A reference check is a final step before a company extends a job offer. For a candidate, this part of the hiring process can feel like a mystery, happening entirely behind the scenes. It serves as a prospective employer’s opportunity to validate the impressions formed during interviews and to confirm the details presented in a resume. The conversation between a hiring manager and a reference is a structured dialogue designed to paint a complete picture of a candidate’s past performance and future potential.
The Purpose of a Reference Check
Employers conduct reference checks for two primary reasons: to verify factual information and to gain qualitative insights. The first goal is straightforward verification of details on a resume, such as employment dates, job titles, and stated responsibilities. Discrepancies in this area can raise concerns about a candidate’s honesty.
Beyond confirming facts, employers seek a deeper understanding of a candidate from a third-party perspective. They want to learn about an applicant’s work ethic, their ability to collaborate with a team, and how they handle professional pressures. A reference can offer a nuanced view of a person’s character and soft skills, helping the employer envision how the candidate might fit into the company culture.
Common Questions Asked to References
Verifying Employment Facts
The conversation with a reference begins with questions to confirm the basic facts of a candidate’s employment history. The hiring manager will ask the reference to state their professional relationship with the candidate and the context in which they worked together. This is followed by direct questions to confirm the candidate’s job title and their start and end dates of employment.
Hiring managers may also ask about the candidate’s primary duties and responsibilities to cross-reference claims made on the resume. Another common question is, “What was the candidate’s reason for leaving the company?”
Performance and Skills
After confirming the basics, the focus shifts to the candidate’s job performance and capabilities. A prospective employer will want to know about the candidate’s strengths, often asking, “What would you consider to be their greatest strengths?” Conversely, they might inquire about areas for development by asking, “What areas could they improve upon?” to get a balanced perspective.
Questions about specific accomplishments are also common. A hiring manager might ask, “Can you describe one of the candidate’s most significant accomplishments while working with you?” This helps to quantify the value the candidate brought to their previous role.
Work Ethic and Personality
Understanding a candidate’s soft skills and how they operate within a team is a large component of the reference check. Questions in this area explore interpersonal dynamics and personal accountability. For instance, a hiring manager will likely ask, “How did the candidate work with other team members and management?” This sheds light on their collaboration style.
Other questions delve into reliability and attitude. A reference might be asked to describe the candidate’s dependability, punctuality, and overall approach to their work. This helps the employer gauge how the candidate will integrate into the existing workplace culture.
Situational Questions
To understand how a candidate behaves under specific circumstances, employers use situational questions. These prompts ask the reference to recall real-world examples of the candidate’s behavior. A common question is, “How did the candidate handle stress or tight deadlines?” This provides insight into their resilience and ability to perform under pressure.
Another frequent situational question is, “Can you describe a time the candidate had to deal with conflict or constructive feedback?” The answer reveals a great deal about the applicant’s maturity, self-awareness, and capacity for professional growth.
The Ultimate Question
Toward the end of the conversation, a hiring manager will ask summary questions designed to get to the heart of the reference’s overall assessment. The most direct of these is, “Would you rehire this person if you had the opportunity?” A reference’s willingness, or hesitation, to answer this question speaks volumes about their confidence in the candidate.
Finally, the hiring manager will provide an open-ended opportunity for any additional thoughts by asking, “Is there anything else we should know that we haven’t asked?” This question can elicit valuable information not covered by the structured questions, providing a final layer to the employer’s understanding.
What Employers Legally Cannot Ask
It is important for candidates to know there are legal boundaries to protect them from discriminatory hiring practices. Federal and state laws prohibit employers from asking questions about a person’s protected characteristics, as these topics are not related to job performance. A professional employer will never ask a reference about a candidate’s:
- Race, color, religion, or national origin
- Age, sex, or marital status
- Family plans, including pregnancy
- Disability or medical history
If a candidate learns that a prospective employer asked these types of questions, it could be a red flag about the company’s culture. A reference is not obligated to answer such questions and should not volunteer this information. The focus of the conversation should remain on the candidate’s professional qualifications and work history to ensure the hiring decision is based on merit.
How to Prepare Your References
The first step in preparing your references is choosing the right people. Select individuals who have worked closely with you and can speak positively and specifically about your skills and accomplishments. A direct supervisor is a strong choice, but senior colleagues or clients can also be effective references. Always ask for their permission before listing them as a contact.
Once someone has agreed to be your reference, equip them to represent you well. Provide them with an updated copy of your resume and the job description for the position you are targeting. This context allows them to tailor their comments to the specific role. It is also helpful to brief them on the key skills you want them to highlight, reminding them of specific projects that align with the job requirements.