The Art of Reference Checking: Get the Truth Behind the Resume

Reference checking is an essential step in the hiring process, far from being a mere formality. It’s an opportunity to validate a candidate’s skills, assess their compatibility with the team and company culture, and identify any potential areas of concern. A well-conducted reference check can provide clarity, filling in details that may not have surfaced during interviews. To ensure this process is as productive as possible, it's crucial to be strategic, focusing on nuances, employing open-ended questions, and understanding the unique value of each reference source.

One of the most insightful aspects of a reference check can be what’s not said. Silence, pauses, or hesitations during a conversation may hold as much significance as the words spoken, revealing areas where a reference may be reluctant or unsure. For instance, if a reference hesitates when asked about the candidate’s ability to manage stress, that moment of hesitation could suggest they’re withholding certain insights, either out of courtesy or discomfort. To navigate these situations, patience and gentle follow-up can be effective. Pausing yourself after such a moment can sometimes encourage the reference to elaborate. Alternatively, subtle prompts like, “Could you tell me more about that experience?” or “Was there a specific reason you hesitated?” may lead the reference to share insights they may not have volunteered initially. Attentive listening not only respects the reference but opens the door for them to express a fuller, and often more candid, view.

Another key aspect of reference checking is overcoming the tendency for references to give short, one-word answers. This is especially common when references are busy or unsure of how much detail to offer. Open-ended questions become valuable tools here, as they encourage the reference to move beyond simple affirmations or denials. Instead of asking yes-or-no questions like, “Were they reliable?” which can lead to simple responses, framing questions with, “Can you describe…?” or “How did they handle…?” allows for a narrative response that provides a deeper understanding of the candidate. For example, “How did they approach challenges on a particularly difficult project?” could prompt the reference to share a story, illustrating qualities such as resilience, creativity, or teamwork that wouldn’t have been highlighted in a shorter response.

The value of peer references is often debated, but they can add a unique perspective. Traditional references are typically supervisors or managers, focusing on results and professional impact, but peer references can reveal softer skills, such as communication, team dynamics, and flexibility in collaboration. Peers witness the daily interactions, morale, and influence a candidate has among colleagues—elements that might escape a supervisor’s notice. For roles heavily reliant on team-based work, cultural fit, or social fluency, a peer reference can offer essential insights. However, peer feedback is best used as a supplement, not a replacement, for supervisory references, as it lacks the hierarchical perspective on accountability and responsibility.

It’s also important to distinguish between the information you’ll receive from a supervisor versus a manager. Supervisors tend to have close, frequent contact with the candidate, observing their day-to-day habits, performance consistency, and immediate work ethic. They can give specific examples of task management, punctuality, and interaction with team members. In contrast, managers, who may be slightly more removed from daily work, can provide a broader, strategic perspective. They’re able to evaluate how the candidate’s work aligned with organizational objectives, assess their potential for future growth, and comment on their ability to contribute to larger projects. Together, these perspectives give a balanced view of the candidate’s current performance and future potential, making both types of references invaluable.

To gain even more from a reference check, thoughtful questions are essential. Rather than general queries, asking specific, targeted questions helps unlock insights into a candidate’s personal attributes, professional capabilities, and problem-solving skills. Examples of thoughtful questions include, “Can you share a time when they faced a significant challenge? How did they respond?” or “What type of environment do you think best supports their success?” These types of questions encourage the reference to go beyond basic performance and discuss resilience, adaptability, or learning style. A question like, “How did they contribute to team goals, and what made their contribution unique?” offers an opportunity for the reference to describe how the candidate’s strengths, such as leadership or initiative, stood out in the workplace.

Every reference check should have a clear purpose. Without defined goals, reference checks can become vague and lack direction, offering minimal value to the hiring decision. Before conducting the reference, take time to review interview notes, identify any areas that remain uncertain, and determine what aspects of the candidate’s background you need to verify. For instance, if you have concerns about a candidate’s ability to handle high-stress situations or work collaboratively, focus your questions on these areas during the reference check. Being purpose-driven ensures that you’re asking questions with intent, allowing the conversation to stay on track and yield useful information that directly impacts the decision-making process.

Finally, it’s important not to treat the reference check as an extension of the interview. When approached like a formal interview, references may feel compelled to provide guarded or superficial responses. Instead, try to set a conversational tone, expressing genuine interest in understanding the candidate and how they might fit within your organization. Explaining that the purpose of the call is to determine the best way to support the candidate if hired can make the reference more comfortable, promoting open dialogue. By reframing the conversation this way, references are more likely to share honest, candid insights, allowing you to make a more informed hiring decision.

In sum, reference checking is a strategic process requiring thoughtful questions, attentive listening, and a focus on specific hiring goals. It’s an art that, when done well, transforms reference checks from a mere formality into a powerful tool for confirming a candidate’s fit. When each reference is handled with care and purpose, you gain a well-rounded, detailed view of the candidate’s past performance and potential future contributions, turning the reference check into one of the most valuable steps in the hiring process.