Background checks and reference checks

Reference checks give the employer an objective evaluation of the candidate and can determine how well the candidate has done in previous positions. When you interact with a candidate’s reference, you can share some of the responsibilities of the position to be sure that this candidate meets the requirements of your position. You can collect information about past job performance to make an informed decision about whether the candidate is the right fit for your program.  

Reference checks can:  

• Verify the information the potential candidate has provided
• Offer additional information on a candidate's skills, performance, knowledge
• Learn work history from a source other than the candidate
• Help the employer assess the candidate's potential for success in the position 

After an interview, you will want to get the candidate's permission to conduct the reference check and ask them for a minimum of 3 references with contact information. This can be done in email as a follow-up after the interview process is complete, once you have determined that you want to keep the process going with this candidate. 

Example Reference List Request to Candidate  

Dear Whitney,  

It was great speaking with you yesterday about the open lead teacher role in Little Loves Child Care Center. At your earliest convenience, please send a list of three references and their contact information. References may include past supervisors and others who have worked directly with you in your current or previous roles.  

Thank you, [Your name] 

Ways to complete reference checks: 

 Once you receive contact information for each reference, there are several ways that you can attempt to speak with the individuals. Many people like to send an introduction email offering to speak over the telephone or send questions in writing. Remember, the reference is doing both you and the candidate a courtesy, so be respectful of their time. 

• Telephone. Talking over the phone with a candidate’s reference can give you lots of insight into the person you are considering. Taking the time to conduct a phone reference can provide you with detailed, comprehensive information and is a more intensive screening for candidates. Call the reference and identify yourself by title and your organization and tell them the purpose of your call. Check to see if this is the best time for the reference to spend a few minutes talking with you about the candidate. If not, then make an appointment for a time that works better for you both.
• Email. Write an email introducing yourself and your program to the candidate’s reference. Share the questions you have about the candidate and state the date of when you need their response. An email allows the candidate’s reference to complete their response at their leisure and to seek out their company’s approval as some agencies have protocols regarding providing reference checks of current or former employees.
• Form. You can also choose to use a form format when seeking reference checks. A system such as Google Forms can allow you to pre-assign questions to be completed and then you can send a link to the form to the candidate’s references. This method will allow you to ask the same question of each reference and collect all of the responses in one place. You can always follow up by phone call if you need more in-depth answers.  

Sample outreach email  

Dear [past employer's name],  

I am ____________________ from _______________________ I am sending this email to conduct a reference check for [candidate's name], as they are currently interviewing for [position name] with our company. [Candidate name] listed you as a relevant reference and mentioned that you may provide some valuable insight into their experience working in your organization.   

Specifically, I want to ask about the skills and experience that [candidate's name] displayed while working for your organization.   

Please let me know if you would be available for a phone call or if you would prefer that I send questions over in an email. [offer some times you are available]  

Thank you and I appreciate in advance your time to complete this reference check.  

Sincerely,  

[Your name] 

Some sample questions you could ask:  

• How long have you known the candidate?
• In what capacity do you know the candidate?
• What were some of the candidate’s responsibilities? (Assuming the reference is a former co-worker or supervisor)
• Please describe the candidate's overall job performance.
• What are some of the candidate’s strengths?
• Where are some of the candidate’s areas for growth?
• In your experience, how does the candidate respond to feedback?
• Tell the reference a little bit about the position and then ask the reference how they see the candidate performing in this role.
• Is the candidate eligible for rehire with your organization?
• Is there anything else I should know about the candidate?
• Given the opportunity would you hire the candidate again? 

You may have other things that you will want to know or some of these questions may not be as relevant to your position. Spend some time thinking about what’s most important for you to know about this candidate. 

Tips for conducting reference checks: 

 Be clear in your purpose of calling or reaching out to the reference. 

• Briefly describe what will be asked.
• Plan the questions carefully and ask them open-ended.
• Take detailed notes.
• Thank the reference for their voluntary time.   

Disclaimer 

The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.