Contacting multiple references can be beneficial to gather different perspectives on a candidate’s skills and abilities. Speaking to a supervisor, instead of a co-worker is highly recommended for these individuals can “truly’ speak of the candidate’s performance.

Typically, candidates provide three (3) references for the hiring manager (or HR specialist) to contact.  If those references are not available, or if additional perspectives are desired, you can ask the candidate for additional references.

The employment reference should have been in a position to directly observe the candidate and be of a professional nature (previous or current supervisors, dentist/owner, etc.) and not personal (friends, relatives, etc.).

Employment references who have had the most recent contact with the candidate may be better able to provide specific and accurate feedback. Less recent references may not be aware of new skills the candidate may have developed. On the other hand, there may be circumstances where a less recent reference has the best knowledge of the competencies that are most important for the position to be filled. Accordingly, you will need to use judgment and weigh the information that the references provide depending on the situation.

Yes, when you ask a candidate to provide references, you should obtain their permission to contact their references. Consent can also be granted via language on the job application (e.g. a statement that all information provided by the candidate will be verified), the Declaration for Federal Employment form (OF-306) or a similar agency-developed form, or orally (e.g. during the interview).

This is a common request (and is often an option within online staffing systems). One option is to ask if their current supervisor can be contacted once a tentative offer has been extended to the candidate.

If a candidate has asked their current supervisor not be contacted, ask the candidate to provide alternative references.

Develop questions relevant to the position under consideration. For example, if the position requires the candidate to adhere to strict guidelines, asking a reference about the candidate’s ability to follow work procedures may be appropriate. Ensure questions are open-ended and based on behavior the references are likely to have observed.

Consider time constraints when deciding how many questions to ask. Deem how long it will take the references to answer the questions. Keep the list of questions to a manageable number.

We have provided a Request for Reference Template (PDF) for you to review and utilize. Any answers that are below a “5” are always followed by “What would he/she need to do to get a 5”.  You will be surprised at the plethora of information that will be given to you.

The best way to contact a reference is usually by phone. When contacting the reference, briefly tell the reference who you are and why you are calling. Provide a brief overview of the position being filled and an estimate of how long the call will take. It may be helpful to let the reference know the candidate has given permission to have his or her references checked.

To ease into the conversation, begin with basic questions (e.g. reference’s relation to the candidate, candidate’s title and dates of employment), then move on to more in-depth questions.

Some office policies do not allow the release of a previous employee’s information. At a minimum, most will provide start and end dates and position titles. If you are not able to get the information you are seeking, you can ask the candidate to provide another reference.

While checking references, it is possible the candidate may view a situation, interaction, or goal accomplishment differently than a reference; consequently, some discrepancies may emerge. If you receive information differing from what the candidate said, it may be beneficial to allow the candidate an opportunity to clarify during a 2nd interview.