When (and How) to Ask for References
Don’t wait until the very end; ask once a candidate is on your short list. Generally, this occurs after initial interviews (when you have identified the top candidates) or just before a final interview. Asking for references at the ‘short-list stage’ can save you a considerable amount of time. If discrepancies or red flags arise during the reference check, you can trim your list before investing more time in interviews.
First, be clear that references are required to move forward. This sets the expectation up front. When you make the request, be specific about who you want to speak with. Finally, frame it as a positive step: let the candidate know that reference stories can showcase their strengths and differentiate them from other applicants.
Tip: When reaching out by phone or email, request as much contact information as possible (full names, titles, phone numbers, emails) to contact each reference easily.
How Many References and Which Ones Matter
Typically, two to three references are enough to get a balanced view. Too few and you might miss something; too many and you waste time. With three references, you can triangulate opinions and spot inconsistent stories if someone is embellishing.
As for types of references, think beyond just previous bosses. Relying only on a supervisor’s perspective isn’t sufficient. You want a 360-degree view. Aim for at least one former manager and one other professional contact. Colleagues and subordinates can vouch for teamwork and leadership: for example, a peer can honestly say if the candidate pitches in when others need help. Clients or customers are gold for sales/service roles: a satisfied client can confirm the candidate’s customer-handling skills and sales results.
In summary, target a mix like:
Former supervisors/managers. They verify job titles, dates, performance, and big-picture behavior.
Peers/colleagues. They confirm teamwork, attitude, and day-to-day work habits.
Clients or customers (especially for sales/service). They show how the candidate deals with people outside the company.
Direct reports (if hiring a manager). They reveal leadership style.
(Generally, avoid personal references and stick to professional contacts.)
Key Questions to Ask When Checking References
Good reference-check questions are open-ended and tailored to the role you’re hiring for. Start with the basics to verify facts, then probe strengths, reliability, and people skills. For example, Indeed and GoodHire suggest questions like:
Employment facts: “How long did the candidate work for your company, and what was their role?”.
Rehire and general impression: “If you had the chance, would you hire this person again? Why or why not?”.
Strengths/weaknesses: “What are [Name]’s biggest strengths? What areas could use improvement?”.
Work style and reliability: “How did [Name] approach their daily work or tasks? Could you describe their reliability in meeting deadlines and goals?” & “Can you share how [Name] performed on their sales targets or project goals?”
Team and culture fit: “How well did [Name] work with peers and leaders?” & “Did [Name] work better on a team or independently?”
Adaptability and feedback: “How does [Name] respond to feedback or challenges?”
Communication and customer skills: “Was [Name] a clear communicator? Can you give an example?”
Why they left: “Why did [Name] leave your company?”.
Your reference-check call might sound like: “Thanks for talking. To start, can you confirm [Name]’s job title and dates here? Would you hire them again if you could? What were their main strengths? How did they get along with others on the team? And can you share an example of a challenge they faced and how they handled it?” Tailor follow-ups based on the answers you get.
Red Flags and Green Flags in Reference Feedback
Not all reference answers are equally reliable. It's important to read between the lines. Here are warning signs (red flags) and positive signs (green flags) to watch for:
🚩 Vague or minimal answers. If the reference gives one-word responses (“They were fine,” “No problems,” “I guess so”) or dodges specifics, that’s a red flag. You want detail, not just blank praise.
🚩 No rehire or hesitation. References who say they wouldn’t hire the candidate again, or hesitate when asked, suggest problems. Always follow up with a “why not?”
🚩 Blaming others or deflecting. If the reference consistently blames coworkers or never admits any issues on their end, keep that in mind regarding their credibility. It can mean neither party is taking responsibility.
🚩 Frequent absences without explanation. If the reference repeatedly mentions sick days or tardiness, be cautious; it could hint at ongoing issues.
🚩 Contradictions or missing info. If what the reference says doesn’t match the resume or what the candidate told you (dates, titles, achievements), that’s a problem.
✅ Specific examples and enthusiasm. Good signs include the reference telling concrete stories (“She closed a big $X deal,” “He helped train new hires”) or describing clear achievements. Specifics signal real engagement.
✅ Willingness to elaborate. An open, communicative reference, someone who gives detail, offers examples, or even volunteers another reference (“You can also chat with [Name]’s former sales manager”) is golden.
✅ Consistency with other info. When different references highlight the same strengths (e.g., work ethic, customer focus), that’s a reliable pattern.
✅ Positivity with nuance. It’s okay if a reference mentions a candidate's weakness, as long as it's accompanied by context or a silver lining. For instance, admitting “He was quiet at first but then really learned to speak up” can actually be better than a suspiciously all-positive review.
In short, look for references that sound genuine. If all you get are superlatives with no backup, stay alert. And remember: any red or green insight should fit into what you observed in interviews. Use reference feedback to confirm or challenge your impressions, not replace them.
Documenting Reference Checks for Compliance
Record everything. Good documentation helps you make a fair hire and protects your company. Before calling a reference, note the reference's name, title, and the method of contact. During the call, take organized notes: record the date/time, the reference’s role, and summarize answers to each question. Keep the tone factual and objective. Any reference you give or record should be “fair and accurate”. (Even though you’re receiving the reference, it’s wise to avoid legal pitfalls by sticking to verifiable performance facts.) Feel free to use the “Comments & Activity” tab in the applicant's profile to detail your notes there for decision-making. Always obtain the candidate’s permission to contact references beforehand and document that consent, as required by some regions.
Finally, be mindful of laws: comply with anti-discrimination rules (don’t ask about anything non-job-related, and ignore any mention of protected traits). Good record-keeping (dates, who spoke to whom, what was said) not only helps you remember details, but it also protects your company if someone later questions the hiring process.
Thorough reference checks are well worth the effort. By asking politely at the right time, choosing the right people to contact, asking insightful questions, listening for red/green flags, and keeping careful records, you’ll add data points that help you make smarter hiring decisions.
If you have any additional questions regarding this article please feel free to reach out, we are here to help.
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