A professional reference offers insight into a job candidate’s qualifications, professional conduct, and character. This step is a standard, often final, filter in the hiring process, giving a potential employer confidence by corroborating information presented in the resume and interview. Reference checks provide context and depth that self-reported materials cannot.
The Primary Role of a Professional Reference
Professional references serve two main purposes: verification and prediction. References verify the factual claims a candidate has made about their past employment, ensuring the hiring company is not basing a decision on inaccurate history. This validation of past actions reduces risk for the prospective employer.
The reference also acts as a predictive tool, offering insights into how the candidate may perform in the future based on past behavior. By discussing observed strengths, areas for development, and professional interactions, the reference helps the hiring manager assess the likelihood of the candidate succeeding in the new environment before extending a formal offer.
Specific Information References Are Asked to Provide
Verification of Employment Details
The reference check typically begins with confirming the candidate’s employment history. This includes verifying the specific dates of employment, the official job title held, and the core responsibilities associated with that role. Hiring managers may also inquire about the candidate’s starting and ending salary, although this practice is subject to increasing legal restriction in many areas.
Assessment of Professional Skills and Competencies
A primary focus is gathering evidence of the candidate’s performance. The reference will be asked to provide examples that demonstrate the candidate’s hard skills, such as technical proficiency, project management ability, or sales achievements. Hiring managers often request details about specific accomplishments or projects to understand the scope and impact of the candidate’s contributions.
Insights into Work Ethic and Reliability
Questions about work ethic assess the candidate’s professional habits and dependability. References are often asked about the candidate’s attendance and punctuality record, their ability to consistently meet deadlines, and how they handled increased responsibility or pressure. This questioning aims to establish a pattern of reliability and commitment to their role.
Character and Cultural Fit Assessment
The reference provides insight into the candidate’s interpersonal dynamics. Employers inquire about the candidate’s ability to collaborate with colleagues, their communication style, and their reaction to constructive feedback from supervisors. Understanding how the candidate aligns with the former company’s values helps the prospective employer determine potential cultural compatibility.
Reasons for Departure
If the candidate has left the previous employer, the reference may be asked to confirm the reasons for their departure. This ensures the candidate’s explanation for leaving a role, such as seeking new challenges or a career change, aligns with the former employer’s records. This confirmation helps identify any undisclosed circumstances that could impact the candidate’s future employment.
Navigating the Reference Check Process
Reference checks generally take place toward the end of the hiring cycle, typically after final-round interviews but before a formal job offer is extended. This timing allows the hiring team to focus on the most promising candidates. The process is most often managed by a Human Resources specialist or the hiring manager who will supervise the new employee.
Communication methods vary, but a phone call is the most common format. Some companies may use a standardized email questionnaire to ensure consistency. In either case, the hiring company must obtain the candidate’s express consent before contacting any provided references.
Legal Limitations on Reference Information
The information a professional reference can legally share is subject to constraints designed to prevent discrimination and mitigate legal risk. References must limit their comments to job performance, professional conduct, and verifiable, factual information. They are generally prohibited from discussing a candidate’s protected characteristics, such as age, race, religion, national origin, disability, or marital status.
Disclosing information about an employee’s medical history or any off-the-job personal matters is also avoided due to privacy laws. References must be careful to only provide information that is truthful and documented to prevent potential claims of defamation. Some state and local laws also prohibit employers from asking references about a candidate’s past salary history.
Preparing Your References for Success
A candidate should prepare their references to ensure they provide relevant information. The first step involves asking permission before listing anyone, confirming they are willing and able to speak positively about your work.
The candidate should provide the reference with the job description for the new role and an updated copy of their resume. This material helps the reference tailor their comments to the specific skills and competencies the hiring company is seeking. It is also helpful to remind the reference of two or three specific projects or achievements that directly relate to the new position, guiding them on which stories to highlight. Finally, notifying the reference of the company name, the name of the person who will call, and the approximate time frame for the contact ensures they are prepared to answer the call professionally.