Guidelines for Conducting Reference Checks
Reference checks must be completed for all final applicants under consideration for regular full-time,
part-time, temporary or student positions whereby all relevant listed references are contacted.
Reference checks are used to diminish ambiguity, obtain specific job-related information, and verify
the accuracy of a candidate's background. The reference checks may be conducted before or after
the interview. The following are guidelines to check references.
Begin your reference process by thoroughly reviewing information obtained in the application material
submitted by the job applicant and identify the people you wish to reference. As a general rule, try to
speak directly to the applicant’s immediate supervisor when seeking employment references. Avoid
references from friends and relatives.
Contact at least two former employers for references before making a job offer.
Inform the applicant that a reference check will be conducted.
Ask the applicant to provide reference information if it is missing from the application including name,
title, phone number and email address of the most recent employers.
Prior to checking an applicant's current employer, ask the applicant's permission as this may place
the applicant's current employment at risk. If the applicant objects, inform the applicant that you will
respect their decision; however it may affect your ability to fully evaluate the applicant for
employment.
When introducing yourself to the employer, do not say that the applicant has “been selected”, only
that they are a finalist for a position.
If you believe the employer is hesitant to provide information over the telephone, offer to have them
call you back so that the person providing the reference can verify who you say you are. This will
also allow the employer time to refresh their memory on the individual you are inquiring about.
Consider whether performance problems reported by previous employers are in areas that might
affect performance in the position you are filling.
Be sure there is a business-related reason for asking specific questions and use of the
information obtained.
Do not raise any questions that fall under the Equal Employment Opportunity (EEO) discriminatory
practice areas, such as questions regarding gender, race, color, national origin, age, disability, or
religion.
Do not let letters of reference substitute for phone calls or e-mail inquiries.
Inquire as to re-employment eligibility and reasons for leaving previous jobs.
Maintain the highest level of confidentiality throughout the process. Do not delegate the reference
gathering process to anyone outside the hiring process and share information gathered on a need to
know basis only.