments or responsibilities listed on the resume.
- Describe the candidate’s major strengths and weaknesses.
- Comment on their management style.
- Assess their ability to handle conflict.
These details help the hiring team build a complete picture that goes beyond the bullet points of a resume.
Strategies for Managing Your Employment History
Understanding the reference process allows job seekers to proactively manage their employment history and minimize potential surprises. The most effective strategy involves thoroughly preparing references by coaching them on the positions you are applying for and the specific skills you want them to emphasize. Provide them with a copy of your current resume and the job description so they can align their feedback with the role’s requirements.
For candidates with a challenging or negative past employment experience, a proactive approach is the best defense. Address the situation briefly and professionally during the interview, framing the departure as a learning experience. A practical tactic is to use a former manager or colleague who has since left the company, as they are not bound by the previous employer’s neutral reference policy and can offer a more candid assessment.
When dealing with employment gaps or situations where contacting the current employer is sensitive, clear communication is paramount. Candidates should explicitly state on their application or to the recruiter that their current employer should not be contacted until a formal offer is extended. Finally, utilizing a professional reference checking service can provide an objective preview of what a former company or reference is actually saying, allowing the candidate to address any concerns before the official check occurs.