Asking thoughtful questions to professional references can simplify the interview and hiring process. However, asking the wrong questions can make it more difficult.
Knowing which reference check questions to ask can help ensure that you gather insightful, relevant information about a candidate’s background, skills and overall fit for your team.
Why Reference Checks Matter
Reference checks are an important tool in verifying a candidate’s suitability for a role. They provide firsthand insights from individuals who have worked closely with the applicant and can help determine whether the candidate aligns with your organization’s culture and the position’s responsibilities.
How to Conduct Effective Reference Checks
A structured and compliant reference check process helps ensure consistency and reduces risk. Consider the following steps:
- Identify your goals. Know what information you want to gather from the reference, particularly related to the candidate’s prior job performance, skills and work style.
- Ask open-ended questions. Open-ended questions encourage detailed feedback and help avoid simple yes or no responses that may limit insights. Be prepared to follow up if a response needs clarification or additional
- Stay objective. Pay attention to both the tone and content of the reference’s responses but avoid drawing conclusions without supporting details. Keep your questions neutral and job-related.
- Recall the candidate’s interview responses. When speaking to references, consider whether their feedback aligns with what the candidate shared during interviews.
- Look for specifics. Inquiring about specific achievements and contributions can provide support for the candidate’s strengths and the impact made on their previous teams.
Being prepared with the right approach can allow you to gather meaningful feedback while maintaining professionalism and compliance.
Key Questions to Ask During Reference Checks
Tailoring your reference questions to the candidate and the specific job role is essential for gathering relevant information. These questions can help confirm resume details, clarify claims made during interviews, and provide a more complete view of the candidate’s abilities and experiences.
Can you describe your working relationship with the candidate?
This foundational question sets the stage for all future questions by revealing how closely the reference worked with the candidate and the nature of their interactions.
What were the candidate’s primary responsibilities?
This question helps to determine whether the candidate’s experience aligns with the requirements of the position you’re hiring for.
What would you say are the candidate’s top strengths?
This question can offer insight into the candidate’s approach to work. Listen for specific examples that demonstrate technical skills, leadership qualities, adaptability or problem-solving abilities.
In what areas did the candidate have the most room to grow?
When paired with the previous question, this can provide a balanced perspective of a candidate’s abilities and may point to potential training needs.
How did the candidate respond to feedback?
This question offers insight into a candidate’s openness to improvement and their ability to adapt in the workplace.
How did the candidate work with other employees and supervisors?
It’s important to understand how the candidate collaborated with coworkers and supervisors. This question can offer insights into the candidate’s professional conduct, interpersonal skills, communication style and teamwork capabilities.
How did the candidate handle stressful situations?
This question is especially valuable for high-stakes or fast-paced work environments. It can help to assess resilience, problem-solving skills and stress management abilities in challenging environments.
How did the candidate manage their workload and meet deadlines?
Similarly, this question can provide insights into time management, organizational skills and accountability.
What type of work environment do you think best suits the candidate?
This question can assist in evaluating the candidate’s cultural fit with the team and the broader organization.
Would you rehire this candidate? Why or why not?
This question may indicate overall performance and long-term reliability, especially if the reference supports their answer with specific reasoning or examples.
Identifying Red Flags in Reference Checks
While not every inconsistency is cause for concern, certain patterns or responses during a reference check may warrant further attention. Recognizing and addressing potential red flags early in the process can help mitigate risk and support informed decision-making.
Examples of potential red flags include:
- Limited detail or vague responses. If a reference is unable or unwilling to provide specific examples of a candidate’s contributions, this may indicate a limited working relationship or an attempt to avoid disclosing negative feedback. In either case, this could suggest a need for clarification with the candidate or follow-up with additional references.
- Unavailable or unresponsive references. Difficulty reaching a reference could be due to outdated contact information or scheduling challenges. However, repeated unresponsiveness may point to strained past relationships and should be clarified with the job candidate.
- Inconsistencies with the candidate’s resume or interview. If key responsibilities, achievements or timelines mentioned by the reference differ significantly from what the candidate reported, this may reflect misunderstandings or misrepresentations. Document any discrepancies and follow up with the candidate to request clarification.
- Hesitation or tone changes. A noticeable shift in tone, hesitation before answering or noncommittal responses when discussing specific topics may suggest underlying concerns.
- References declining to comment. Some organizations have policies that restrict reference feedback, especially when it comes to performance reviews or reasons for departure. However, if a reference personally declines to comment without citing an organizational policy, this may merit a closer look.
- Overly positive but vague feedback. Generic praise without specific examples may indicate a lack of direct experience or an attempt to avoid honest feedback. When possible, ask follow-up questions to gain more concrete details.
Legal Considerations in Reference Checks
When conducting reference checks, keep these compliance guidelines in mind:
- Always obtain written consent from the candidate before reaching out to references.
- Keep questions job-related and avoid inquiries that touch on personal information or protected identities.
- Thoroughly document the process and keep clear records to support consistency and demonstrate fairness.
How Higginbotham Can Support Smarter Hiring
At Higginbotham, we help employers navigate the complexities of hiring with confidence. Our HR consulting team provides strategic support across all areas of HR – from reference checks to employee retention to compensation analysis.
We work as an extension of your team to help you make informed, people-focused decisions. Connect with a Higginbotham HR consultant today to learn how our solutions can support your hiring process.
