Key questions to ask when calling for a reference in talent acquisition

Understanding the purpose of reference checks

Why reference checks matter in the hiring process

Reference checks are a critical step in talent acquisition, helping hiring managers validate the information provided by a job candidate during the interview and application process. When you conduct reference calls, you gain valuable insights into the candidate’s work ethic, reliability, and fit for your team. This process helps confirm employment dates, job responsibilities, and the candidate’s overall performance in previous roles.

Checking references is not just about verifying facts. It’s an opportunity to ask targeted questions that reveal how the candidate will contribute to your organization. The right questions can uncover red flags or highlight strengths that may not have surfaced during the interview. Reference checks also help hiring managers understand how a person collaborates with others, manages time, and responds to challenges at work.

• Reference calls provide a broader perspective on the candidate’s abilities and character.
• They help reduce the risk of a poor hiring decision by surfacing information not found in resumes or interviews.
• Asking the right questions when checking references can clarify how the candidate will fit with your team and company culture.

Integrating reference feedback into your hiring process ensures a more informed decision, supporting a stronger, more cohesive team. For more on how to enhance your hiring process, you might find this guide on mastering the art of the pre-screening interview helpful.

Preparing for the reference call

Setting the Stage for an Effective Reference Call

Before you pick up the phone to conduct reference checks, preparation is key. The way you approach this step in the hiring process can make a significant difference in the quality of insights you gain about the job candidate. Here are some practical steps to help you get ready:

• Review the candidate’s application and interview notes: Take time to understand the candidate’s work history, employment dates, and the context of their previous roles. This will help you tailor your questions and focus on areas that matter most for your team and the open job.
• Clarify the purpose of the reference check: Are you verifying facts, exploring cultural fit, or looking for red flags? Knowing your goal will guide your questions and help you interpret responses more effectively.
• Prepare a list of targeted questions: Develop questions that address both the candidate’s skills and their fit for your work environment. Think about what you need to know to make a confident hiring decision. Avoid generic questions and focus on specifics that relate to the job and your team’s needs.
• Schedule the reference call thoughtfully: 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 productive conversation.
• Ensure compliance with legal and ethical standards: Only ask questions that are relevant to the job and avoid topics that could be discriminatory or inappropriate. This protects both you and the reference from potential issues.

Taking these steps will help you conduct reference calls that are structured, respectful, and insightful. Remember, the way you prepare can influence not just the outcome of the reference check, but also your overall hiring process. If you want to learn more about timing and strategy in the hiring process, check out this article on when to schedule interviews for the best results.

Essential questions to ask when calling for a reference

Structuring Your Reference Call for Maximum Insight

When you conduct reference calls, the right questions can reveal how a candidate will truly perform in your team. A well-prepared reference check helps hiring managers go beyond the resume and interview, offering a deeper understanding of the candidate’s work ethic, skills, and fit for the job. Here’s how to approach your reference check questions for the most reliable results.

• Confirm employment details: Start by verifying the candidate’s employment dates, job title, and reporting structure. This ensures the reference has direct knowledge of the candidate’s work and helps spot any inconsistencies.
• Understand job responsibilities: Ask the reference to describe the candidate’s main duties and projects. This helps you compare what the candidate shared during the interview with the reference’s perspective.
• Assess strengths and areas for improvement: Invite the reference to discuss what the candidate did best and where there was room for growth. Questions like, “What are this person’s key strengths?” and “Are there areas where they could improve?” can be revealing.
• Explore work style and collaboration: Questions about how the candidate worked with others, managed time, and handled pressure will help you gauge their fit for your team. For example, “How did the candidate handle tight deadlines or challenging projects?”
• Evaluate reliability and integrity: Ask if the reference would rehire the candidate or trust them with important responsibilities. This can uncover red flags that might not surface during interviews.
• Check for cultural fit: Inquire about the candidate’s adaptability, communication style, and attitude in the workplace. “How did the candidate contribute to the team culture?” is a useful question here.
• Clarify reasons for leaving: If appropriate, ask why the candidate left their previous job. This can help you understand their career motivations and any potential issues.

It’s important to keep your questions open-ended and focused on observable behaviors. Avoid leading questions that might bias the reference’s responses. Remember, the goal is to gather honest feedback that will help you make a confident hiring decision.

For a deeper dive into how assessments can complement your reference checks, explore this guide on using the Caliper Assessment in talent acquisition.

