Reference check questions

Why reference checks matter

• Verify job titles, dates and responsibilities
• Confirm skills and behaviors you saw in interviews
• Learn how the candidate works with others and handles pressure
• Spot red flags, such as reliability problems
• Get tips on how to manage and support the new hire

Reference checks are one step in a fair hiring process, alongside a clear job description and structured interviews using behavioral interview questions.

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How to run a reference check: step by step

1. Get consent. Tell candidates you check references and ask for two or three, ideally including a direct supervisor.
2. Prepare questions. Use the same core questions for every candidate for the same role.
3. Introduce yourself and the role. Explain the job so the reference can relate their answers to it.
4. Confirm the relationship. How long and in what capacity did they work together?
5. Ask open-ended questions. Then follow up: “Can you give me an example?”
6. Listen for hesitation. What is not said can matter.
7. Take notes. Record facts and examples, not impressions about the reference.
8. Thank them and keep it confidential. Do not share what one reference said with the candidate or others beyond the hiring team.

30 reference check questions

Questions to avoid

If a reference volunteers protected information, do not note it or use it, and steer the conversation back to job performance.

Sample reference call script

1. “Hi, this is [Name] from [Company]. [Candidate] applied for a [role] position and listed you as a reference. Do you have about ten minutes?”
2. “First, could you tell me how you worked together and for how long?”
3. “The role involves [two or three key duties]. How did they handle similar work?”
4. “Can you give me an example of a time they did especially well?”
5. “Where do you think they could improve?”
6. “How reliable were they with attendance and schedule changes?”
7. “Would you rehire them?”
8. “Is there anything else you think I should know? Thank you for your time.”

Legal points to know

• Fair Credit Reporting Act. If you hire a third party to conduct reference or background checks, the FCRA generally requires a standalone written disclosure, written authorization and specific notices before and after taking adverse action. Some states add more rules.
• Salary history bans. Many states and cities prohibit asking candidates or their former employers about pay history.
• Consistency. Check references for all finalists for a role in the same way, to avoid claims of unequal treatment.
• Giving references. When former employees ask you for a reference, stick to truthful, job-related facts. Many employers have a policy of confirming only dates and titles, and some states give employers protection for good-faith references. Set a written policy and train managers to follow it.

Red flags and green flags

One lukewarm reference is not always disqualifying. Look at the whole picture and weigh it against your interviews.

What if a reference will only confirm dates?

Many companies limit references to dates of employment and job title. When that happens:

• Ask the candidate for another reference, such as a former supervisor who has since moved on
• Ask whether the person can answer the rehire question, which some policies allow
• Use work samples, skills tests or a paid working interview where lawful and appropriate
• Rely more on structured interviews and your probationary period

Reference checks for hourly roles

For high-volume hourly hiring, keep reference checks short: five to seven questions focused on reliability, teamwork, customer service and rehire eligibility. A quick text or email to schedule a five-minute call often gets a faster response than voicemail. Speed matters, so check references in parallel with other steps. Once hired, a structured onboarding plan and clear schedules through scheduling software help new hires start strong.

Documenting reference checks

Keep brief, factual notes of who you spoke with, when and what they said about job-related topics. Store notes securely with other hiring records and keep them for the period required by law; federal rules generally require employers to keep hiring records for at least one year, and some states require longer. Our personnel file guide covers record-keeping.

Frequently asked questions

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