15 Insightful Reference Check Questions To Ask About Your Next Hire
No matter how perfect a candidate may seem, your gut could always be wrong. Relying on intuition can lead to hiring mistakes. Instead, ask the right reference check questions to verify details, determine strengths, and reveal potential red flags.
Reference check questions are a crucial part of the hiring process. They help recruiters verify candidate information, assess job and culture fit, and flag potential issues.
You may find reference check questions a tedious and time-consuming part of the recruitment process, but it’s a necessary step, as a résumé often does not provide an accurate picture of a candidate. In fact, in a Job Applicant Behavior Survey, 70% of workers confessed to lying on their résumés, with 37% of these respondents admitting to doing so frequently.
A little extra scrutiny can make all the difference. By asking targeted reference check questions, you can confirm your instincts or uncover hidden issues, and help inform the hiring manager’s final decision with solid, reliable information.
Contents
What are reference check questions?
Conducting reference checks: Legal considerations
Employee reference check questions
Reference check questions for management positions
Checklist: 13 tips for conducting HR reference checks
What are reference check questions?
Reference check questions are inquiries recruiters direct toward a candidate’s previous employers, supervisors, or colleagues to gather information about their work history, skills, performance, and behavior. These questions are a vital part of the selection process — they help verify the accuracy of the candidate’s résumé, evaluate their suitability for the position, and provide insights that may not be evident from interviews alone.
Finding the right fit in hiring is crucial because it directly impacts team dynamics, productivity, and overall company culture. Employees who align well with your organization’s values and work environment are more likely to be engaged, satisfied, and motivated. This leads to better performance and lower turnover rates.
A poor fit can result in conflict, decreased morale, and higher costs should you need to rehire and train new staff. But effective reference checks help ensure that candidates have the necessary skills and mesh well with the company’s culture, contributing to long-term success and stability.
Reference checks are a necessary part of your recruiting process because they help you to:
- Verify a candidate’s work history
- Assess their suitability for a role
- Determine if they’re a good culture-fit match.
Conducting reference checks: Legal considerations
When conducting reference checks in the US, recruiters and HR professionals must remember several legal considerations to ensure compliance with federal and state laws.
Fair Credit Reporting Act (FCRA)
The FCRA governs how background checks (including reference checks) are conducted when outsourced to third-party agencies.
Under the FCRA, you must obtain written consent from the candidate before conducting their reference check, and provide them with a summary of their rights. If the reference check results in adverse action being taken, you must inform the candidate and give them a copy of the report, along with an opportunity to dispute any inaccuracies.
Equal Employment Opportunity Commission (EEOC)
Additionally, non-discrimination laws play a crucial role in reference checks. Make sure your inquiries don’t violate the Equal Employment Opportunity Commission (EEOC) guidelines, which are designed to enforce federal laws prohibiting workplace discrimination.
These guidelines ensure employers do not discriminate against job applicants based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, or genetic information.
Confidentiality
Confidentiality is another critical aspect of conducting reference checks. Keep information gathered during these checks confidential and only share it with individuals directly involved in the hiring process.
Avoid asking questions that could invade the candidate’s privacy, such as those related to health, family status, or other personal matters irrelevant to the job. Adhering to these legal requirements helps protect both employer and candidate, ensuring a fair and respectful hiring process.
HR tip
Take culture fit into consideration when hiring. Overlooking it could result in hiring a candidate who may not thrive in your work environment despite being technically qualified. Include questions that help determine whether the candidate will fit well within your company culture. Ask the references to describe the candidate’s working relationship with their team and how they fared in the company environment.
15 reference check questions to ask
Asking detailed questions will help you gather further insights into the candidate’s suitability for the role. Each sample reference check question is designed to elicit specific, detailed responses that highlight the candidate’s strengths, weaknesses, and overall fit for the job.
Employee reference check questions
1. Can you confirm the candidate’s employment period and job title?
- Reason: To verify the accuracy of the candidate’s résumé and application details.
- What to look for: The candidate’s references should be able to confirm the dates and job titles they’ve provided. Discrepancies could indicate dishonesty on the candidate’s part.
2. What were the candidate’s primary responsibilities?
- Reason: To understand the scope and nature of the candidate’s previous roles.
- What to look for: A detailed list of responsibilities that align with the candidate’s résumé and indicate they possess relevant experience.
3. How would you describe the candidate’s work performance?
- Reason: To assess the candidate’s reliability, quality of work, and overall professional performance.
- What to look for: Examples and specific instances of the candidate’s outstanding or sub-par performance, consistency in delivering results, and contributions or lack thereof.
4. Can you provide an example of a significant contribution the candidate made?
- Reason: To identify the candidate’s specific strengths and key achievements.
- What to look for: Detailed examples showcasing the candidate’s skills, creativity, and impact on projects or the organization.
5. How did the candidate handle deadlines and pressure?
- Reason: To identify the candidate’s specific strengths and key achievements.
- What to look for: Detailed examples showcasing the candidate’s skills, creativity, and impact on projects or the organization.
6. How would you describe the candidate’s teamwork and collaboration skills?
- Reason: To understand the candidate’s ability to work well with others on a team.
- What to look for: Examples of positive team interactions, collective projects, and the candidate’s role in promoting a collaborative environment.
