Reference Checks: Sample Questions and Best Practices

Let’s be honest, reference checks don’t always get the attention they deserve. They can feel like an afterthought, a box to check at the end of a lengthy hiring process. I used to feel the same way. Early in my career, I remember rushing through a reference call, treating it as a formality. The hire ended up being a disaster. That experience taught me what many hiring managers eventually learn the hard way: reference checks are one of the most critical steps in hiring the right person and avoiding the wrong one.

The numbers back it up. Studies from SHRM and other HR experts show that a bad hire typically costs around 30% of an employee’s annual salary, or even more for senior or specialized roles. It’s not just about saving money. It’s about protecting your team and your company’s future. A good reference check can validate what you learned in interviews, highlight red flags, or uncover hidden strengths that tip the scales in a candidate’s favor.

If the idea of picking up the phone and calling references makes you cringe, you’re not alone. However, with the right approach (and the right reference check sample questions), you can transform what feels like a chore into one of the most valuable aspects of your hiring process.

In this guide, you’ll learn how and when to conduct a reference check, which questions to ask, and how to use the insights you gain to make smarter hiring decisions. Whether you’re a seasoned HR pro or a manager making your first hire, these tips will help you vet candidates with confidence.

Why Should You Check References?

When you’re interviewing candidates, you’re getting their story, how they see themselves, what they choose to highlight, and how they want to be perceived. But what you don’t get is a complete, unfiltered picture. That’s where reference checks come in.

Reference checks give you something interviews can’t: a third-party perspective grounded in real workplace experiences. They let you talk to someone who has actually seen the candidate in action, in the day-to-day grind, with all the complexities, pressures, and dynamics that don’t show up on a resume or come out in a rehearsed answer.

Even your best interview questions can only go so far. Some candidates will oversell their skills, while others will undersell themselves out of modesty. References help bridge that gap. A former manager or coworker can provide valuable insight into how the person communicates, collaborates, adapts to feedback, or handles pressure.

They’re also an opportunity to uncover information you didn’t think to ask in the interview. Perhaps the candidate played a pivotal role in launching a project similar to one your team is currently working on. Or perhaps their past manager shares a concern you didn’t know to explore, such as challenges with time management or handling ambiguity.

Most importantly, reference checks provide an opportunity to identify potential red flags before they become costly hiring mistakes. When done thoughtfully, they can confirm that you’ve found the right person or alert you to risks you might have missed.

Reference Checks vs. Background Checks

Both reference checks and background checks play a crucial role in making informed hiring decisions, but they serve very different purposes. One tells you whether a candidate meets basic criteria. The other tells you what it’s like to work with them.

A background check is all about verification. It confirms that a candidate is who they say they are and verifies details such as criminal history, employment dates, educational credentials, and professional licenses. It’s mostly factual, and in many industries, it’s non-negotiable.

A reference check, on the other hand, digs deeper. It goes beyond the facts to uncover how the candidate operates in a real-world environment. You’re learning how they handled feedback, how they worked with others, what their strengths were, and where they struggled. These are the things that don’t show up on a background report but often have the most significant impact on success in a role.

While third-party services typically handle background checks with a checklist approach, reference checks are personal and open-ended. They require a conversation and a thoughtful set of questions, which we’ll share later in this guide.

Relying on only one method gives you a lopsided view. Using both together provides a fuller and more reliable picture of who you’re about to hire.

Related: Best Background Check Software Options for Employers

When to Conduct a Reference Check

Timing is crucial when conducting reference checks. Wait too long, and you risk wasting time vetting someone who’s already accepted another offer. Start too early, and you may end up calling references for a candidate who never makes it past the second round.

The sweet spot is after the final interview and before the offer is made. By this stage, you’ve narrowed your search to one or two top contenders. You’ve already evaluated their skills, experience, and cultural fit. Now, the reference check helps confirm your impressions or uncover concerns you may have missed.

Conducting checks before extending an offer provides an additional layer of due diligence. It also provides you with the opportunity to ask follow-up questions if a reference raises a concern or provides information that alters your perspective on the candidate.

If you’re hiring for a highly sensitive position or one with significant leadership or security responsibilities, you may want to consider conducting reference checks earlier in the hiring process. But in most cases, waiting until you’re seriously considering a hire ensures you’re using your time and your reference contacts wisely.

And always let candidates know when you’re starting the reference check process. It’s a professional courtesy and a chance to reaffirm your interest in them while keeping them engaged.

