Reference Check Guide and Form

Run a short, fair reference call that tells you how a candidate actually worked, and record every reference the same way on one form.

Who it is for

• Small-business owners who hire without an HR department.

• Hiring managers and supervisors who want more than "yes, they worked here."

• Shift leads filling roles on their own team for the first time.

• HR professionals who want every manager to check references consistently.

The problem it solves

Reference calls are often rushed, unstructured and inconsistent: different questions for different candidates, vague answers accepted without a follow-up, and notes that record impressions rather than facts. This guide shows you how to ask for consent, choose the same job-related questions for every candidate, ask for specific examples, read what you hear without over-reading it, and record it on a one-page form. Check the hiring rules for your location; this is not legal advice.

What is inside

Reference Check Guide and Form (PDF, 11 pages)

• Copyright and License, contents and plain-language terms (2 pages)

• What a reference check is for, and when and whom to ask (1 page)

• Consent, fairness and consistency, and alternatives when the usual references are not available (1 page)

• Running a ten-minute call, with opening words (1 page)

• A question bank with follow-up questions, and questions not to ask (1 page)

• Reading what you hear, and raising a point with the candidate (1 page)

• The reference check form (1 page)

• A filled-in example from a garden supply store (1 page)

• Email request template, common mistakes, adjustments for different workplaces and a final check (1 page)

Editable form (Word, 7 pages): the reference check form, the question bank, consent wording, an email request template and the example.

How to use it

1. Read the guide pages once (about 20 minutes).

2. Choose six to eight questions and add them to the form.

3. Ask the candidate for consent and referee details.

4. Make the calls, record each on a form, and weigh them with the interview.

Formats and file types

• PDF (US Letter, print or screen), 11 pages

• Word document (.docx), 7 pages

• Licensed for use within your organization

Frequently asked questions