How to interpret responses from references

Spotting Patterns and Reading Between the Lines

When conducting reference checks, it’s not just about the answers you receive, but how you interpret them. The process can reveal valuable insights about a candidate’s fit for the job and your team. Here are some practical ways to make sense of what references share during a reference call:

• Consistency with the candidate’s story: Compare the reference’s feedback with what the candidate shared during the interview. Do the employment dates, job responsibilities, and achievements match up? Any major gaps or contradictions should prompt further questions.
• Listen for enthusiasm and hesitation: Pay attention to the reference’s tone. Genuine enthusiasm when describing the candidate’s work or attitude is a good sign. Hesitation or vague responses might signal red flags or areas needing more investigation.
• Context matters: Consider the reference’s relationship to the candidate. Was this person a direct supervisor, a peer, or someone from another team? Their perspective will shape their answers and the weight you give their feedback.
• Look for specific examples: Strong references will often provide concrete examples when answering questions about the candidate’s performance, teamwork, or problem-solving skills. General or evasive answers may indicate the reference is being cautious or doesn’t have enough direct experience with the candidate.
• Assess alignment with your hiring needs: Reflect on whether the strengths and areas for improvement mentioned align with the requirements of your open role and your company culture. This will help you integrate reference feedback into your overall hiring decision.

Red Flags and Positive Signals

During reference calls, certain signals can help hiring managers make informed decisions:

Red Flags	Positive Signals
Reference avoids answering key questions	Reference provides detailed, relevant examples
Employment dates or job titles don’t match candidate’s resume	Reference confirms candidate’s achievements and growth
Reference is reluctant to rehire the candidate	Reference expresses willingness to work with the candidate again
Vague or overly brief responses	Reference highlights candidate’s impact on team and projects

Remember, interpreting responses from references is a skill that improves with time and experience. By combining what you learn from reference checks with other parts of your hiring process, you’ll be better equipped to make confident, informed hiring decisions.

Legal and ethical considerations in reference checking

Staying Compliant and Respectful During Reference Checks

When conducting reference checks, it’s essential to balance gathering useful insights about the candidate with respecting legal boundaries and ethical standards. Hiring managers and recruiters must be aware of what questions are appropriate and which topics to avoid during a reference call.

• Confidentiality: Always treat information shared by references as confidential. Only share relevant details with those directly involved in the hiring process. This helps protect both the candidate and the reference.
• Permissible Questions: Focus your questions on the candidate’s job performance, employment dates, and work-related behaviors. Avoid questions that touch on personal characteristics such as age, religion, marital status, or health, as these can lead to legal risks.
• Consent: Make sure the candidate has given explicit permission to contact their references. This step is not just a best practice—it’s often required by law or company policy.
• Consistency: Ask the same set of core questions to all references for a particular role. This ensures fairness in the process and helps avoid bias in your hiring decision.
• Documentation: Keep detailed notes of your reference calls, including the questions asked and the responses given. This documentation can help defend your process if any hiring decisions are later questioned.

Recognizing and Avoiding Red Flags

Be alert to red flags during reference checks, such as reluctance to answer certain questions or vague responses about the candidate’s job performance. However, don’t jump to conclusions—use follow-up questions to clarify and ensure you’re interpreting the information fairly.

Ethical Considerations for a Positive Candidate Experience

The reference check process should reflect your organization’s values. Treat every candidate and reference with respect, even if the feedback is not entirely positive. Remember, how you conduct reference checks can impact your employer brand and the candidate’s perception of your team. By adhering to these legal and ethical guidelines, you help ensure that your hiring process is both effective and fair, supporting better hiring decisions and a stronger team.

Integrating reference feedback into your hiring decision

Turning reference insights into actionable hiring steps

Reference calls can provide valuable context that goes beyond what you learn during the interview process. When you conduct reference checks, you gather perspectives on the candidate’s work style, reliability, and fit for your team. But how do you use this information to make a confident hiring decision?

• Compare reference feedback with interview impressions: Look for alignment or discrepancies between what the candidate shared and what references report. If a reference highlights strengths or red flags that didn’t come up in the interview, consider how these might impact the candidate’s success in the job.
• Assess consistency across references: When checking references, note if multiple references mention similar qualities or concerns. Consistent feedback can help validate your understanding of the candidate’s abilities and potential fit.
• Weigh the relevance of reference responses: Focus on answers to questions that directly relate to the job requirements and your team’s needs. For example, if you asked about the candidate’s ability to handle tight deadlines and all references confirm this skill, it’s a strong indicator the candidate will perform well in your environment.
• Document and discuss findings: Share key takeaways from reference calls with other hiring managers or decision-makers. This helps ensure a balanced perspective and reduces the risk of bias in the hiring process.

Recognizing when to reconsider or move forward

Sometimes, reference check questions reveal concerns that require further investigation. If a reference hesitates to confirm employment dates or describes performance issues, don’t ignore these red flags. Instead, weigh them against the overall picture you’ve built from interviews and other sources. On the other hand, positive feedback from candidate references can reinforce your confidence in the candidate’s fit for the role. Use these insights to tailor your onboarding plan or highlight areas where the person may need extra support.

Integrating reference feedback into your final decision

The goal of checking references is not just to confirm facts but to help you make a well-rounded hiring decision. Use the information from reference checks to:

• Clarify any open questions from the interview process
• Confirm the candidate’s ability to work well with your team
• Identify potential risks or areas for development
• Support your final recommendation with evidence from multiple sources

By thoughtfully integrating reference feedback, you help ensure that your hiring process is thorough, fair, and effective. This approach not only protects your organization but also supports a positive experience for every job candidate.