When are reference checks done?

The timing of reference checks can vary slightly between companies. Many employers conduct reference checks after completing interviews and narrowing down the pool of candidates to first and second choices.

Checking references in the final stages of the hiring process offers benefits for candidates, the people named as references and employers. Many candidates would prefer their references only be contacted if a company is seriously considering them for a position so they can keep the details of their job search private.

For the people used as references, getting in touch after interviewing and before making an offer means fewer disruptions in their daily schedule. Often, candidates apply for more than one position during a job search. If every employer contacted references early in the process, such as when initially screening candidates, the individuals named by a candidate may get dozens of calls or emails.

From an employer’s perspective, checking references later in the process simplifies things. Checking references earlier on when many candidates may be under consideration makes the task much more time-consuming. Delaying until the end means only references for one or two candidates will need to be contacted.

Why do companies check references?

Companies want to ensure they choose the right hires for their open positions. At the beginning of the hiring process, they only have information provided by a candidate through their resume, application and interview to evaluate their suitability for a particular job.

Reference checks enable employers to seek outside input about a candidate. Contacting references can help employers confirm the candidate was truthful in their descriptions of their duties and responsibilities in previous roles. They can also have a chance to learn more about a candidate’s strengths and weaknesses. As a result, performing reference checks can help ensure employers make the right hire.

Related: 10 Steps to Check Candidate References

What to ask when checking references for employment

Knowing when checks are done is just one part of successfully contacting references. A good understanding of what to ask when you do get in touch with a reference is also valuable. The following are some sample questions you could use when checking references for employment.

What was your relationship to the candidate?

Candidates may use supervisors, peers and colleagues for professional references. In some cases, they may also ask you to contact individuals who know them outside of work. Understanding how the reference knows the candidate can allow you to skip any irrelevant questions.

Could you describe the duties the candidate performed in their role?

With this question, you can check to see if the candidate accurately described their duties and responsibilities and learn more about their work experience.

What were the candidate’s greatest strengths? What were their biggest areas of improvement?

Asking the reference to highlight strengths and weaknesses may reinforce your own observations about the candidate or uncover new information that can help you make an informed hiring decision.

What kind of work-related training did the candidate receive?

This question can help you get to know more about a candidate’s qualifications. You may find out the candidate has additional training that can help them successfully execute the duties of your open position.

Would you recommend them for [position name]? Why or why not?

The reference’s answer to this question can help you judge whether a candidate is a good fit for your open position.

References check best practices

When checking references, keep the following best practices in mind.

1. Choose the right contact method

Before calling a reference, consider emailing the individual to set up a time to talk. Doing so can help ensure you have their full attention and are well-prepared for the conversation.

In some cases, candidates may provide instructions about how to best contact their references. They may ask you to email first or to communicate only via email. Follow the guidelines the candidate provides, even if it means deviating from your normal practices.

2. Don’t misinterpret a lack of information

Some companies make it a policy not to provide detailed information during reference checks. Those that do will usually still confirm what position the candidate held and their employment dates.. Be careful not to interpret an unwillingness to provide details as a sign the candidate is an undesirable hire.

3.  Ask the candidate before you contact additional references

Sometimes, references may suggest you speak with someone else at their organization to get a clearer picture of the candidate. When this occurs, gather the individual’s contact information and thank the reference for the information. Then, ask the candidate for permission before getting in touch.

4. Request clarification when necessary

If a reference check uncovers information that conflicts with something a candidate said, give them a chance to respond. It’s possible the candidate’s view or memory is simply different than the reference’s.

5. Use a reference checklist

To ensure you ask references the right questions, put together a reference checklist to use with every contact. Review the checklist each time you have an open position to fill, adding and removing questions as needed to fit the requirements of the job. Save completed checklists with other information such as resumes and applications to document your conversations with candidates.

Read more: Sample Reference Checklist (With Template)

Reference check FAQs

Should you contact all references during a reference check?

Even if you urgently need to fill an open position, it could be a good idea to contact all the references a candidate provides. Each reference may have valuable insight about the individual, so talk to all of them to get the most complete picture possible.

Who should perform reference checks?

Typically, the hiring manager is responsible for checking references for employment. At some companies, an HR representative may perform the process instead.

What do you do when a candidate asks you not to contact their current supervisor?

Many people wish to secure a new position before notifying their employers of their intention to leave. As a result, some candidates may ask that you don’t get in touch with their current supervisor during a reference check. If you decide to extend a job offer, you could make it contingent on speaking to their supervisor to confirm their employment history. With this arrangement, the time frame when reference checks are done will shift to slightly later in the process. Should the candidate decline, you could ask them for alternative references.