What is an employee reference checklist?

An employee reference checklist is a form used when checking references for a potential hire. It helps you prescreen potential employees by verifying the information they provide on applications and in interviews. Reference checklists are useful for businesses of all sizes, especially small and medium-sized businesses. The standardized form contains questions to ask references and makes it easy to ask all references the same questions. You can customize the reference checking forms to ask questions relevant to your business, ensuring that each question is applicable to the specific role or context.

Benefits of conducting reference checks

When you’re hiring an employee, you want to know you’re making a sound hire. It’s easy for applicants to exaggerate their experience or flat-out lie when putting together their application or answering interview questions. While reference checks might not catch everything, they can alert you to some incorrect information you receive from applicants. It’s important to be aware of the candidate’s history and performance to make informed hiring decisions. You can also get a better sense of how your candidate’s performance in a work setting aligns with your needs.

Resumes and interviews give candidates an opportunity to tell you about their credentials and soft skills, but it’s not always easy to know how they put those things to use. For example, an interviewee might have a background in graphic design, but talking to a former employer gives you a better idea of how skilled they are at designing marketing materials for a company.

How do reference checks work?

Reference checks are part of the hiring and recruiting process and take place just before a job offer. Reference checks are also an important part of the interview process, helping employers evaluate a candidate’s background and suitability for the role. Most companies ask applicants to provide reference contact information on the application, but they only contact references for the selected candidate. It is important to obtain permission from the candidate before contacting their references to ensure legal and ethical compliance.

Some companies might contact references for all candidates who interview to help choose the best fit. You can customize the questions you ask during the reference check, which you might conduct through a phone call, email, mail or online.

What to include in a reference checklist

Reference check form checklists verify if the information provided by the applicant is accurate. They contain requests for information, such as:

• Candidate name:
• Dates of employment
• Hours worked per pay period
• Did the applicant work at this company?
• Name of the organization where the applicant was employed:
• Overall job performance
• Job duties
• Rehire status
• Promotions
• Social skills
• Employee absenteeism
• Salary
• Reason for departure
• How to handle candidate no-shows during the hiring process

You can include additional details based on the position and your company. Consider the details that are important to verify for the position.

How to create a reference checklist

While all reference forms will look similar for all companies, you’ll want to customize your reference checking form based on your needs and preferences. Managers often play a key role in developing and using reference checklists to ensure a thorough evaluation of candidates. Use these steps to create a new reference checklist form.

1. Choose the format

Creating both hard and digital copies of your reference forms makes it easier to distribute them according to the respondent’s needs. Forms that are mailed or emailed often include a short letter explaining the checklist, while checklists intended for phone use may not. You can include a small intro on the phone reference check form that the person conducting the check can read to the respondent. 

2. Request general contact information

Decide which information you need from the respondent. Usually, this will include their name, relationship to the applicant and contact phone number or email. Include this information at the top of the checklist. Many companies also ask how long the respondent has known the applicant.

3. Write job experience questions

Cover all aspects of the applicant’s work history for verification. Include reference check questions about the length of time at the previous company, job responsibilities and the applicant’s demeanor on the job. When developing the questions, consider what job-related experience and traits are most important for the position. Also, include open-ended questions that ask the reference to describe the candidate’s work relationships and the quality of their job performance.

4. Write instructions for the respondent

If needed, write any instructions for the respondent if they’re filling out the reference form themselves. If the respondent does not feel comfortable providing a reference, you may wish to share guidance on how to respectfully decline a reference request. Give the respondent:

• A brief letter of introduction
• Contact information for questions
• A return-by date—if the form is submitted through the mail, give the respondent a week or so to return the form

5. Create the form

The structure of the form will differ by phone, mail and email.

• Responding by phone: Create a PDF with fields that can be filled in. The person conducting the phone call will benefit from a short script to introduce themselves to the respondent.
• Responding by mail: Reference checklists should be no longer than one page and include a brief letter of introduction. Leave space below each question for the respondent to write their answer.
• Responding by email: Send a link to an online form through email. Many online services build forms that populate an easy-to-review spreadsheet. Include an introductory paragraph in the body of the email before the link to the online reference checklist form.

Here’s a reference checklist template you can use to structure your reference checklist form:

Dear [reference],

[Applicant] has applied to work at [company] as a [job title] and listed you as a reference for [former job title/company]. As part of the candidate’s reference verification process, we are reaching out to gather important insights.

Please complete this reference checklist form by [date]. Answer the questions truthfully and feel free to reach out with any additional questions, comments or concerns. We appreciate your time.

