A reference check is a final step in the hiring process that offers an external view of a candidate. While a resume provides the candidate’s perspective, a conversation with a former manager validates that information. This call can reveal nuances about work habits and team dynamics, helping to confirm if a candidate is the right fit for the role and your organization.
The Legal Framework for Reference Checks
When conducting a reference check, it is important to operate within legal boundaries to avoid potential liability. All questions must be directly related to the job and the candidate’s qualifications to perform it. This means steering clear of any inquiries that touch upon protected characteristics. Laws prohibit discrimination based on age, race, religion, gender, national origin, or disability. Asking questions about these topics can expose an organization to legal risks.
The conversation should focus on factual, verifiable information or opinions based on direct observation of job performance. Straying into personal territory or sharing unverified negative information could lead to claims of defamation. Many companies limit the information they provide to basic facts like dates of employment and job titles. Always obtain the candidate’s consent before contacting their references and keep detailed, objective notes.
Questions to Verify Factual Information
The initial purpose of a reference call is to confirm the accuracy of the information provided by the candidate. This step is about verification, so these questions should be direct and easy for the reference to answer. Some company policies may prevent a reference from answering the final question about the reason for departure.
- Can you confirm the candidate’s start and end dates of employment?
- What was their official job title?
- Could you briefly describe their primary day-to-day responsibilities?
- What was their reason for leaving the position?
Questions to Assess Performance and Strengths
Once you have verified the basic facts, the next step is to understand the candidate’s on-the-job performance and capabilities. The goal is to move beyond simple answers and encourage the reference to provide detailed descriptions and specific examples. These open-ended questions can offer a clearer picture of how the candidate has applied their skills.
- What would you consider to be the candidate’s most significant strengths?
- Could you describe one of their biggest accomplishments while working with you?
- Can you provide an example of a project where the candidate excelled?
- How did they handle high-pressure situations or tight deadlines?
- How would you rate their overall job performance compared to others in similar roles?
Questions to Evaluate Soft Skills and Team Fit
Beyond technical skills, understanding how a candidate interacts with colleagues is important for assessing their potential fit within your team and company culture. This part of the conversation explores their interpersonal and communication abilities, and their working style.
- How would you describe the candidate’s communication style?
- What was it like to work with them on a daily basis?
- Can you give an example of how they collaborated with other team members on a project?
- How did they handle disagreements or conflicts with colleagues?
- How did they respond to receiving constructive feedback or direction?
- In what ways did they contribute to the overall team or company culture?
Questions to Tactfully Uncover Areas for Improvement
No candidate is perfect, and understanding where they might need support is as valuable as knowing their strengths. The objective is not to dig for negative criticism but to identify how you can best set the candidate up for success if hired. Framing questions constructively helps references feel more comfortable sharing honest feedback.
- What kind of management style or support helps this person do their best work?
- If you could have offered them one piece of professional advice for their growth, what would it have been?
- Are there any specific areas where you feel they could benefit from additional training or development?
- In what type of work environment do you believe they would thrive the most?
Best Practices for a Successful Reference Call
The way you conduct the reference call is as important as the questions you ask. A professional and respectful approach can lead to a more open and informative conversation. These steps can help ensure the call is productive.
Always begin by introducing yourself, your company, and the role you are trying to fill. It is also courteous to ask if it is a good time to talk. Before diving into questions, provide a brief overview of the job responsibilities to give the reference context. During the call, listen more than you talk and ask for specific examples. A concluding question is, “Would you rehire this person?” as the answer can be very telling.