how to check references.

A large majority of employers use some form of reference checking during the hiring process, yet many still don’t tap into the full potential of this essential tool. It’s not just about verifying employment dates or job titles — it’s about gaining a deeper understanding of a candidate’s skills, strengths and cultural fit. When done strategically, reference checks can help any hiring manager make smarter hiring decisions and avoid costly mistakes. But like any tool, it’s only effective if you know how to use it well. Keep reading to discover how to check references and identify the right candidates.

how to check references: some do’s and don’ts

When creating a comprehensive reference checking process, there are a few do’s and don’ts to keep in mind, such as:

do prepare in advance

You never want to conduct a background check unprepared. This practice can lead to confusing or irrelevant feedback as well as possible compliance issues. Instead, take some time to prepare before you call or email any past employer or current employer.

Start by seeking input from the people within your organization involved in interviewing the candidate. Ask them to point out any areas about the applicant they want more information about or any concerns they have about the candidate or the candidate’s skill set.

Next, take some time to review the candidate’s resume, application, cover letter, interview notes and other information. This allows you to focus on questions that will help verify hard and soft skills and confirm whether this promising candidate is truly the right fit for the job.

do notify candidates

Be sure to let the candidate know that you are going to be conducting reference checks. You also should check with your legal and data privacy teams to determine if explicit consent from each candidate is required before reaching out to any reference. Also, make sure you understand what candidate information you can and cannot collect and how to manage this data afterward.

do stick with open-ended questions

Open-ended questions work best for the reference-checking process because they give the reference more leeway to answer the questions. On the other hand, close-ended questions that require just a one-word or one-sentence answer are unlikely to provide the valuable insights you want. While some close-ended questions are okay, especially near the beginning and end of the conversation, most of your questions should give the reference the ability to provide as much information as they see fit.

For example:

• What were the main responsibilities of the candidate in their position?
• How did the candidate handle conflict at work?
• What would you say are the candidate’s greatest strengths and weaknesses?

don’t make assumptions

When conducting a reference check, you should always ask the reference to back up opinions with facts. For example, if the reference states that they feel the applicant would be a good fit for the role, follow that answer through with a secondary question asking what specific skills would make the promising candidate a good fit.

Additionally, don’t read too much into the reference’s attitude or tone. Without knowing the reference personally, it’s impossible to determine if this is just the person’s natural tone, if they are simply having a bad or stressful day or if their attitude has something to do with the candidate.

don’t rush the process

If you’re conducting the reference check by phone, be sure to set enough time aside to ask all the questions. The last thing you want to do is to rush the reference-checking process.  If the references feel rushed, they could be reluctant to provide complete answers. In turn, these checks could fail to provide the insights you need.

If, on the other hand, you’re using email to send references a form to complete, be sure to give them several days to finish and send out a friendly reminder, if necessary. Automated reference-checking technology can speed up the process by allowing references to provide candidate feedback from any device and by automatically sending out reminders. However, you still want to give references ample time to complete this form.

don’t interrupt the reference

Be mindful of not interrupting references while they’re talking. After all, you never want to prevent a reference from providing valuable information regarding the applicant. Instead, ask your question and then give the reference time to collect their thoughts and answer. However, it is okay to steer the reference back on topic if they stray too far away from the original question or if they start to divulge private information about the applicant that has nothing to do with the job. If you’re using online reference-checking software, such as Relevate Reference, you don’t have to worry about this issue. Instead, references can take the time to complete the online questionnaire when it’s most convenient for them.

how to check references: recognizing red flags

There are a few red flags to look out for when conducting reference checks, such as:

• The applicant didn’t notify the reference about the call.
• The reference can’t answer basic questions about the applicant.
• Work information like job titles and duties don’t align with the applicant’s resume.
• The reference states they are not the right person to answer the questions.

These issues might indicate that the applicant has embellished their qualifications or that the reference is not credible.

automate the reference-checking process

If you are still conducting reference checks manually, consider using online reference-checking software. This technology can automate the entire process, allowing you to gather higher-quality feedback in less time. For example, Randstad’s Relevate Reference can streamline your reference-checking process, flagging issues like multiple references using the same device to complete the form, which could indicate fraud.