Template: What to Ask When You Check References

7 Essential Steps to Check References Like a Pro

1. Prepare a concise reference checklist

• Clarity: List the key areas to verify (dates of employment, job title, responsibilities, performance, attendance, reason for leaving).
• Evidence: Note which documents or answers will confirm each item.

2. Get consent and set expectations

• Consent: Ensure you have the candidate’s permission to contact references.
• Timing: Tell references how long the call/email will take and the topics you’ll cover.

3. Use a standard script or questionnaire

• Consistency: Ask the same core questions for all candidates to avoid bias.
• Examples: Include open-ended prompts (e.g., “Describe their strongest contributions”) and rating-scale items (e.g., reliability 1–5).

4. Verify identity and relationship

• Confirm: Ask how the reference knows the candidate, their job title, and how long they worked together.
• Context: Note whether the reference was a supervisor, peer, or direct report.

5. Probe for performance and behavior specifics

• Performance: Ask about accomplishments, strengths, and development areas.
• Behavior: Inquire about teamwork, communication, punctuality, and how they handled pressure or conflict.
• Examples: Request concrete examples or situations that illustrate responses.

6. Check for consistency and red flags

• Cross-check: Compare reference answers with the resume and interview notes for discrepancies.
• Red flags: Watch for vague answers, hesitations, or inability to provide specifics; follow up if necessary.

7. Document findings and make a fair decision

• Record: Summarize key points, ratings, and any contradictory details in a standardized form.
• Decision: Use documented insights alongside interviews and tests to reach a hiring decision; note any conditions or probationary checks if concerns remain.