A reference check is a short call with someone who has managed or worked closely with your candidate. Do it at the end of the process, for your top one or two candidates, and only with their permission. Ask for specific examples, not opinions, and use the same questions for each reference so you can compare.
When and how to check references
- After the final interview and before the offer, for one or two finalists
- Ask the candidate for two or three references, at least one a former manager
- Tell the candidate who you will call. Do not contact their current employer without permission
- Book a 15–20 minute call. Email answers are shorter and more careful
- Take notes on what the reference says, word for word where you can
25 reference check questions
Relationship and role
- How do you know the candidate, and for how long did you work together?
- What was their role and what were they responsible for?
- Why did they leave, as far as you know?
Performance
- What were their main results in the role?
- What were they best at?
- Can you give an example of a task they handled particularly well?
- Where did they need the most support?
- How did they compare with others in the same role?
- Would you describe their work as reliable? Can you give an example?
- How was their timekeeping and punctuality?
Working with others
- How did they work with colleagues?
- How did they handle disagreements?
- How did they respond to feedback?
- How did they communicate with customers or other teams?
- What kind of manager or team got the best out of them?
Behaviour under pressure
- Tell me about a time things got stressful. What did they do?
- How did they handle mistakes, their own or others'?
- How did they prioritise when there was too much to do?
For managers
- How did they lead their team day to day?
- How did they deal with people who were not performing?
- How did their team describe them?
Closing questions
- This role involves [key requirement]. How do you think they would do?
- What should we know to help them succeed here?
- Would you hire or work with them again?
- Is there anything else I should have asked?
Reference check template
| Field | Notes |
|---|---|
| Candidate and role | |
| Reference: name, title, relationship, period | |
| Confirmed role and dates | Yes / No |
| Key strengths, with examples | |
| Development areas, with examples | |
| Fit with our key requirements | |
| Would hire again? | Yes / No / Hesitant |
| Concerns to follow up | |
| Checked by, date |
What you should not ask a reference
Do not ask about health, sick leave, pregnancy, family situation, religion, age or union membership. The rules depend on the country, and in Europe GDPR also applies: only collect what is relevant for the job, and tell the candidate what you have collected if they ask.
How to read the answers
- Vague praise with no example is weaker than a concrete story
- Long pauses or careful phrasing before simple questions are worth a follow-up
- Would you hire them again is the most telling question. Listen for hesitation
- One negative remark is not a verdict. Compare with the interviews and the other references
How many references should you check?
Two is enough for most roles, three for senior roles. At least one should be a former manager.
Can a former employer give a bad reference?
Many companies only confirm dates and job title as a policy. A reference that is honest and based on facts is generally allowed, but rules differ between countries.
Should you check references before or after the interview?
After the final interview. Checking references on everyone takes time, annoys referees and can expose candidates who have not yet told their employer they are looking.
Want to increase your candidate flow?
Let's talk about how SmartHire can help your business fill roles faster.
First filtered candidates within 2–5 days · No commitment