Legal and Ethical Considerations

Reference checks can be incredibly useful, but they also come with legal and ethical responsibilities. What you ask, how you document responses, and how you use the information all matter.

• Always get consent before contacting references. Even if a candidate has provided names on their application, it’s best practice to confirm that you have permission to reach out. This protects the candidate’s privacy and builds trust in your hiring process.
• Stick to job-related questions. Focus only on information that is relevant to the candidate’s ability to perform the job. Asking about protected characteristics like age, marital status, religion, race, or sexual orientation is not only unethical but also illegal. 
• Keep it consistent. Use the same reference check process and set of core questions for each candidate applying to the same position. This helps you maintain fairness and avoid the appearance of bias or favoritism.
• Be mindful of defamation risks. If a reference provides negative feedback, refrain from sharing that information with anyone outside the hiring team. Record it objectively, and if a candidate is rejected based on a reference, document the reason in clear, job-related terms.
• Know your local laws. Some states limit what past employers can legally disclose during a reference check; others provide protections for those giving honest, job-related feedback in good faith. If you’re unsure, a quick check with legal counsel or your HR department can go a long way.

Reference checks are powerful, but they must be handled with care. Maintaining a respectful, job-focused, and legally sound process will protect your company and provide a better experience for everyone involved.

Pros of Checking References

• Gain a clearer picture of the candidate’s performance. Reference checks provide access to someone who has seen the candidate in action. You’ll get a more accurate view of how they perform on the job (what they excel at, how they collaborate, and how they respond to challenges).
• Uncover valuable insights that interviews may miss. Even the most thorough interview can’t cover everything. Reference conversations can reveal details about work habits, communication style, or past accomplishments that were not discussed or only briefly mentioned during your initial discussions with the candidate.
• Validate strengths and identify areas for development. Talking with a former manager or peer helps you confirm the candidate’s strengths and spot any recurring themes. It can also shed light on areas where they may need support in their new role, helping you better plan for onboarding and success.
• Assess cultural fit and adaptability. Beyond job performance, references provide insight into how the candidate interacts with others and adapts to various environments. You’ll learn whether their personality and working style align with your team and company culture.
• Spot red flags before they become costly mistakes. If a reference hesitates or expresses concerns about an individual’s attendance, teamwork, or accountability, it may be worth digging deeper. Reference checks give you a final chance to surface potential issues that didn’t appear in interviews or on a resume.

Cons of Checking References

• References are often handpicked for positivity. Most candidates only list people they know will speak highly of them, which can skew the results. You may not get the full picture, especially if the candidate had a more complicated work history.
• The process can be time-consuming. It’s not always easy to track down references. You may encounter missed calls, slow email replies, or delays that extend your timeline, especially when coordinating across time zones or managing a busy schedule.
• Some companies limit what references can say. Certain organizations have strict HR policies that restrict what former managers can share. In many cases, references are only allowed to confirm employment dates and job titles, which limits the amount of insight you can actually gain.
• Feedback can be vague or overly cautious. Even when you do connect, not every reference will be candid. Some may avoid sharing anything even remotely critical, fearing legal repercussions or awkwardness, leaving you with surface-level input that doesn’t add much to your evaluation.

How to Conduct a Reference Check

A great reference check isn’t just about asking the right questions; it’s about setting the stage for an open, productive conversation. Here’s how to conduct a reference check that yields honest and useful feedback while maintaining a smooth and professional process.

1. Confirm permission from the candidate. Before reaching out, double-check that the candidate knows which references you’ll be contacting. It’s respectful, and in some cases, necessary to stay compliant with privacy guidelines.
2. Choose the most relevant references. Aim to speak with people who’ve worked closely with the candidate, preferably a direct manager. Prioritize references who can discuss the type of work the candidate would be doing in your role.
3. Reach out with context. When you first connect, please introduce yourself and briefly explain your company, the position you’re applying for, and what you hope to learn. Giving context helps the reference provide more specific and helpful responses.
4. Prepare open-ended, job-related questions. Keep your questions focused on how the candidate performed in past roles—no yes/no questions or personal topics. Ask about responsibilities, strengths, challenges, communication style, and team collaboration.
5. Take notes and listen between the lines. Some of the most helpful feedback comes from tone and hesitations. Pay attention to how the reference responds, not just what they say; if something seems vague or glossed over, don’t be afraid to ask follow-up questions.
6. Wrap up with a closing question. Always end with, “Is there anything else I should know?” It gives the reference one last chance to share anything they may have been holding back and often leads to the most candid responses.
7. Document and reflect. Summarize your notes and consider how the reference’s feedback aligns or conflicts with what you learned in interviews. Use this information as one part of the overall decision-making process.

