How to get the most from reference checks

Learn how to get the most from reference checks. Including example questions and topics to avoid.

Reference checking is the process of contacting previous employers, supervisors, etc., to clarify and learn more about a candidate’s background, experiences, and skills.

The process has two objectives:

1. Validate the information the candidate has provided.

2. Find out if there are any red flags worth an additional investigation.

The reason that reference checks matter is that everybody lies. It doesn’t matter if it’s for a high-level executive or lower-level role.

For example, I once had a CEO candidate who said he had worked as a Marketing Manager for an entire region. With reference checking, it turned out that he was a marketing trainee without any real responsibilities.

Or, more recently, a case with an executive for a C-level position where the client was so happy with the candidate that they wanted to sign with them immediately. I had to keep them from signing as we needed to complete the reference checks.

Later, it turned out the candidate had lied about pretty much everything - he hadn’t even visited the schools from which he said he graduated! The worst part was that the contract the client was eager to sign with the candidate had a 100 000 € compensation if the candidate was fired for any reason.

Self-check question

Which of the following is not a good reason for a reference check?

1. Validate the information the candidate has provided
2. Get a rating of the candidate from one to ten
3. Find out if there are any red flags worth an additional investigation

What to ask during a reference call

The main thing to remember with reference checks is that you’re contacting the references for information and not for opinions.

A typical reference call should cover the following questions: 

• What the candidate did at the company

• What were their responsibilities and objectives

• What were the results

• Why the candidate left the company*

*Try to understand why your candidate left. An answer that they left with mutual consent is not helpful. Try to dig in and understand the reasons behind leaving.

The person you’re calling is well aware of all the above information, but you might not be. And again, gather facts and not opinions.

Still, there are some opinions worth investigating. Asking about a candidate’s strengths or weaknesses is generally useless. But enquiring if there’s something the candidate might have benefitted from improving their performance can be an enlighting question. 

Self-check question

Which of the following is not a good question to ask during a reference check call?

1. How would you describe their work ethics?
2. What was the candidate's role at the company?
3. Why did the candidate leave the company?

“Would you work with the candidate again?”

Another good question to ask is, “Would you work with the candidate again? Under which conditions? In what role?”

I often hear answers like, "I would like to work with the candidate again but in a different role". This is great questions to better understand the candidate's suitability and fit for the role you're hiring for.

Questions to avoid

As previously mentioned, questions regarding opinions are better to be avoided, with some exceptions. Other examples of questions to avoid include:

• What are the strengths and weaknesses of the candidate

•  What kind of manager/leader s/he is?

• How would you describe their work ethics?

• How would you rate the candidate on a scale of one to ten?*

As noted in our "Should you use reference checks" article, asking for ratings can be tricky. They should only ever be used as a conversation facilitator and not as an indicator of employability.

Final thoughts

What is the optimal number of reference checks?
Typically two or three are enough. Some research suggests that more (four or even five) is better, but three is enough in most cases.

Who should make the calls?
The preferred way is for the hiring manager to make the checks. Also, it’s important to ask the right, factual questions and steer clear of opinions (except in the cases highlighted above).

Are you allowed to talk to other references besides the ones that the candidate provides?
It's strongly recommended that you talk with other people to get a fuller idea of the candidate. Be aware, though, that depending on your location, it might be necessary to ask the candidate if you’re allowed to contact other references.

The only hard rule to follow is to never talk to the candidate’s current employer unless you get explicit permission to do so.