Why Bother With Reference Checks Anyway?
You’ve probably heard someone say reference checks are just a hoop to jump through at the end of hiring. Some people see them as routine, maybe even a formality. But skipping them—or treating them like paperwork—can easily leave you with headaches down the road.
Reference checks can tell you what a resume and interview won’t. They help you spot red flags you might miss, or highlight strengths that make someone a great fit. There’s a bit of myth-busting to do, too. No, they aren’t just a box to tick. And no, you don’t only call references when you’re suspicious about a candidate—these checks work best when they’re part of every hire.
Unpacking What Reference Checks Really Are
So, what exactly happens during a reference check? Put simply, you reach out to people who worked with your candidate—former managers, direct reports, maybe even longtime colleagues. Your goal is to get insight into how someone really did their job day-to-day.
Reference checks aren’t the same as background checks. Background checks go methodical: verifying identity, searching for criminal history, or confirming educational credentials. Reference checks are more about stories and context. Legal boundaries matter, too. Some questions are off limits—especially personal, medical, or discriminatory ones. It’s good practice to know what questions are allowed in your state or country before picking up the phone.
How to Get Ready for Reference Checks
Before making any calls, it helps to be clear about what you want to learn. Are you trying to confirm specific skills? Do you suspect there are gaps between what the candidate says and what they really did? Deciding on your goals upfront makes the process run smoother.
Pick references with care. Usually, candidates nominate people they expect will say nice things—but you’re still free to request different contacts, like a previous supervisor, especially if you have doubts. Make sure your list covers a range of perspectives if you have time.
Then, craft your questions. An operations manager might call about punctuality and attention to detail. If you’re hiring for a creative role, you might want examples of innovation or teamwork. Write down what matters most and be ready to probe if answers are vague.
Getting the Most Out of Reference Checks
When you make contact, set a friendly and professional tone. Introduce yourself, explain your reason for calling, and reassure them about confidentiality. You’re not asking anyone to “rat out” a candidate—just to share honest feedback.
People will often relax if you’re clear and open, rather than stiff or suspicious. A question like, “How would you describe their approach to teamwork?” opens up a real discussion. Closed questions—those that can be answered with a yes or no—won’t get you very far.
Stay curious. If someone hesitates or gives only short responses, gently dig deeper. Try, “Could you share a situation where they exceeded your expectations?” or “Were there ever challenges you noticed in their work?” You’re after stories and specifics, not generic praise.
What to Ask: Key Areas That Matter
Start simple. Confirm the basics, like dates of employment and job titles. Ask what kind of work the candidate did and what their main responsibilities were.
Dig into technical or soft skills, especially those that matter most for the new job. For a sales role, this could mean questions about persistence and handling rejection. For a support role, ask about their ability to stay calm when things get tough.
Work ethic and attitude often come up as make-or-break traits. A solid prompt: “How did they handle pressure or changing priorities?” Or, “How would you describe their attitude when facing setbacks?”
Finally, give the reference room to talk about the candidate’s strengths and any areas for growth. Many won’t want to speak negatively, but your phrasing helps. “Are there areas they could improve with further development?” is less threatening than “What’s their biggest weakness?”
What To Do With the Feedback
Once you’ve talked to a few references, look for patterns. Are people telling similar stories, or do accounts vary wildly? Major inconsistencies could point to resume embellishment or simply differences in perspective—but they’re always worth a closer look.
If something feels off, don’t ignore it. Say you hear conflicting details about the candidate’s reliability. Maybe ask the candidate for more background, or schedule an extra reference call. You’re aiming to fill gaps, not to “catch” someone, but you do need to make sure the pieces fit.
Weigh all feedback against your job requirements, not personal quirks. Maybe someone says your candidate took longer to catch on at first—but once trained, they excelled. If your new role allows time for learning, that might not be a dealbreaker.
Reference Check Best Practices: Staying on Track
Professionalism makes reference checks smoother for everyone involved. Thank each reference for their time, and avoid pressing for personal or off-limits information. Keep things fair—don’t just call references for certain candidates, or only when you’re on the fence.
Bias can creep in without warning. Maybe you hit it off with one reference and not another, or you set higher standards for one candidate than the rest. Aim to ask each reference similar questions, and don’t let personal hunches outweigh the facts.
Whatever you learn, jot it down right away. It’s tough to remember who said what after three calls in one afternoon. A few clear notes help keep the process objective, so your hiring conversation can focus on what really matters.
If you want a quick way to standardize and document your reference check process, businesses sometimes turn to specialist providers. Tools and services from sites like PDS UK Limited can help streamline this, making it easy to keep records compliant and organized—especially in regulated industries.
Why Reference Checks Matter
Here’s the thing: no matter how sleek your recruitment process, skipping or rushing reference checks means gambling with your final decision. Sure, interviews and skills tests show you a lot. But reference checks add extra texture—you find out how someone really showed up at work, not just how they talk about themselves.
When you take these checks seriously, you cut down on surprises. Maybe a high-flying salesperson was tough to get along with on their last team. Or maybe someone who seemed too quiet at interview was secretly the backbone of their old department. That’s the kind of nuance you want when you’re finalizing your choice.
Some Solid Resources If You Want to Dig Deeper
If you’re new to reference checks or want a refresher, there’s plenty out there. HR books like “Who: The A Method for Hiring” break down practical steps. SHRM (the Society for Human Resource Management) has also published helpful guides, especially for staying compliant in the US and UK.
Every country handles reference checks a bit differently. In the US, states have their own restrictions—so double-check local rules. The UK’s Advisory, Conciliation and Arbitration Service (ACAS) offers tips for conducting fair, legal checks on their website.
Some recruiters keep up on trends through newsletters or business blogs. Or, if you’re looking for expert tools and a standardized process, remember you can find software and templates through platforms like PDS UK Limited.
Closing Thoughts: Not Just Red Tape
In reality, reference checks are about making smarter, fairer hiring decisions—not just ticking a box. When you put in a bit more effort, you’re less likely to get burned by mis-hires, which saves time and protects your workplace culture.
The best reference checks are the ones that feel like real conversations, not interrogations. When you dig for specifics, keep an open mind, and bring consistency to your process, you’ll get information that actually helps. Then, it’s easier to hire people who make your team stronger, not just look good on paper.
Most experienced hiring managers will tell you they’ve caught both red flags and pleasant surprises during reference checks. So, if you’re still on the fence about the value of this step, give it a chance—the feedback you get might be the difference between a good hire and a backup plan.