A reference check often serves as the final stage in the hiring process, seeking external validation beyond the candidate’s self-reported information. This step transitions the focus from verifying facts on a resume to assessing the applicant’s character, work ethic, and cultural fit. By talking with former supervisors and colleagues, employers seek a more complete and objective picture of a candidate’s past performance and future potential. Understanding the types of questions asked during these calls can help demystify this important phase of the job search.
The Purpose and Process of Reference Checks
Reference checks have a dual function for the hiring company: mitigating risk and gaining deeper insight into a potential employee. Risk mitigation ensures the candidate has not misrepresented their employment history or qualifications, protecting the company from costly hiring mistakes. The second purpose involves gathering subjective data on the candidate’s soft skills and workplace conduct that interviews alone might not fully reveal.
The process is typically initiated once a candidate has reached the final stage of consideration, usually post-interview but pre-offer. These checks are conducted by human resources specialists, external recruiters, or the hiring manager. Employers use a structured, pre-planned list of questions to ensure consistency and fairness across all candidates.
Verifying Foundational Employment Information
The initial part of any reference call focuses on factual and objective data designed to confirm the basic claims made on the candidate’s application materials. Employers begin by asking the reference to confirm the candidate’s job title and the exact dates of their employment. This verification step ensures the resume accurately reflects the applicant’s tenure and role.
The conversation then moves to confirming the candidate’s general duties and responsibilities. Some employers may attempt to verify the candidate’s starting and ending salary or the stated reason for their departure, depending on company policy and jurisdiction. While companies increasingly limit the release of this information due to legal concerns, the goal remains to establish a reliable foundation of employment history.
Assessing Job Performance and Competence
Once the foundational facts are confirmed, the discussion shifts to a subjective evaluation of the candidate’s professional capabilities and work quality. Employers often ask the reference to describe the candidate’s greatest strengths, focusing on competencies that align with the requirements of the new role. This provides context on what the candidate excelled at and how those strengths contributed to the former employer’s success.
The conversation explores the candidate’s major accomplishments or contributions, seeking specific examples of projects or initiatives that had a measurable impact. References may also be asked to discuss areas where the employee needed improvement or development, offering a balanced view of their professional profile. Focusing on specific examples of achievement helps the employer gauge the candidate’s technical competence and ability to perform the core functions of the job.
The employer may also inquire about the level of supervision the candidate required and how they handled challenging aspects of their previous role. This line of questioning assesses the candidate’s ability to work autonomously and their resourcefulness when facing obstacles.
Evaluating Behavioral Fit and Interpersonal Skills
This section assesses the candidate’s soft skills and interaction within the workplace environment, often using behavioral prompts to elicit examples of past conduct. These questions move beyond technical skills to evaluate a candidate’s potential for success within a new company culture.
Teamwork and Collaboration
Employers look for insights into how the candidate functions as part of a collective unit, asking about their working relationships with colleagues and managers. References may be asked to describe a time the candidate had to share credit for a success or how they supported a struggling team member. This inquiry helps determine if the candidate is a constructive contributor to team dynamics.
Communication and Conflict Resolution
Questions in this area focus on the candidate’s ability to articulate ideas and manage disagreements professionally. A reference might be asked to recount a situation where the candidate had a conflict with a peer or supervisor and how they navigated the resolution process. This provides evidence of the candidate’s communication style and their capacity for maintaining professional relationships under stress.
Handling Pressure and Deadlines
Employers want to understand a candidate’s resilience and time management under demanding circumstances. References may be asked to describe a project with an aggressive deadline and how the candidate managed their workload and stress to ensure completion. This assessment helps predict the candidate’s composure and effectiveness when faced with high-pressure situations.
Management and Leadership Style
For roles involving supervisory duties, questions focus on the candidate’s approach to leading and motivating others. A reference may be asked how the candidate delegated tasks, provided constructive feedback, or inspired their team to achieve targets. This provides insight into their leadership philosophy and their ability to guide and develop direct reports.
Legal Boundaries for Reference Checks
Employers must operate within legal boundaries to avoid questions that could lead to claims of discrimination. Federal and state laws prohibit employers from asking about protected characteristics irrelevant to job performance. This includes inquiries into a candidate’s race, religion, age, national origin, marital status, or disabilities.
Many large companies adopt a policy of providing only “name, rank, and serial number” information, confirming only the job title and dates of employment. This strict limitation shields the former employer from potential legal liability, particularly claims of defamation or wrongful disclosure. While the legality of asking about topics like workers’ compensation claims or detailed health history varies by state, the safest practice is to keep all questions job-related and objective.
Preparing Your References for Success
As a job seeker, you play an active role in ensuring your references are prepared to provide helpful feedback. Always ask permission before listing someone as a reference and ensure their current contact information is accurate to prevent delays. A prepared reference will be more effective in tailoring their response to the specific job.
Provide your references with the job description and your current resume so they understand the context of the role you are seeking. Offer a “cheat sheet” of your key achievements and the skills the hiring company is looking for. Reminding your references of two or three specific examples that highlight your relevant skills ensures their answers align with your application narrative.