A well-run reference check can be the difference between hiring someone good and hiring someone great. It’s worth doing right.

Best Practices for Reference Checks

A thoughtful and well-structured reference check demonstrates professionalism and respect for both the candidate and the reference. Follow these best practices to maximize the value of the process while ensuring the protection of everyone involved.

• Give the candidate a heads-up. Even if reference checks are expected, let the candidate know when you plan to reach out. It reinforces transparency and gives them a chance to notify their contacts.
• Stick to the approved list. Avoid reaching out to anyone not provided by the candidate, especially former colleagues you’ve found on LinkedIn. Unless you’ve discussed it with the candidate or already have an established connection, it’s risky and can damage trust.
• Start with context. When you first speak with a reference, explain who you are, your company, and what kind of position the candidate is being considered for. This helps the reference tailor their feedback to the job at hand.
• Ask open-ended questions. The best answers come from questions that invite conversation. Prompts like “Can you describe…” or “Tell me about a time when…” are far more effective than yes-or-no queries.
• Stay away from legally sensitive topics. Never ask questions that touch on age, race, gender, marital status, religion, or sexual orientation. Keep the conversation strictly focused on professional performance and behavior.
• Be consistent across candidates. Use the same core questions when comparing final candidates for the same role. This ensures a fair process and provides a better basis for evaluating responses.
• Document what you learn. Take clear, objective notes during your calls. These will come in handy if you need to revisit your decision later or share feedback with your hiring team.

Done right, reference checks are strategic. They give you the final insight you need to hire with confidence.

Sample Reference Check Questions

Once you have a reference on the line, it’s time to gather meaningful details. The following reference check sample questions are designed to provide a well-rounded picture of a candidate’s strengths, areas for growth, and overall fit for your organization. These questions are categorized by the qualities most employers want to assess.

General performance

What was your working relationship with the candidate?

Start with this question to understand the context of the reference’s feedback. Did they manage the candidate? Work alongside them? Their role will shape the depth and perspective of their answers.

What were the candidate’s key responsibilities in their role?

This helps you verify the accuracy of the resume and learn how the candidate’s day-to-day work aligns with the responsibilities of the position you’re hiring for.

How would you describe the candidate’s overall performance?

Ask for specifics about the quality of work, the ability to meet goals, and consistency. It gives you a high-level snapshot and helps uncover patterns in behavior.

Work ethic and reliability

How dependable was the candidate in terms of attendance, meeting deadlines, and following through?

Reliability is often one of the clearest indicators of long-term success. Use this question to probe for any concerns with punctuality or accountability.

How did the candidate handle feedback or criticism?

Look for examples that show emotional maturity and willingness to grow. Listen closely for signs of defensiveness or challenges in receiving direction.

What kind of work environment or pace did the candidate thrive in?

This helps identify whether they’ll succeed in your company’s structure, especially if the role requires multitasking, autonomy, or collaboration.

Leadership (if applicable)

Did the candidate have any leadership responsibilities? If so, how did they handle them?

If the role involved managing others, dig into their approach. Were they hands-on or more strategic? Supportive or highly directive?

How did they approach mentoring or developing team members?

Even in non-managerial roles, a strong candidate often inspires and lifts those around them. This question uncovers whether they contributed positively to team growth.

Can you share an example of how they handled a conflict or challenging team situation?

This reveals how they respond under pressure and whether they can maintain professionalism when things get tough.

Culture fit and departure

How would you describe the candidate’s communication and collaboration style?

Find out whether they were approachable, proactive, or more reserved. The goal is to assess whether their style meshes with your team’s dynamics.

What kind of team or culture did they work best in?

Sometimes great employees end up in the wrong environment. This question can help determine whether the candidate is likely to thrive or struggle with your company culture.

Why did the candidate leave your organization?

If the reference is willing to share, this can give you an honest perspective on the departure. Please be respectful, as not all companies permit references to disclose this information.

Is there anything else you think I should know before making a decision?

Ending with an open-ended question often leads to the most candid feedback. Allow space to share any final thoughts or reservations.

