Essential questions to ask when calling for a reference: a guide for HR professionals

Understanding the purpose of reference checks

Why Reference Checks Matter in the Hiring Process

Reference checks are a critical step in the hiring process. They help human resources professionals and hiring managers verify the information provided by candidates and gain deeper insights into a candidate’s work style, reliability, and fit for the team. While resumes and interviews offer valuable information, reference calls provide a unique perspective from those who have directly observed the candidate on the job. This step can reveal red flags or strengths that may not be obvious during interviews.

How Reference Checks Support Better Hiring Decisions

Conducting reference checks is not just about confirming employment dates or job titles. It’s about asking the right questions to understand how the candidate performed in previous roles, how they interacted with colleagues, and whether they are likely to succeed in the new position. These insights help hiring managers make informed hiring decisions, reducing the risk of a poor fit and saving time and resources in the long run.

• Reference checks can validate the candidate’s claims about their skills and achievements.
• They help identify patterns in the candidate’s work history, such as reliability or adaptability.
• They offer a chance to spot potential red flags that may not have surfaced earlier in the process.

The Role of Reference Checks in Building Strong Teams

When checking references, human resources professionals are not just looking for confirmation—they are gathering data to ensure the best possible match for the team and the organization. This process supports a more holistic view of the candidate, going beyond technical skills to assess cultural fit and long-term potential. For more on how different types of workers contribute to today’s workforce, you can read about the role of contingent workers in today’s workforce.

By understanding the purpose of reference checks, HR professionals can prepare better questions, interpret responses more effectively, and ultimately make stronger hiring decisions. The next steps involve preparing for the reference call and identifying the key questions that will help you get the most valuable information from candidate references.

Preparing for the reference call

Setting the Stage for Effective Reference Calls

Before you pick up the phone to conduct a reference check, preparation is key. The quality of your reference calls can directly impact your hiring decision and the overall hiring process. Here are practical steps to help you get the most out of every reference check.

• Review the candidate’s application materials. Familiarize yourself with the candidate’s job history, employment dates, and the specific role they are being considered for. This helps you tailor your questions and spot any inconsistencies during the reference check.
• Clarify your objectives. Decide what you want to learn from the reference. Are you confirming skills, understanding work style, or looking for red flags? Knowing your goals will help you ask the best questions when checking references.
• Prepare a list of questions. Develop a set of questions reference contacts can answer based on their experience with the candidate. Focus on areas like teamwork, reliability, and job performance. Having structured check questions ensures you cover all important topics.
• Schedule your reference calls. Reach out to references in advance and agree on a time that works for both parties. This shows respect for their time and increases the chance of a thoughtful, candid conversation.
• Ensure compliance with regulations. Stay updated on legal requirements and ethical standards when checking references. For example, new pay transparency rules can impact how you handle reference checks. For more on this, see how pay transparency rules impact HR data management.

Gathering the Right Information

When preparing for a reference call, it’s important to focus on gathering relevant information that will help you make the best hiring decision. Consider the following:

• What specific skills or experiences are most important for the job candidate’s success in this role?
• Are there any gaps or concerns in the candidate’s work history that need clarification?
• What qualities does your team value most, and how can the reference help you assess if the candidate will be a good fit?

Taking the time to prepare thoroughly will help you conduct reference checks that are efficient, respectful, and insightful. This preparation not only streamlines the hiring process but also builds trust with both candidates and references, supporting better outcomes for your human resources team.

Key questions to ask when calling for a reference

Structuring Effective Reference Calls

When conducting a reference check, the right questions can reveal insights that go beyond a resume or interview. Human resources professionals and hiring managers should approach reference calls with a clear structure, focusing on questions that help verify the candidate’s experience, skills, and fit for the team.

• Confirming employment details: Start by verifying the candidate’s job title, employment dates, and main responsibilities. This helps ensure the accuracy of the candidate’s application and sets the stage for deeper questions.
• Understanding performance and strengths: Ask about the candidate’s key strengths and contributions in their previous role. For example, “What would you say was the candidate’s greatest impact on your team?”
• Exploring work style and collaboration: Questions like “How did the candidate work with others?” or “Can you describe their approach to teamwork and communication?” will help you assess cultural fit and interpersonal skills.
• Assessing reliability and problem-solving: Inquire about the candidate’s ability to meet deadlines, handle challenges, and adapt to change. Questions such as “Can you share an example of when the candidate faced a difficult situation at work?” can be revealing.
• Identifying areas for growth: Ask about any skills or behaviors the candidate could improve. This can highlight potential red flags or areas where additional support may be needed if hired.
• Evaluating suitability for the new role: Tailor questions to the specific job. For instance, “Based on your experience, do you think the candidate is suited for a role that requires [specific skill or responsibility]?”
• Understanding reasons for leaving: If appropriate, ask why the candidate left their previous position. This can provide context for their career moves and help you spot patterns.

Red Flags and Follow-Up Questions

Pay attention to hesitations, vague answers, or inconsistencies during reference checks. If something seems unclear, don’t hesitate to ask follow-up questions. For example, if a reference hesitates when discussing the candidate’s teamwork, you might ask, “Can you elaborate on any challenges the candidate faced when working with others?”

Making the Most of Reference Data

The information gathered during reference calls should be documented and compared with other parts of the hiring process. This helps human resources teams make informed hiring decisions and spot trends across multiple candidate references. For more insights on how reference data can support your hiring strategy, explore best practices for leveraging reference information in hiring.

