How to Check References Properly Before Hiring

Hiring the wrong person can be expensive.

A poor hiring decision can impact productivity, team morale, customer relationships, and ultimately business performance. While interviews, assessments, and CV reviews all play an important role in the recruitment process, one step is often overlooked or rushed: reference checks.

Many employers treat references as a simple box-ticking exercise. They confirm employment dates, ask a few generic questions, and move on. However, when carried out properly, reference checks can provide valuable insight into a candidate’s working style, strengths, and potential areas for development.

If you want to make better hiring decisions, here’s how to check references properly before making an offer.

Why Reference Checks Still Matter

In today’s hiring market, candidates are becoming increasingly skilled at presenting themselves during interviews.

A polished CV, strong interview performance, and carefully prepared examples can create a positive impression. However, reference checks offer something different. They provide an external perspective from someone who has worked directly with the candidate.

A good reference can help confirm:

• Job responsibilities
• Performance levels
• Reliability
• Communication skills
• Teamwork and collaboration
• Leadership ability
• Professional conduct

More importantly, they can help identify potential concerns that may not have surfaced during the interview process.

Don’t Leave References Until the Last Minute

Many businesses only check references after deciding to hire a candidate.

While this is common practice, it can create pressure if concerns emerge late in the process.

Instead, reference checks should be viewed as a meaningful part of the overall evaluation rather than a final administrative task.

Once a preferred candidate has been identified, allow enough time to conduct thorough conversations before making a final decision.

Speak to the Right People

Not all references are equally valuable.

The most useful references typically come from:

• Direct managers
• Team leaders
• Department heads
• Senior stakeholders who worked closely with the candidate

References from friends, colleagues, or personal contacts may provide positive feedback, but they often lack the objectivity needed to assess workplace performance.

Where possible, prioritise people who had responsibility for managing or evaluating the candidate’s work.

Prepare Questions in Advance

One of the biggest mistakes employers make is approaching reference checks without a clear structure.

Asking generic questions such as “Were they good?” rarely produces useful information.

Instead, prepare a consistent set of questions that align with the role being filled.

This creates a fairer process and allows easier comparison between candidates.

Questions to Ask During a Reference Check

Can You Confirm Their Role and Responsibilities?

Start by verifying basic information.

Ask:

• What was their job title?
• What were their primary responsibilities?
• How long did they work with you?

This helps confirm that the information provided during the hiring process is accurate.

What Were Their Key Strengths?

This question often reveals what the candidate genuinely excelled at.

Listen for specific examples rather than general statements.

For example, a reference saying someone was “great with stakeholders” is useful, but understanding how they managed relationships and delivered results provides much greater insight.

How Would You Describe Their Communication Style?

Communication plays a significant role in almost every position.

Ask how the candidate communicated with:

• Colleagues
• Managers
• Customers
• External stakeholders

Understanding how they interact with others can help determine whether they are likely to fit within your organisation.

How Did They Handle Challenges or Pressure?

Every role involves difficult situations.

Ask for examples of how the candidate responded when faced with:

• Tight deadlines
• Changing priorities
• Workplace conflict
• Unexpected problems

Their approach to challenges often says more about future performance than a list of achievements.

Were There Any Areas They Needed to Develop?

This question is often more revealing than asking about weaknesses directly.

Most references are reluctant to speak negatively about former employees, but they are often comfortable discussing development areas.

Pay attention to whether the feedback seems genuine and balanced.

Nobody is perfect. References that describe a candidate as flawless can sometimes be less credible than those offering thoughtful, constructive observations.

Would You Rehire Them?

This is one of the most valuable questions you can ask.

The answer is usually straightforward and difficult to avoid.

If the response is enthusiastic, it is generally a positive sign.

If the answer is hesitant or qualified, it may be worth exploring further.

Follow up by asking why.

Listen to What Isn’t Being Said

Reference checks are not just about the answers.

They are also about tone, hesitation, and enthusiasm.

For example:

• Did the referee answer confidently?
• Were they enthusiastic when discussing performance?
• Did they avoid certain topics?
• Did their answers sound rehearsed?

While you should never make decisions based on assumptions alone, these signals can provide useful context.

Watch for Inconsistencies

Reference checks should help verify information gathered throughout the hiring process.

If a candidate described themselves as a high-performing team leader but their reference focuses mainly on individual contributions, it may be worth investigating further.

Similarly, if achievements discussed during interviews are not recognised by previous managers, this could indicate that additional clarification is needed.

Consistency across interviews, CVs, assessments, and references often provides greater confidence in a hiring decision.

Know What Questions to Avoid

Reference checks must remain professional and relevant to the role.

Avoid questions relating to:

• Age
• Religion
• Ethnicity
• Marital status
• Family circumstances
• Health conditions
• Other protected characteristics

Focus solely on factors directly related to workplace performance and suitability for the position.

Use References as Part of the Bigger Picture

Reference checks should never be the sole basis for hiring decisions.

Even an excellent reference should not outweigh concerns identified elsewhere in the recruitment process.

Similarly, a less enthusiastic reference does not automatically mean a candidate should be rejected.

Instead, references should be used alongside interviews, assessments, skills testing, and other hiring evidence to create a complete picture of the individual.

Final Thoughts

A thorough reference check can provide valuable insights that interviews alone may not reveal.

By speaking with the right people, asking meaningful questions, and looking beyond surface-level responses, employers can make more informed hiring decisions and reduce the risk of costly mistakes.

While no recruitment process guarantees success, taking reference checks seriously can help businesses identify stronger candidates, avoid potential issues, and hire with greater confidence.