A reference check is an investigative step in the hiring process that validates a candidate’s information and offers deeper insights into their performance and character. Asking pointed, strategic questions moves beyond surface-level affirmations to gather concrete evidence of a candidate’s suitability. This process is designed to prevent a costly hiring mistake and ensure a better fit for your organization.
Preparing for the Reference Check
Before contacting a reference, review the candidate’s resume and the job description. A structured list of questions will guide the conversation and ensure you cover all necessary ground efficiently. This preparation should include a clear understanding of your objectives, whether confirming technical skills or assessing team fit.
Be aware of legal boundaries, as questions must remain strictly job-related to avoid discrimination. Inquiries about protected characteristics like age, religion, or family status are illegal and irrelevant to job performance. Always obtain written consent from the candidate before contacting their references.
Questions to Establish Context
Begin the conversation with questions that establish context to build rapport and understand the foundation of the reference’s feedback. These inquiries help you gauge the nature of the relationship between the reference and the candidate. The answers provide a framework to weigh the reference’s subsequent responses.
Start by asking questions such as, “In what capacity did you work with the candidate?” and “How long did you work together?” This clarifies if the reference was a direct supervisor or a peer, which influences their perspective. You might also ask, “Can you briefly describe their primary roles and responsibilities during that time?” to confirm the basic information provided by the candidate.
Questions About Performance and Skills
After setting the stage, shift the conversation to the candidate’s performance and abilities. This part of the discussion provides a third-party perspective on their work. The goal is to gather specific, example-based evidence of their competencies and work habits.
Questions about Strengths and Key Accomplishments
To understand a candidate’s high points, ask questions that prompt the reference to recall specific successes. Instead of a generic “What are their strengths?”, try a more targeted question. For instance, asking, “Can you describe their single biggest accomplishment while working with you?” encourages a detailed story that reveals what the reference valued in the candidate’s performance.
Another effective question is, “Can you give me an example of a time the candidate went above and beyond their required duties?” This can shed light on their initiative and commitment. To probe further, you could ask, “What unique skills or talents did they bring to your team that you didn’t know about initially?”
Questions about Weaknesses and Areas for Development
Discussing areas for improvement requires a tactful approach to encourage honest feedback. Framing questions positively can make references more comfortable sharing information. For example, asking, “What areas for professional development would you suggest for them?” sounds less accusatory.
To understand their coachability, ask, “Can you describe a time they received constructive feedback and how they responded to it?” This question assesses their ability to grow and adapt. Another useful inquiry is, “In what areas did the candidate require the most support or supervision?”
Questions about Teamwork and Interpersonal Skills
Understanding how a candidate collaborates can predict their success and integration into a new team. Ask, “How would you describe their communication style with colleagues, subordinates, and management?” to get a sense of their interpersonal dynamics.
To delve into their collaborative spirit, inquire, “Can you provide an example of how they contributed to team goals or projects?” For a more direct approach, you might ask, “Did they prefer to work independently or as part of a team, and how did they handle situations that required the opposite approach?”
Questions about Work Ethic and Reliability
Dependability, initiative, and the ability to manage a workload are foundational traits. To assess these qualities, ask direct questions about the candidate’s work habits. A straightforward question like, “Would you describe the candidate as reliable and dependable?” can be telling.
To gauge their performance under normal working conditions, ask, “Can you comment on their ability to meet deadlines and manage their workload?” You can also inquire about their punctuality and attendance, as these are basic indicators of professionalism.
Questions to Uncover Potential Red Flags
Beyond general weaknesses, it is useful to probe for behaviors that could signal significant issues. These questions are designed to understand how a candidate handles difficult situations, revealing their resilience and problem-solving abilities. The focus is on identifying potential deal-breakers that might not surface in an interview.
Asking behavioral questions can be revealing. For example, “How did they handle high-pressure situations or tight deadlines?” provides insight into their stress management. Similarly, “Can you describe a time they faced a significant workplace conflict and how they responded?” can expose their approach to conflict resolution.
A reference’s response, or lack thereof, can be as informative as the words themselves. Hesitation, vague answers, or an overly positive spin on a difficult situation might suggest the reference is withholding information. Listen for pauses and changes in tone, not just the words being said.
The Final Questions to Ask
As the conversation winds down, a few final questions can provide a summary of the reference’s overall opinion. These last inquiries serve as a final check and can yield some of the most definitive feedback in the process.
The most revealing closing question is, “Would you rehire this person if you had the opportunity?” An enthusiastic “yes” is a strong endorsement, while any hesitation or a qualified answer is a warning sign. Following up with “Why or why not?” can provide context to their answer.
Finally, always end with an open-ended invitation for any last thoughts by asking, “Is there anything else you think I should know that I haven’t asked about?” This question gives the reference a chance to share any pertinent information that your structured questions may not have covered.
What to Do With the Information
After the calls, synthesize the information to make an informed decision. Build a comprehensive picture by comparing feedback from multiple references and looking for consistent patterns. A single negative comment may be an outlier, but similar feedback from several sources likely points to a valid concern.
Compare the reference insights with the information from the candidate’s resume and interview. Discrepancies between what a candidate claimed and what a reference reports should be investigated. When references confirm the strengths you identified, it reinforces your assessment.
Document every conversation accurately, noting key quotes and overall impressions. This documentation is a valuable resource when the hiring team meets to make a final decision. Use this complete view of the candidate to determine their fit for the role and the organization’s culture.