How to ask the right reference check questions

A reference check is often the last step before you make an offer, and the questions you ask decide whether it tells you anything new. Good reference check questions confirm what a candidate told you at interview and fill the gaps an interview can’t. They also give you a clearer picture of how the person works day to day.

This guide covers what a reference check is, the questions to ask a referee, what to avoid and how to keep the process fair and compliant. If you’re a job seeker, we’ve also included some tips for choosing and preparing referees.

What is a reference check?

A reference check is a conversation with someone who has worked with your candidate, usually a former manager or supervisor. Its purpose is to confirm the candidate’s experience and get an independent view of their skills, reliability and conduct.

Most employers check references after the final interview, once they have a preferred candidate. Two referees is a common request. Checks are usually done by phone, though some employers use written or online questionnaires.

Before you contact referees: consent & privacy

Ask the candidate for permission before you contact anyone, and agree on who you’ll speak to. Contacting people the candidate hasn’t nominated can damage trust and create privacy issues.

The Privacy Act applies to information you collect about job applicants. The employee records exemption doesn’t cover unsuccessful applicants, so treat reference notes as personal information. Collect only what you need for the hiring decision, store it securely and don’t use it for anything else.

The Privacy Act exempts some small businesses, but following the same practices still protects both you and the candidate.

Reference check questions to ask

Choose questions that relate to the role, and ask every referee for the same position the same core questions. It keeps the process fair and makes answers easier to compare. The questions below are grouped by what you’re trying to find out.

To confirm the role and the referee’s view of it

Start by checking that the referee knew the candidate’s work well enough to comment, and that the role matches the resume.

• How do you know the candidate, and how long did you work together?
• What was their role, and what were their main responsibilities?
• Did you supervise them directly?

To understand their skills and performance

These questions show how well the candidate did the job and where they needed support.

• What were their main strengths in the role?
• Can you give an example of a piece of work they did particularly well?
• Where did they have room to improve, and what support helped them?
• How did they handle a heavy workload or competing deadlines?

To see how they work with others

Use these to learn how the candidate fits into a team and handles pressure from the people around them.

• How did they work with colleagues and customers?
• How did they respond to feedback?
• Can you describe a time they handled a disagreement or a difficult situation?

To check reliability and conduct

These cover attendance and anything that might affect safety or trust at work.

• How would you describe their reliability and attendance?
• Were there any concerns about their conduct or safety at work?

To help you make the decision

Finish with questions that bring everything together.

• Why did they leave the role?
• Would you employ them again if a suitable role came up?
• Is there anything that would help them succeed in the role we’re hiring for?

Add two or three questions based on the job itself. If the role involves leading a team, ask how the candidate managed people. If it’s customer-facing, ask for an example of how they handled a complaint.

Reference check questions to avoid

Don’t ask referees about anything linked to a protected attribute. Under the Fair Work Act, employers can’t take adverse action against a prospective employee for discriminatory reasons, and the protected attributes include age, disability, pregnancy, family or carer’s responsibilities and religion, among others. State and territory anti-discrimination laws also apply to recruitment.

That rules out questions such as:

• How old is the candidate?
• Do they have any health issues?
• Are they planning to have children?
• Did they take much time off for family reasons?

If a referee volunteers information like this, don’t record it or factor it into your decision. Keep the conversation focused on how the candidate did the job.

How to interpret the answers

What a referee doesn’t say can be as telling as what they do say. Long pauses, vague praise or answers that don’t match the candidate’s account call for a follow-up question asking for a specific example. Weigh the reference alongside the interview and any work samples, and look at the big picture when making a decision.

A simple reference check template

Use the same structure for every call so your notes are easy to compare.

Tips for running reference checks well

• Call rather than email. You’ll hear tone and hesitation, and you can ask follow-up questions
• Confirm who you’re speaking to. Where you can, reach the referee through their organisation’s main number
• Keep it short. Most referees are busy, so a focused 15-minute call usually covers what you need
• Take notes during the call. Record what was said, not your interpretation of it

For candidates: how to choose and prepare your referees

If you’re on the hunt for your next job, think carefully on who to put down as a reference, and give them the heads-up.

• Choose recent managers or supervisors who saw your work first-hand and can give specific examples
• Ask before you list anyone. When you ask someone to be a reference, explain the role you’re applying for and check they’re comfortable speaking about your work
• Brief them on the job. Send the job ad and remind them of projects or results that are relevant to it
• Give them a heads up when an employer is likely to call, so they’re ready

If you’re still applying or attending interviews, read our guide on addressing key selection criteria, and answering interview questions with the STAR method.

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Sources

• Employee records exemption, Office of the Australian Information Commissioner
• Protection from discrimination at work, Fair Work Ombudsman