What is a reference check?
Updated · By Robert Breen
A reference check is a conversation with people a job candidate has worked with, usually former managers or coworkers the candidate names, to confirm their experience and learn how they work. It typically comes near the end of hiring, before an offer is made.
Why it matters for a small business
Interviews show how a candidate talks about their work. References show how others experienced it. A short call can confirm a strength you heard about, or fill a gap the interviews never covered, like how the person trains new staff.
Reference checks also carry rules. What you may ask, what a former employer may share and how you must handle what you learn vary by place. This page is general information, not legal or HR advice. Ask the same job-related questions about every finalist, keep notes factual, and have HR or an employment attorney review your process.
In a real lesson: Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)
In the Interview Debrief to Scorecard lesson, the panel at Willow Bend Physical Therapy, a made-up practice, agrees to move Kira Delgado to a final round, and HR manager Hannah Cole adds a condition: "no offer until we've checked references." Jess Okafor offers to call both of Kira's references.
ChatGPT's action items table first lists "Call Kira's two references" with Jess as owner and the due date as Not stated, because nobody said a date. You fill it in (Jess calls both references by Friday) and the table is complete.
The reference check also shows up in the candidate email. Hannah's short follow-up to Kira says the team will call the two references she gave, "so feel free to let them know to expect a call." The scores and the panel's discussion stay out of it.
Try this lesson free or read the step-by-step guide.
Common confusions
Reference check vs background check
A reference check is a conversation about how someone works. A background check verifies records such as identity, licenses or history through a formal process, often with consent and legal rules of its own.
Named references vs backchannel calls
Named references are people the candidate chose. Calling others without the candidate knowing raises fairness and privacy questions, so check your policy first.
Tips
- Tie your questions to the job's must-haves and any gaps from the debrief. The reference check questions prompt can draft a set.
- Ask the same core questions for every finalist.
- Write down what was said, not your impression of the person giving it.
- If a reference raises a concern, check it against the rest of your evidence before it changes a decision, and talk it through with HR.
Related terms
Where you use it: free lessons
- Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR) (ChatGPT, 9 min)
Frequently asked questions
- How many references should I call?
- Two is common for many roles, as in the lesson. What matters more is asking about the specific skills you still have questions on.
- Can I paste reference notes into ChatGPT?
- Only if your company allows it, through a business account that doesn't train on your data, and without names or details the summary doesn't need.