- Familiarize yourself thoroughly with the information the candidate has already provided, including the application, resume, and interview responses. Identify areas that require elaboration or verification.
- Set up a telephone appointment with one or more references provided by the candidate.
- If requested, send a written consent from the candidate and the job description in advance of your telephone call.
- Write down your questions before you call, highlighting the information you want verified or expanded upon.
Note: Make your reference checks before the final selection is made.
2. Set up an environment that encourages the reference to respond willingly, cooperatively, and honestly.
Begin your conversation on common ground by referring to information that has already been provided by the candidate. For example:
- "John Doe has asked us to speak with you regarding information he has already shared with us during the interview process."
- "I'm calling to verify information provided by Mary Roe."
- Describe the responsibilities, duties, and working environment of the position for which the candidate has applied.
- After describing the position, ask, "Given our requirements, what is your assessment of the candidate's qualifications for the job?"
- If you get a general response ("She's great!"), follow up with a specific question ("What did she do to merit that compliment? or "Why did she leave?" or "How have things changed since she left?")
- If the reference provider declines to answer a question, ask if someone else might be able to share information about the topic.
- Ask questions that are specifically job-related. There are legal ramifications if you ask illegal/ inappropriate questions that may have to do with race , color, national origin, religion, sex, physical or mental disability, medical condition, ancestry, marital status, age, sexual orientation, citizenship, or status as a covered veteran.