Reference Checking Best Practices for Better Hires

Reference checks remain one of the most valuable tools for validating candidate qualifications and predicting job performance. Learn how to conduct meaningful reference conversations that go beyond simple verification.

Why Reference Checks Matter

Effective reference checking helps you:

• Validate resume claims and interview responses
• Identify potential performance issues
• Understand working style and team fit
• Uncover strengths to leverage in onboarding
• Reduce hiring risks and costly mistakes
• Gain insight into management approaches that work best

When to Conduct Reference Checks

Optimal Timing

• After final interviews: Before extending offer
• With finalist only: Respect candidate and reference time
• Before background check: Can surface issues to investigate
• With candidate permission: Always get explicit consent

Exception: Current Employer References

Only contact current employers:

• After offer is accepted (contingent on reference)
• With explicit candidate permission
• Understanding it may alert their employer to job search

Who to Contact as References

Ideal Reference Sources

• Direct supervisors: Best insight into performance and capabilities
• Recent managers: Within last 2-3 years most relevant
• Peers and colleagues: Team dynamics and collaboration
• Direct reports: Leadership and management style
• Cross-functional partners: Broader organizational impact

Less Valuable References

• Personal friends or family
• Very dated references (5+ years old)
• Professional references with no direct working relationship
• References from different industries/roles

Back-Channel References

Informal references through your network can provide valuable insights, but:

• Only use with candidate consent
• Consider potential bias in the source
• Verify relationship and timeframe
• Don't rely solely on back-channel feedback

Preparing for the Reference Call

Before You Call

• Review candidate resume and interview notes
• Identify key competencies to validate
• Prepare structured questions aligned to role requirements
• Understand the reference's relationship to candidate
• Block adequate time (20-30 minutes minimum)

Setting Up the Call

• Email reference first with context and availability
• Offer phone or video based on their preference
• Be respectful of their time
• Confirm it's okay to take notes

Essential Reference Check Questions

Opening and Context

"Thank you for taking time to speak with me. [Candidate name] has applied for [role title] at [company]. They listed you as a reference. Can you confirm your working relationship and timeframe?"

Performance and Capabilities

• "What were [candidate]'s primary responsibilities in their role?"
• "How would you rate their overall performance? Top 10%? Top 25%?"
• "What were their greatest strengths?"
• "What areas did they need to develop?"
• "Can you give me a specific example of a significant accomplishment?"
• "Tell me about a time when they faced a major challenge. How did they handle it?"

Working Style and Culture Fit

• "How would you describe their working style?"
• "How did they work with colleagues and other teams?"
• "What type of management approach brought out their best work?"
• "What kind of culture or environment do you think they'd thrive in?"
• "How did they handle stress or tight deadlines?"

Leadership and Growth

• "Did you see growth in their capabilities over time? In what areas?"
• "How did they respond to feedback and coaching?"
• "If they managed others, what was their leadership style?"
• "What level of autonomy did they need vs. prefer?"

Critical Closing Questions

• "Would you rehire them if you had the opportunity?"
• "How does this role compare to their previous role? Do you see any gaps?"
• "Is there anything else I should know that would help them succeed?"
• "Is there anyone else you'd recommend I speak with?"

Reading Between the Lines

Red Flags to Watch For

• Hesitation on rehire question: Most telling single question
• Vague or generic responses: "They were fine" without specifics
• Focus only on soft skills: Avoiding performance discussion
• Damning with faint praise: "They showed up on time"
• Short or rushed call: Reference not invested in helping
• Contradictions with candidate story: Different version of events

Strong Positive Indicators

• Enthusiastic and specific examples
• Unsolicited praise and detailed accomplishments
• Clear "yes" to rehire question
• Offers own contact information for follow-up
• Suggests other references without prompting
• Stays on call beyond scheduled time

Balanced and Realistic References

The best references acknowledge both strengths and growth areas:

• No one is perfect—be skeptical of 100% positive references
• Look for developmental feedback that's constructive
• Consider whether weaknesses are dealbreakers for your role
• Strong references often share how they helped candidate overcome challenges

Legal and Compliance Considerations

What You Can Ask

• Job performance and responsibilities
• Work habits and skills
• Strengths and weaknesses
• Dates of employment
• Reason for leaving
• Eligibility for rehire

What to Avoid

• Protected class information (age, race, religion, etc.)
• Medical or disability information
• Marital or family status
• Financial information (unless job-relevant)
• Criminal history (in many jurisdictions)

Documentation Best Practices

• Take detailed notes during call
• Record date, reference name, and relationship
• Note specific examples and quotes
• Store securely with other hiring documentation
• Retain according to record retention policies

Handling Difficult Situations

Reference Refuses to Provide Details

Some organizations limit references to dates and title only:

• Ask if they can speak in personal capacity
• Request alternative references who can speak more freely
• Consider back-channel references
• Weigh heavily any references who DO provide detail

Negative or Concerning Feedback

• Don't dismiss immediately—seek to understand context
• Ask for specific examples
• Consider whether issue is relevant to your role
• Discuss concerns with candidate (give opportunity to address)
• Seek additional references for pattern identification

Reference Can't Be Reached

• Try multiple times at different times of day
• Use multiple contact methods (phone, email, LinkedIn)
• Request alternative reference from candidate
• Set deadline for reference completion

Beyond Traditional References

LinkedIn Recommendations

• Review for patterns and themes
• Note who is writing them (level, relationship)
• Consider recency and relevance
• Not a substitute for live references

Portfolio and Work Samples

• Request examples of relevant work
• Verify candidate's specific contribution
• Assess quality and applicability to your needs
• Use as conversation starter with references

Skills Assessments and Testing

• Complement references with objective evaluation
• Particularly valuable for technical roles
• Validates capabilities claimed by references

Creating a Reference Check Scorecard

Competency-Based Evaluation

Rate each key competency based on reference feedback:

• Technical skills and expertise
• Leadership and people management
• Collaboration and teamwork
• Communication effectiveness
• Problem-solving and critical thinking
• Adaptability and learning agility
• Cultural fit and values alignment

Overall Reference Quality

• Strength of recommendation (1-5 scale)
• Enthusiasm level
• Specificity of examples
• Consistency across references
• Relevance to target role

Integrating References into Hiring Decision

Weight and Priority

• References should confirm, not discover
• Use to validate interview assessments
• Pay attention to patterns across multiple references
• Don't let single negative reference override everything
• Consider recency—recent performance more predictive

Final Decision Framework

• Do references align with your assessment?
• Were concerns raised that need addressing?
• Did you learn anything that changes your evaluation?
• Do references suggest onboarding or management approaches?
• Overall, do references increase or decrease confidence?

The Alivio Approach

At Alivio Search Partners, thorough reference checking is integral to our candidate validation process:

• Structured reference check protocols for all placements
• In-depth conversations with multiple references
• Detailed written summaries for client review
• Red flag escalation and candidate discussion
• Post-hire reference check insights for onboarding planning