There are both positives and negatives to reference checks so it is important to work through what role reference checks are going to have in your hiring process.
Here are some suggested approaches to reference checks.
1. Determine who you want as a referee
If want a particular person as the referee for applicants for your job, specify this at the time of seeking applications. For example, include in the advertisement you require 2 referees, with one being the current manager. This makes it clear to all applicants so if they do not want to give their current manager or their current line manager has only recently been appointed, they can talk with you about alternatives or choose not to apply.
2. Decide when to seek referee reports
Referees can be sought at any stage of the recruitment process. The timing usually depends on whether you are conducting early screening, interviewing top contenders or finalising a job offer.
Post interview (most common)
- When: Usually after final interview or assessment.
- Why: Final step to verify skills, validate work history and check organisational fit before extending formal offer.
Conditional offer
- When: After employer has offered the role but before contract is signed.
- Why: Minimises administrative burden of checking referees for multiple applicants; more common in private sector.
Pre-interview
- When: During shortlisting phase or just before first interview or assessment.
- Why: Weed out applicants, quickly verify credentials, fast track hiring process.
3. Prepare before contacting a referee
It's always good to check with the applicant what their referee is aware of. This is particularly important when the referee is the applicant’s current line manager. This avoids awkward situations or revelations.
4. Decide on the best form of contact
Most referee checks are done over the phone or by completing a form.
If conducting the referee check by phone, set up a time to obtain the referee’s comments so they can prepare and provide rich information. At the beginning of the conversation advise how their comments are to be used. For example, “The reference check will be provided to the assessors to help them with decision making, and may also be provided to the applicant if they ask.”
Reference checks by phone provide the opportunity to ask spontaneous questions that come up over the course of the conversation. You can also detect any nuances such as tone that may reflect on the applicant.
Document verbal reference discussions accurately and confirm the records with referees where required.
Written reference checks may be useful in large processes. If you read anything that requires further clarification or does not align with other information you have about an applicant, you can call or email the referee to clarify the matter.
Consider the value of you as the hiring manager making the call to referees rather than the call being made by the human resources team or a recruitment consultant as part of a compliance process. After all, it’s you who is going to be managing the new recruit not the consultant.
5. Determine what to ask
You do not need to ask the same questions of every referee. Tailor reference checks to the individual applicant focusing on validating information provided in the application or assessment/s, and exploring specific work related examples or areas of concern.
Ask follow up questions to the answers you are provided. This is your opportunity to build the best picture you can about a potential future employee.
Ask the human resources team for sample reference questions based on Leadership Expectations and the related behaviours.
6. What not to do when it comes to reference checks
While you want to note down any suggested areas for improvement raised during the reference check, it is important not to automatically treat constructive criticism as a red flag. Every applicant has areas to improve and a good reference check helps identify these points which you can then evaluate against the strengths and aptitudes the applicant brings to the role.
7. What to do if adverse information is provided through the reference check
Contact your human resources team if adverse information is received to seek guidance on how to proceed.
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