Guidelines for Performing Reference Checks
What this document covers
The Guidelines for Performing Reference Checks form provides a structured approach for employers to conduct thorough reference checks when hiring new employees. This form differs from generic reference check templates as it offers specific tips and legal considerations tailored to ensure a fair and compliant process.
What’s included in this form
- Documenting reference check details such as whom you spoke to, the date of the conversation, and the content discussed.
- Verifying applicant information, including job title, employment dates, salary, and job duties.
- Incorporating questions about workplace violence tendencies as a precautionary measure.
- Guidance on how to handle negative feedback while ensuring compliance with legal standards.
- Recommendations for asking rating questions to gauge applicant performance objectively.
When to use this form
This form is ideal for employers who are in the hiring process and need a reliable way to assess a candidate's background. It is particularly useful when candidates are selected for roles requiring trustworthiness and accountability. Use this form whenever you need to confirm the veracity of the applicant's claims and gather insights from their previous employers.
Who should use this form
This form is intended for:
- Human resources professionals involved in the recruitment process.
- Hiring managers seeking to make informed hiring decisions.
- Employers aiming to establish a consistent reference-checking process.
- Companies needing to ensure compliance with legal standards during hiring.
Steps to complete this form
- Gather the reference contact information and confirm that you have the candidate's consent to contact them.
- Conduct references uniformly, documenting all conversations in detail.
- Begin by verifying basic information about the applicant, including title and employment duration.
- Ask job-related performance questions and request ratings on specific aspects.
- Make a note of any negative information received and ensure it aligns with job-related competencies.
Notarization guidance
In most cases, this form does not require notarization. However, some jurisdictions or signing circumstances might. US Legal Forms offers online notarization powered by Notarize, accessible 24/7 for a quick, remote process.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Common mistakes to avoid
- Failing to document reference check details accurately, which can lead to disputes.
- Neglecting to verify all crucial information before making a hiring decision.
- Asking leading questions that may bias the reference's feedback.
- Not seeking clarification on vague or negative comments from references.
Advantages of online completion
- Ease of access to structured guidelines improves consistency in reference checks.
- Downloadable format allows for easy documentation and record-keeping.
- Designed by licensed attorneys, ensuring the form meets legal standards.
Legal use & context
- Employers are legally responsible for the consequences of their hiring decisions.
- Reference checks help mitigate the risk of negligent hiring claims.
- Maintaining objectivity and fairness in reference checks can safeguard against discrimination claims.
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FAQ
Verify the candidate's name. Confirm how they know the candidate. Ask what makes the candidate a good fit. Have the reference rank the candidate. Find out the candidate's strengths and weaknesses. Ask about the candidate's behavior. Take the process seriously. Conduct two verbal checks.
Identify yourself, your title, organization name and tell them you are calling about a reference for a candidate you are considering. Ask if now is a good time to talk or whether they would rather schedule a call at a later time.
What is/was your working relationship with the candidate? How long have you known the candidate? How would you describe the candidate's performance? What do you think are the candidate's strengths? In what areas do you believe the candidate could improve?
Create a word document that contains the reference check questions to attach to the email. Leave adequate space for the reference to provide a response. Personalize the questions to include the candidate's name and any details the reference might need to know to assist them in his/her response.
The highest praise you can give in a reference check is saying something like, 'I would hire this person in a heartbeat. This is a person I want on my team. ' Sometimes reference checkers ask about a candidate's weaknesses or press you to rank the candidate based on other employees.
A reference check can include several steps. The employer could simply verify dates of employment and job titles and dates of attendance at college and the degree attained.In the case of an in-depth check, your references can expect questions similar to those asked of job applicants during an interview.
Prior to An OfferEmployers will reach out to your references prior to offering a job so generally near the end of the hiring process. However, doing a reference check does not imply you will be receiving an offer.
Once you've identified the top two or three candidates through resume screenings and initial interviews, conduct the reference check before offering anyone the position. If the references confirm a candidate's skills, experience, and ability, then conduct a follow-up interview armed with that knowledge.
