Reference checks are one of those steps toward the end of the hiring process that can make a real difference—if you do them right. If you’re like most people, you’ve probably wondered if calling someone’s old boss even works or if it’s just a box to tick. But there are ways to get it right and gather insight you can’t get anywhere else.
Why Reference Checks Matter
Think about it—resumes and interviews only show one side of someone. It’s almost always the best side, too. That’s why reference checks matter. They help you see beneath the surface. When you talk to someone who actually worked with the candidate day in and day out, you get a more complete picture.
Reference checks are your way to double-check what you think you know about someone before you decide to bring them on board. For a lot of companies, references are like the last line of defense against a bad hire. Sometimes, it’s just good to know you’re not missing a big red flag.
Setting Up for Success: Preparing for Reference Checks
Before you start calling anyone, you need to know what you’re trying to confirm. Start by asking your candidate for a list of references. The folks you reach out to should know the candidate’s recent work and can speak honestly about their skills and behavior.
It’s also smart to think about what you want to ask. Are you most concerned about how they work in a team? Or are you looking for honesty about weaknesses? Draft a set of questions that are relevant and specific—not generic. Open-ended questions are key: they let references share real details instead of just saying “yes” or “no.”
How to Run an Effective Reference Check
There are a few ways to conduct reference checks. You can do them by phone, email, or even in person. Most HR managers say the phone is still best. You get a better feel for tone and you can ask follow-up questions in real time.
But sometimes schedules just don’t line up, and email works in a pinch. If you go that route, keep your questions short and clear, but encourage the reference to write back in detail. If you meet in person, it’s usually part of a big or final hiring decision—not something you need every time.
Whatever method you pick, tell the reference who you are, why you’re reaching out, and what you’re hoping to learn. Be upfront about it. Make them feel comfortable so they’ll speak honestly.
What Should You Actually Ask?
Everyone asks about strengths and weaknesses, but you can get a lot more specific. For work ethic, you might ask: “How did they handle tight deadlines or tough feedback?” Or: “Can you give an example of a time their work made things better for your team?”
If you want to dig into teamwork, ask: “How well did they get along with coworkers, and were they open to collaboration?” For weaknesses, try something like: “What’s one area where they could have done better, and did they try to improve?” These are questions that invite real stories instead of generic praise.
Don’t forget to ask if the person would rehire the candidate. That one question can tell you a lot.
Making Sense of What You Hear
Listening carefully matters. Sometimes, references won’t flat out say something negative—they’ll hedge, pause, or give very short answers. If you notice that, you might want to probe a little more or ask for examples. You aren’t just listening to the words—they tone and detail matter more than some people think.
Then there are the obvious red flags: if someone refuses to answer, seems reluctant to talk, or can’t give examples or details. These hints can mean there’s something not right, even if no one’s being direct about it.
But keep it in perspective. If one reference gives a lukewarm answer, but two others rave about the person, ask yourself why. Sometimes, people just don’t get along, or there’s a piece of the story you don’t know.
Staying Legal and Respectful
Laws around reference checks are different everywhere, and they change often. At the very least, make sure you’ve got the candidate’s permission to check their references—and document it. Don’t ask for information you’re not allowed to request, like health or family details. Keep your questions about work.
Privacy laws matter. Don’t share what you hear with people who don’t absolutely need to know. And never, ever contact a current employer unless the candidate has specifically said it’s okay. People have lost jobs over that mistake.
Making mistakes here can get a company into real trouble, so it’s not something you want to mess around with.
The Most Common Mistakes (and How to Prevent Them)
One of the big mistakes? Asking questions that let someone give an easy “yes” or “no” answer. Don’t do it. You want the reference to actually tell a story or give examples. Another common slip-up: only talking to the references your candidate gives you, without checking if those people are potentially friends or family.
Fake references are a real problem now, thanks to the internet. Some people actually buy fake references to cover their tracks. If something feels off, do a quick search for the reference’s name and company to confirm they’re legit. If their contact details look strange—like a personal email at a big corporation—ask the candidate about it.
Also, don’t just treat reference checks like a quick box to check at the end. If you gloss over them or speed through, you might miss a real problem or a huge strength.
Why It’s Worth Doing Reference Checks Well
A lot of hiring managers think reference checks are about finding out what’s wrong with someone. But often, it’s also about confirming what’s right. When the feedback matches what you already thought—good or bad—you can make a decision with more confidence.
Good reference checks can prevent costly mistakes. Every bad hire costs money, time, and even damages team morale. That’s why a thorough reference check reduces surprises after someone joins. You’ll know what you’re really getting—not just what they wanted you to see on their resume or in the interview.
Over time, organizations that take reference checks seriously notice fewer performance problems and make better hiring picks. It’s not foolproof, but it’s one more way to stack the odds in your favor.
And if you’re ever dealing with a challenging hiring decision, it might make sense to bring in outside support, like what companies such as PDS UK Limited offer, to ensure your reference checks are both compliant and effective.
Where Reference Checks Fit in Your Strategy
So, where does this all fit? You don’t need to overthink it or treat every reference call like an interrogation, but it pays to prepare. A reference check is just one more way to help your team grow and succeed, especially when combined with careful interviews and a solid screening process.
Even if you think you already know what you’re looking for, listening to a few reference stories can challenge your assumptions—or back them up. Sometimes, the best hires are the ones who don’t shine brightest in the interview, but have references who can’t stop talking about their reliability and team spirit.
Wrapping Up: Why Reference Checks Still Matter
Reference checks aren’t glamorous. You’re not going to uncover every detail, and sometimes you just confirm what you already know. But they are still worth doing, because they add another angle to your decision-making.
Done the right way, these checks keep your hiring process grounded. They help you bring people on board who really fit—not just those who interview well. As hiring continues to evolve, reference checks remain a simple, reliable tool for building strong teams and avoiding preventable problems.
So the next time you’re down to your final candidate, resist the urge to skip that last call. It might just be your best shot at hiring right the first time.