Reference Checking Tips

conduct the check yourself

Unless you have a recruiter you know and trust very well, always conduct the reference checks yourself. Rather than receiving the information second hand, this gives you the opportunity to probe for more information and target specific concerns you may have.

Take notes
Do not rely on your memory - take notes during the reference check discussion. Download a reference checking form (RTF 214 Kb) to help you. 

If you conduct a reference check without using the reference checking form (above) or another reference checking form, make a file note (RTF 74Kb) and store this in Taleo as a record that you have completed this activity.

Remember that all notes that you take are an official part of the documentation for the selection process, will be stored within Taleo and can be discoverable under some circumstances. Keep them factual.

conduct more than one

The more information you have about the candidate, the better. We recommend conducting at least two reference checks per candidate.  This will enable you to identify patterns of behaviour and gain a deeper insight into the candidate’s strengths and limitations in relation to the role.

consider the relevance

It may be difficult for candidates to nominate referees from their current organisations in situations where they don’t want to disclose that they are looking for a new job. In such situations, the nominated referees may be from previous employers and it’s important to evaluate the relevance of the reference.  It’s also important to ensure the referees are work-related rather than personal.

understand the relationship

Ask the referee to describe his or her relationship with the candidate. What was the nature of the relationship? How long did they work together? Some candidates may put forward referees who are peers rather than managers, and it’s important to identify and understand the nature of the working relationship to help you determine the perspective of the referee.

confirm employment details

The reference check is an opportunity to confirm your evaluation of the candidate’s resume and ensure that the information provided is accurate. This can range from a simple confirmation of employment timeframes to checking the scope of responsibilities.

build rapport

Most referees will naturally be concerned to present the candidate in a positive light and will not want to harm the candidate’s chances of securing the job. Make an effort to ensure the referee feels comfortable. Reassure him or her that you are genuinely interested in finding out if the candidate is a good match for the role (and that the role is a good match for the candidate).

follow up from the interview

Probe into the areas of concern identified through the interview. Use this as an opportunity to confirm, clarify or moderate the strengths and limitations the candidate may have in relation to the role.

seek specific examples

Just as you’ve asked the candidate for examples of his or her behaviour, seek similar behavioural evidence from the referee (e.g. describe a project he or she successfully managed or a time when he or she met a particularly tight deadline).  

seek consent

When a candidate provides referees as part of the application process, this is deemed as implied consent. If you want to contact someone other than the referees provided by the candidate, you must first obtain specific consent from the candidate. A failure to do so is a breach of privacy. 

do not promise confidentiality

Also make sure referees understand that everything they say is “on the record” and do not promise them the information will be kept confidential.

FINAL REVIEW

Once you have conducted your reference check, review this in the light of the information you have gained through the resume evaluation and interview.

• Overall, what are the candidate’s key strengths in relation to the role?
• What are the candidate's potential limitations?
• What evidence do you have that he or she has effectively managed these in the past?  
• What support can you provide to help him or her manage these in the context of the role?
• On balance, what is the candidate’s level of match to the selection criteria?