Reference checking template

You can use this template to help you check your applicant’s references when you are hiring for a new job. Reference checks can help you verify the claims made by applicants in their interview and help you make more informed hiring decisions.

Step by step process

Step 1: Obtain referee details

Before a decision has been made to proceed to the offer of employment stage, it is recommended that you request that the applicant gives permission to contact their referees. Ideally, referees should be previous managers of the applicant. Unless the applicant specifically agrees, we would not recommend using a current manager as a referee, as the applicant may not want them to be aware that they have applied for another role.

Step 2: Add specific questions to the template based on Key Selection Criteria

Apart from the questions included in the template, list further questions about key areas of the role. For example, if the role requires the ability to handle difficult customers, then add a question relating to if the applicant had ever had to deal with difficult customers, and if so how did they handle it. You may find that there are three to four questions like this you wish to ask.

You can use the template to assist you with compiling your questions. The template has been colour coded to assist you to complete it accurately. You simply need to replace the redwriting with what applies to your employee and situation.

Step 3: Contact the referees

Ensure that when you contact a referee they have enough time to assist you in completing the reference check. This usually takes about 15 minutes as a guide.

Step 4: Complete the reference check template

Complete the details of the template and use this information to confirm / challenge your decision to offer employment. If anything in the reference check raises concerns about the applicant, these should be addressed with them as soon as possible.

Reference Check

Applicant:Date:

Position applied for:Phone:

Referee’s details:Title:

Reference check conducted by:

Introduction
My name is <your name>.<Applicant’s name> has given me you details as a potential referee for a role he has applied for with our company. I would first like to check if you are prepared to provide a reference?
The reference check will take approximately 15 minutes to complete. Is this a good time for you? If not, when is a good time to call back?
Just so that you are aware, this reference will be used in the overall evaluation of the applicant and will affect whether they are selected for the job. The information you provide may be given to the candidate if they request it. Is it ok to proceed?
<Briefly explain the role and responsibilities of the job they have applied for
General questions
What is the nature of your relationship with the applicant?
In what role is/was the applicant employed by your business?
Can you confirm the dates of their employment? (if they do not have specific dates on hand, confirm that the dates on the applicants resume seem correct)
What were the key responsibilities of the role?
What the applicant’s reason for leaving?
How would you describe the applicant’s overall work performance?
What would you say are the applicant’s strengths?
What would you say are the applicant’s development areas (e.g. weaknesses)?
What were they like to manage?
What were they like working with the team?
Have you had any concerns with their performance?
Specific questions relating to the job
<Add your list of questions based on the key skills or attributes required for the job, for example:
In this role, the applicant is required to handle difficult customers.
Please describe <applicant’s name> ability to handle difficult customers?>
Final questions
Would you re-employ the applicant? Why/why not?
General comments?