Red Flags to Watch Out For

Reference checks can confirm your confidence in a candidate, but they can also raise warning signs you didn’t spot during interviews. While no one is perfect, specific responses or patterns in reference conversations may indicate that a candidate isn’t the right fit. Be aware of these common red flags.

• Vague or overly generic feedback. If a reference struggles to provide specific examples or repeatedly gives canned responses, such as “They were fine” or “They did their job,” it may suggest that the candidate didn’t leave a lasting impact, or worse, that the reference is being intentionally cautious.
• Hesitation before answering. Long pauses, backtracking, or unclear phrasing may signal discomfort. Listen closely to both tone and words; if something sounds off, don’t ignore it.
• Inconsistencies with the candidate’s story. If the reference shares details that conflict with what the candidate told you, like job titles, dates of employment, or major accomplishments, it’s worth revisiting the discrepancy with the candidate directly.
• Lack of enthusiasm. A strong reference usually sounds engaged and confident. If the tone is flat or the reference avoids offering praise, it could indicate that the candidate underperformed or left on poor terms.
• Reluctance to answer key questions. If a reference avoids questions about reliability, communication, or teamwork, that’s a clue that those may have been problem areas. While some companies limit what can be shared, repeated deflections often speak volumes.
• No willingness to rehire. If you ask, “Would you rehire this person?” and the answer is no, or worse, the reference dodges the question, it’s time to dig deeper.

One red flag doesn’t always mean disqualification. However, when multiple concerns arise or a reference raises an issue tied to a key requirement of the job, it’s essential to take those signals seriously before making a final decision.

How to Use Reference Checks Insights in Hiring Decisions 

Reference feedback is most useful when viewed as part of the full hiring picture, rather than the whole story. So, how do you take what you learn and make it actionable?

Start by comparing it to what you already know

Do the references’ comments align with what you heard in interviews? Do they support or contradict what’s on the candidate’s resume? When things match up, that consistency helps build confidence in your decision. When they don’t, it’s a cue to ask follow-up questions before moving forward.

Focus on patterns, not one-off comments

Maybe one reference mentioned a concern about time management, but two others praised the candidate’s organization. Don’t weigh a single comment too heavily. Instead, look for recurring themes, whether positive or negative, that can guide your decision-making.

Weigh insights against the demands of the job

If a reference points out that the candidate struggled in a fast-paced environment, and your team operates under tight deadlines, that could be a concern. On the other hand, a candidate who required more guidance in a previous role might thrive under stronger mentorship in your organization.

Use feedback to plan for onboarding

Even if a reference uncovers a growth area, it doesn’t have to be a deal-breaker. Instead, use that information to create a more targeted onboarding experience. Knowing where a candidate might need support sets them up for a better transition and shows them you’re invested in their success.

Ultimately, the goal isn’t to find a “perfect” candidate. It’s about finding someone whose strengths align with your team’s needs and whose areas for development can be addressed. Reference insights help you make that judgment call with more clarity and confidence.

Related: Effective Onboarding Strategies to Set Your New Hires Up for Success

Let 4 Corner Resources Handle the Vetting Process

Reference checks are important, but they’re just one piece of a hiring process that can take up more time and energy than most teams have to spare. That’s where we come in.

When you work with the staffing professionals at 4 Corner Resources, we handle the heavy lifting for you. From sourcing and screening to conducting reference checks and delivering top-tier candidates, we take care of the details so you can stay focused on growing your business.

With over two decades of experience, our recruiters know how to find the right people for the right roles, and we take pride in offering hiring solutions that are both strategic and personalized. Whether you’re hiring for a single role or building a whole team, we’re here to help.

Have questions about how staffing works? Not sure if working with a recruiter is the right move? We’d love to talk. Contact us today and let’s find your next great hire.

About Pete Newsome

Pete Newsome is the President of 4 Corner Resources, the staffing and recruiting firm he founded in 2005. 4 Corner is a member of the American Staffing Association and TechServe Alliance and has been Clearly Rated's top-rated staffing company in Central Florida for the past five years. Recent awards and recognition include being named to Forbes’ Best Recruiting Firms in America, The Seminole 100, and The Golden 100. Pete recently created the definitive job search guide for young professionals, Get Hired In 30 Days. He hosts the Hire Calling podcast, and is blazing new trails in recruitment marketing with the latest artificial intelligence (AI) technology. Connect with Pete on LinkedIn