HR tip
If a reference doesn’t check out, determining the reason will help you distinguish red flags from less important concerns. Arrange a follow-up interview with the candidate to allow them to explain. Assess how potential issues may affect the role and company culture, but avoid overreacting to minor discrepancies. Instead, seek to understand their context or impact. Document all relevant findings to ensure clarity and compliance.
7. What are the candidate’s areas for improvement?
- Reason: To gain a balanced view of the candidate’s strengths and weaknesses.
- What to look for: Constructive feedback on areas where the candidate could develop further and indications of their willingness to improve and grow.
8. Would you rehire the candidate if given the opportunity?
- Reason: To gauge the reference’s overall satisfaction with and confidence in the candidate.
- What to look for: A clear yes or no answer and reasons supporting their decision. These will provide insight into the candidate’s overall fit.
Reference check questions for management positions
9. How did the candidate demonstrate leadership in their role?
- Reason: To assess the candidate’s leadership qualities and effectiveness in a managerial role.
- What to look for: Examples of leadership actions, how they motivated their team, strategic decisions they made, and their impact on the organization.
10. Can you describe a challenging situation the candidate faced and how they handled it?
- Reason: To understand the candidate’s problem-solving and decision-making skills under pressure.
- What to look for: Details of the challenging situation, the candidate’s approach to resolving it, and the outcomes they achieved.
11. How did the candidate manage and motivate their team?
- Reason: To evaluate the candidate’s managerial skills and ability to inspire and lead a team.
- What to look for: Techniques the candidate used for motivation, examples of effective team management, and how this influenced team performance.
12. How did the candidate handle conflict within their team or with other departments?
- Reason: To assess conflict resolution skills and interpersonal effectiveness.
- What to look for: Examples of conflicts, how they were addressed, and the resolutions achieved, indicating the candidate’s ability to maintain a harmonious work environment.
13. How effective was the candidate in achieving strategic goals?
- Reason: To determine the candidate’s strategic planning and execution abilities.
- What to look for: Their achievements, whether they met or exceeded strategic goals, any initiatives they led, and their contributions to the organization’s success.
14. How would you describe the candidate’s communication style and skills?
- Reason: To evaluate the candidate’s communication skills, which are crucial for management roles.
- What to look for: Clarity, effectiveness, and appropriateness of the candidate’s communication in different situations. These include team meetings, presentations, and one-on-one interactions.
15. How did the candidate handle performance evaluations and feedback with their team?
- Reason: To understand the candidate’s approach to performance management and development.
- What to look for: Their methods of providing feedback, handling performance issues, and encouraging professional growth within their team.
Checklist: 13 tips for conducting HR reference checks
Tip 1. Prepare in advance
Clearly define what you aim to learn from each reference check. Focus on key competencies and job-related skills.
Tip 2. Obtain consent
Ensure you have every candidate’s written permission to contact their references. Explain the purpose and importance of the reference check to them.
Tip 3. Verify references
Confirm that the provided references are legitimate and relevant. Contact former supervisors or colleagues who can offer detailed insights into the candidate’s performance.
Tip 4. Ask open-ended questions
Avoid closed-ended questions that elicit “yes/no” answers. For example, ask about a candidate’s strengths, areas for improvement, and specific examples of their work.
Tip 5. Include behavioral questions
Inquire about specific situations and how a candidate handled them to assess their problem-solving and interpersonal skills.
Tip 6. Focus on key competencies
Tailor your questions to assess the competencies crucial for each role. These include technical skills, teamwork, leadership, and communication abilities.
Tip 7. Look for cultural fit
Ask questions that help determine whether a candidate will fit well within the company’s culture and values.
Tip 8. Cross-verify information to ensure consistency
Compare the information from references with the candidate’s interview responses and résumé. Look for any discrepancies or red flags.
Tip 9. Seek out multiple sources
If possible, get feedback from multiple references to gain a well-rounded view of a candidate’s performance and behavior.
Tip 10. Be professional and respectful
Keep the information shared during reference checks confidential and share it only with relevant hiring team members.
Tip 11. Respect the references’ time
Schedule calls at convenient times and keep all conversations focused and concise.
Tip 12. Record key insights
Take detailed notes during all reference checks and document key insights and examples references share.
Tip 13. Use a standardized form
Standardizing reference checks can ensure consistency in the information you gather about different candidates and eliminate bias from the process.
HR tip
Contact multiple references to get a comprehensive, balanced view of a candidate. Different perspectives provide a more rounded understanding of their performance and behavior. In contrast, relying on a single reference can result in a biased or incomplete view of the candidate’s abilities. You can make a more informed hiring decision by gathering insights from several sources.
To sum up
Recruiters and HR professionals use reference check questions to get insights on candidates from their previous employers. Relying solely on gut instinct can lead to you trusting an unreliable candidate who seems ideal on the surface. You could also end up writing off an ideal candidate who happens to be more reserved and introverted. To avoid making such mistakes, use reference check questions to verify facts, determine strengths, and expose potential red flags.
Asking a candidate’s former supervisors or colleagues targeted questions about their work history, skills, performance, and behavior will either confirm your instincts or reveal hidden concerns. This, in turn, ensures your hiring decisions are based on solid information rather than just a hunch, which can improve your chances of hiring the right person for the job.
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