Interpreting responses and reading between the lines

Spotting Patterns and Subtle Cues in Reference Responses

When conducting a reference check, the words you hear are just one part of the story. Human resources professionals know that the way a reference answers questions can reveal as much as the content itself. Sometimes, a reference may hesitate, provide vague answers, or avoid specifics. These moments can be just as telling as direct praise or criticism. Pay attention to:

• Consistency: Compare the reference’s responses with the information provided by the candidate, such as employment dates, job roles, and main responsibilities. Inconsistencies can be a red flag and may warrant further questions.
• Level of Enthusiasm: Notice the tone and energy when the reference discusses the candidate’s work. Genuine enthusiasm often signals a positive experience, while a flat or reserved tone might suggest otherwise.
• Specificity: Strong references usually provide concrete examples when answering questions about the candidate’s performance, teamwork, or problem-solving skills. Vague or generic answers may indicate limited knowledge or reluctance to share details.
• Willingness to Rehire: Asking if the reference would rehire the candidate is a classic question. A clear, confident “yes” is a good sign. Hesitation or a noncommittal answer can help you assess fit for your team and the role.

Identifying Red Flags During Reference Calls

Red flags during reference checks are not always obvious. Sometimes, it’s what is not said that matters. If a reference avoids answering certain questions or seems uncomfortable, this could indicate issues with the candidate’s past performance or behavior. Also, pay attention to references who are overly cautious or only provide information that is strictly factual, without any personal endorsement. Common red flags include:

• References who refuse to answer questions about the candidate’s strengths or weaknesses
• Conflicting information about employment dates or job responsibilities
• References who seem surprised to be contacted or unaware of the candidate’s job search
• Reluctance to discuss the candidate’s suitability for the new role

Balancing Reference Data with Other Hiring Insights

Reference checks are just one part of the hiring process. Use the information gathered from reference calls to complement what you’ve learned from interviews, assessments, and other data points. If you notice patterns—such as multiple references mentioning the same strengths or concerns—this can help you make a more informed hiring decision. Remember, the goal is not just to confirm facts but to understand if the candidate will thrive in your organization. By reading between the lines and looking for both positive signals and potential concerns, human resources professionals can use reference data to make the best possible choice for their team.

Legal and ethical considerations in reference checking

Staying Compliant and Respectful During Reference Checks

When conducting reference calls, human resources professionals must navigate a landscape shaped by legal requirements and ethical standards. The process of checking references is not just about gathering information on a job candidate; it’s also about protecting both the candidate and your organization from potential risks.

• Confidentiality matters: Always treat information shared by references as confidential. Only share details with those directly involved in the hiring decision.
• Stick to job relevance: Limit your questions to topics that relate directly to the candidate’s ability to perform the role. Avoid questions about personal life, health, or protected characteristics.
• Consistent process: Use the same set of reference check questions for all candidates applying for the same job. This helps ensure fairness and reduces the risk of discrimination claims.
• Verify employment dates and roles: Confirming employment dates and the candidate’s role is essential, but be careful not to ask questions that could be seen as intrusive or irrelevant.
• Document everything: Keep detailed notes of your reference checks. This documentation can help defend your process if questions arise later.

Understanding Legal Boundaries

Employment laws vary by region, but some common legal considerations apply when checking references:

• Consent: Always obtain the candidate’s permission before contacting their references. This is not just best practice—it’s often required by law.
• Defamation and privacy: Avoid making negative statements about a candidate that are not supported by facts. Reference providers should also be aware of their own legal risks.
• Equal opportunity: Ensure your reference check questions do not discriminate based on age, gender, race, religion, or other protected characteristics.

Ethical Reference Checking in Practice

Ethical reference checks help build trust with candidates and references. When you conduct reference calls, be transparent about the process and respectful of everyone’s time. If a reference raises red flags, consider the context and avoid making snap judgments. Use the information as one part of your overall hiring process, alongside interviews and other assessments. By following these guidelines, hiring managers and HR professionals can ensure that their reference checks are both effective and compliant, supporting better hiring decisions and a fair process for all candidates.

Leveraging reference data for better hiring decisions

Turning Reference Insights into Actionable Hiring Strategies

Reference checks are more than a formality in the hiring process. The information gathered during reference calls can help human resources teams make informed hiring decisions and improve future processes. When you conduct reference checks, you collect valuable data about a candidate’s work style, strengths, and potential red flags. But what should you do with this information after the call?

• Compare reference feedback with interview impressions: Align the answers from reference check questions with what the candidate shared during interviews. Consistency helps confirm the candidate’s fit for the job and team.
• Spot patterns across multiple references: If several references mention similar strengths or concerns, these patterns can guide your hiring decision. For example, repeated mentions of reliability or communication skills may indicate a strong match for the role.
• Document and share findings with hiring managers: Summarize key points from reference calls and share them with decision-makers. This ensures everyone involved in the process has a clear view of the candidate’s suitability.
• Use data to refine future reference check questions: Over time, you may notice which questions yield the most useful insights. Adjust your approach to focus on questions that help you identify the best person for the job.

Building a Reference Data Repository

Keeping organized records of reference check responses can help human resources teams track what works and what doesn’t. This repository can include:

Candidate	Reference	Employment Dates	Key Insights	Red Flags
Job Candidate A	Manager	2019-2022	Strong team player, met deadlines	None
Job Candidate B	Colleague	2021-2023	Excellent communication	Occasional tardiness

This approach helps hiring managers quickly review candidate references and make better decisions. Over time, analyzing this data can reveal trends that improve your overall hiring process.

Continuous Improvement in Reference Checking

Human resources professionals should regularly review the effectiveness of their reference check process. Ask yourself:

• Are the questions reference calls uncovering the information we need?
• Do we spot red flags early enough to avoid costly hiring mistakes?
• How can we better support hiring managers with actionable insights from candidate references?

By treating reference checks as a source of ongoing learning, you can help your organization hire the best candidates and build stronger teams over time.