The reference check is a final verification step in the hiring process, allowing employers to confirm the information a candidate has provided and gain an external perspective on their skills. How and when this request is made can influence the candidate’s experience and the overall efficiency of hiring. A well-executed request sets a professional tone and demonstrates respect for the candidate’s time and effort invested in the process.
Determine the Right Time to Ask
Asking for references too early, such as on the initial application, can be inefficient. At that stage, the candidate pool is large, and contacting references for every applicant is a time-consuming task for the hiring team and a potential annoyance for the references themselves, who might be contacted by multiple companies if the candidate is in an active search.
The accepted practice is to ask for references after the final interview has been completed but before a formal job offer is extended. This timing signals to the candidate that the company is seriously considering them for the position, making the request feel justified. It respects the candidate’s privacy and their relationship with their references, ensuring they are only contacted when there is a strong likelihood of an offer. Delaying until this final stage streamlines the process, focusing the effort on only the top candidates.
Making the Request
Making the request for references via email is a standard professional practice. An email provides a clear, documented record of the communication for both the employer and the candidate. The request should be direct, clearly stating what information is needed to avoid back-and-forth communication that could slow down the hiring timeline.
Be specific about the details you require for each reference. This includes their full name, current job title, the company where they work, and their contact information, including a professional email address and phone number. Ask the candidate to clarify their professional relationship with each person they list, such as “former manager,” “senior colleague,” or “direct report,” to give context to the feedback you will receive.
Sample Email Template
Subject: Next Steps in the [Job Title] Hiring Process
Dear [Candidate Name],
Thank you again for your time during the interview process for the [Job Title] position. We enjoyed our conversation and are excited to move forward to the next stage.
As part of our final evaluation, we would like to speak with a few of your professional references. Could you please provide the contact information for two or three individuals who can speak to your work experience and qualifications?
Please include their full name, title, company, email, phone number, and your working relationship with them.
We will not contact anyone without your explicit permission. Please let me know if you have any questions.
Best regards,
[Your Name]
[Your Title]
Handling Common Scenarios
Being prepared for unique candidate situations allows for a flexible and understanding approach. A common issue arises when a candidate is currently employed and is hesitant to list their direct supervisor. This is a reasonable concern, as it could jeopardize their current position if their job search is revealed prematurely. In this case, you can suggest they provide former managers, senior colleagues from their current or past roles, or even clients they have worked with closely.
Another situation involves candidates who are new to the workforce, such as recent graduates, and may not have a list of professional contacts. For these individuals, suggest alternatives like professors, internship supervisors, or managers from volunteer positions. These individuals can still speak to the candidate’s work ethic, skills, and character.
A candidate may also ask for more time to gather their contacts. Accommodate this request while setting a clear and fair deadline, such as three to five business days, to keep the process moving forward.
Follow Best Practices for a Smooth Process
It is a professional courtesy to inform the candidate of your timeline, letting them know approximately when you plan to reach out to their references. This simple step gives the candidate an opportunity to give their contacts a heads-up, allowing them to prepare for your call or email. This not only shows respect for the candidate but also helps their references provide more thoughtful and relevant feedback. Maintaining confidentiality for all parties involved throughout this final stage is a fundamental aspect of a respectful hiring process.