Reference-Checking Tips
by Paul W. Barada
Monster Salary and Negotiation Expert
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The following list of reference checking guidelines will help employers select the best candidates for employment and significantly reduce the risk of negligent hiring claims.
- Always Get a Waiver: Have every candidate sign a comprehensive waiver granting the employer or its agents express permission to contact references and anyone else who might be familiar with the candidate's past job performance. Remember, however, that even the most comprehensive waiver does not give prospective employers carte blanche to be careless about checking references. Reasonable care must be used. Employers can still be liable if evidence shows they "knew or should have known" that reference information was false -- an excellent reason why it's important to check more than one reference!
- Check at Least Three References: Obtaining multiple references allows prospective employers to look for consistency among comments and to demonstrate that reasonable care was used in the hiring process.
- Ask for Different Types of References: The best references generally come from former supervisors. Peers and subordinates are also excellent references. The best scenario is to gather past job performance information from references who have different perspectives of the applicant.
- Ask About Past Job Performance: When checking references, be sure that all questions relate directly to job performance and nothing else. What job applicants do on their own time should not be an employer's concern, unless it could adversely affect their ability to do the job. One of the best questions to ask at the end of an interview is, "Would you hire this person again?"
- Know the Statute of Limitations: A reference check should cover the most recent five to seven years of employment. There's not much point in talking to references from 10 years ago -- most references will be hard-pressed to remember much about the specifics of an individual's past job performance a decade ago, and people do mature and change over time.
- Avoid Personal References: These are generally a waste of time. Always insist that the candidate provide references who can and will comment on the candidate's past job performance. Employers have every right to ask each candidate for the type of references they want -- not the references the candidate wants the prospective employer to have!
- Verify All Licenses and Degrees: One of the most common deceptions on resumes and job applications is claiming to hold a degree that was never conferred or a license that was never issued. Don't take a document or copy of it at face value. Instead, call the state licensing board or the college or university registrar's office for confirmation.
- Check References by Telephone: Mailing a form is better than doing nothing, but not much. Thorough reference checking includes listening carefully to responses. A reference's tone of voice can change the meaning of a response dramatically. Talking to references also allows for follow-up questions prompted by the response. It's hard to ask follow-up questions from a piece of paper!
- Ask Open-Ended Questions About Job Performance: Avoid questions that can be answered with a simple yes or no. Questions like, "How would you describe John's management style?" will provide more information.
- Use Qualified People to Do Reference Checking: People who check references must be trained to listen for the underlying meaning of comments. Whether reference checking is handled internally or by an outside agency, ensure that it is thorough, professional and legal. Never be satisfied with a response such as, "She was the best employee we ever had." Follow up with a question like, "Could you give some examples of how her performance was so outstanding?"
- Avoid These Questions at All Costs: Never, never, never ask questions about age, race, sex, religion, marital status or national origin. These are all federally protected categories, and they don't have anything to do with past or future job performance!
- If References Won't Talk: Even though it is the prospective employer's responsibility to thoroughly check references, it's the candidate's job to provide the names. If references refuse to talk or cite a company policy against providing such information, put the burden on the candidate to come up with appropriate references who will talk or to convince reluctant references to do so. If the candidate can't do that, look for someone else to fill the job!