Reference request templates toolkit

What is a Reference Request?

A reference request is a formal inquiry made by a prospective employer to a candidate's previous employers, supervisors, colleagues, or other individuals who can provide insight into the candidate's character, work ethic, skills, and performance.

When a candidate applies for a job or is being considered for a position, the hiring organisation may request references to verify the candidate's qualifications and suitability for the role. Typically, the candidate will provide the contact information for their references, and the hiring organisation will reach out to them directly to solicit feedback.

Key aspects of a reference request include:

1. Contact Information: The hiring organisation will request the names, job titles, and contact information of the candidate's references, including phone numbers and email addresses.

2. Permission: Before reaching out to references, the hiring organisation may ask the candidate to provide written consent or authorisation to contact their references.

3. Questions: The hiring organisation may provide a list of specific questions or topics they would like the references to address, such as the candidate's job performance, strengths and weaknesses, work habits, communication skills, and overall suitability for the role.

4. Confidentiality: Both the candidate and the references expect the information shared during the reference check to be treated confidentially and used solely for the purpose of evaluating the candidate's qualifications.

5. Professionalism: The hiring organisation should conduct reference requests in a professional and respectful manner, respecting the time and privacy of the references and adhering to any legal or regulatory requirements regarding reference checks.

Reference requests play a crucial role in the hiring process by providing valuable insights into a candidate's past performance and character. They help employers make informed hiring decisions and mitigate the risk of hiring individuals who may not be a good fit for the organisation. For candidates, strong references can validate their qualifications and enhance their credibility as potential employees.

Reference request templates are essential for managing a low-risk, compliant Reference request process.

Common mistakes

Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.

• Requesting references too late – Delaying checks until the proposed start date is close and leaving insufficient time to resolve issues.
• Asking inconsistent questions – Seeking materially different information from different referees without a clear reason.
• Relying entirely on a reference – Treating a positive reference as a substitute for the wider recruitment assessment.
• Ignoring confidentiality – Sharing reference information more widely than is necessary.
• Failing to verify the source – Accepting information without taking reasonable steps to establish that the reference is genuine.
• Overlooking discrepancies – Failing to investigate significant differences between an application and the information provided by a referee.
• Requesting inappropriate information – Seeking personal or sensitive information that is not relevant to the recruitment decision.
• Failing to record the check – Not documenting when references were requested, received and considered.

What is a typical reference request process workflow?

Here we show you which resources to use to effectively request a reference, taking into account the different decisions and directions that are likely / possible.

Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.

FAQs

What is an employment reference?

An employment reference provides information about a candidate's previous employment. References can help verify information provided during recruitment and support a wider pre-employment assessment.

Can an employer request a reference?

Yes. Employers can normally request references as part of recruitment, provided candidates' personal information is handled appropriately.

Does a candidate need to consent to a reference?

Employers should normally obtain appropriate consent before requesting references from previous employers, particularly where personal information will be processed.

Can a previous employer refuse to provide a reference?

There is generally no legal requirement for an employer to provide a reference unless a specific obligation applies. Employers should have a consistent approach to reference requests.

What should an employer ask for in a reference?

Reference requests should focus on relevant information such as dates of employment, job title and, where appropriate, role-specific information.

Why use HRDocBox to support reference requests?

HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective reference requests with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.