Sincerely,
[your name]
[your position]

• Name:
• Relationship to the applicant:
• Contact information:
• Did the applicant work at this company?
• Dates of employment:
• What were the applicant’s primary job duties?
• How would you rate the applicant’s job performance?
• How would you rate the applicant’s interpersonal skills?
• How would you rate the applicant’s attendance at work?
• What are the candidate’s strengths in the workplace?
• Why did the applicant leave the company?
• Would you rehire this applicant?
• Is there anything else we should know?

Using an Email Template for Reference Requests

Using an email template for reference requests can make the process of checking references more efficient and consistent. An email template allows employers to customize their communication while ensuring that each reference receives the same questions about the candidate. This approach not only saves time but also helps you compare candidates more accurately, as all references are asked to complete the same form. A well-crafted email template should include a brief introduction, a clear request for the reference to complete the form, and a deadline for submission. Keeping the email professional and concise makes it easier for references to understand and respond promptly. By using an email template, employers can streamline the reference check process and gather the information needed to make confident hiring decisions.

13 other questions to consider for a reference form

Here are additional questions for reference check forms to consider:

1. Was the applicant dependable?
2. What are their strengths and weaknesses?
3. How well did they take direction and feedback?
4. Did they have any behaviors or habits that got in the way of their work?
5. How well did the applicant handle stressful situations?
6. What was a major accomplishment the candidate had with your company?
7. What skills do you think the candidate could use to improve their performance?
8. What type of environment does the applicant thrive in?
9. Do you think the candidate can handle the position we have open? For more interview questions to ask candidates, see this helpful guide.
10. What would I need to know about the applicant to manage them well?
11. Is there anyone else you feel I should contact about the applicant?
12. Was the applicant stronger working alone or working as part of a team?
13. Did they earn any promotions while working for you?

Best practices for using reference forms

Having a standardized employee reference checklist makes it easier to conduct your checks. Here are some additional best practices to make them more effective:

• Inform job applicants about your reference check policy, so they know what to expect. 
• Get consent from candidates to contact references during the hiring process. 
• Let the hiring manager conduct the reference check since they know what they need from the employee. 
• Use the standard form for all positions to create a consistent reference check program. 
• Take detailed notes if you conduct a phone interview to give you something to reference later.
• Consider phone interviews, so you can ask follow-up questions and hear the tone of the reference for additional cues. 
• Review your reference check template regularly to make sure it still fits your needs. 

Streamlining the Reference Check Process

Streamlining the reference check process is essential for making timely and informed hiring decisions. One effective way to do this is by using online reference check forms, which allow references to quickly complete and submit their responses. This not only speeds up the process but also makes it easier for employers to review and compare candidate information. Additionally, using a standardized email template for reference requests ensures that all references receive the same instructions and questions, making the process more consistent and fair. By customizing templates and forms to fit your organization’s needs, you can conduct reference checks more efficiently, reduce administrative workload, and focus on selecting the right candidate for the position. Streamlining the process also helps ensure that reference checks are conducted thoroughly and without bias, supporting a fair and effective hiring process.

Reference form checklist FAQs

How many questions should I include in the reference checklist?

Five to 10 questions are ideal for an employee reference checklist. The questions should be answerable in a few words or a short sentence, so the respondent can complete the reference forms quickly.

What is the best way to contact references?

Some companies prefer calling references, while others prefer a hard copy or digital form. Generally, calling references yields a higher return, but it can take more time than simply mailing or emailing respondents.

Can I automate the reference check system?

The process can easily be automated. Some companies email references with links to an online internal reference checklist. Others outsource to third-party companies that create individualized forms, contact the references, gather the responses and follow up as needed.

When should I contact an applicant’s references?

Most often, employers check references as the last step in the hiring process after successful recruiting and interviewing. Sometimes, employers use reference checks as a deciding factor between two or three qualified candidates. Occasionally, an employer will contact every applicant’s references.

Should I check references for every new hire?

While you don’t have to use a template for reference checks for anyone, it’s a good idea to do it for all new hires before offering the job. It can help you avoid hiring someone who exaggerated their experience or isn’t a good culture add for your company.

Sample Reference Checklist Templates for PDF & Word

Use these reference checklist templates to check up on applicants to ensure their qualifications are accurate.

Download PDF for Free Download Word for Free

*Indeed provides these examples as a courtesy to users of this site. For those interested, you can learn how to create your own employment contract template. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.