What is a reference check?

A reference check is a step in the hiring process where an employer contacts a candidate’s previous employers, managers, or professional contacts to verify work history, skills, and overall job performance. The goal is to gain insights beyond what’s listed on a resume or shared during an interview.

For small business owners, reference checks can help avoid costly hiring mistakes by confirming that a candidate is reliable, qualified, and a good fit for your team.

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Why do employers conduct reference checks?

A resume and a great interview can tell you a lot—but not everything. A reference check helps fill in the blanks by:

Verifying a candidate’s employment dates and job titles
Confirming job duties and level of responsibility
Understanding how the candidate worked with others
Identifying strengths and areas for growth
Getting a feel for reliability, attitude, and work ethic

These insights can give you more confidence in your hiring decision—or help you spot red flags.

When should a reference check happen?

Typically, employers conduct reference checks after the interview process and once they’ve narrowed down the final candidates. It’s usually one of the last steps before making an official offer.

Some employers also conduct reference checks after making a conditional job offer, especially in roles requiring background checks or additional screenings.

What questions should you ask during a reference check?

A good reference check should feel like a professional conversation. Focus on open-ended questions that provide meaningful feedback. Here are a few examples:

Can you confirm the candidate’s role and employment dates?
What were their main responsibilities?
How did they handle feedback or challenges?
How would you describe their communication or teamwork style?
Would you rehire them if you had the chance?

Avoid overly personal or legally sensitive questions. Keep it professional, consistent, and fair across all candidates.

How to conduct a reference check

Here’s a simple process to follow:

Get consent – Always ask the candidate for permission before contacting references.
Schedule the call – Reach out via email or phone to set a convenient time for the reference.
Prepare your questions – Use a consistent list of questions for every candidate.
Take notes – Document what you learn so you can compare candidates objectively.
Evaluate the feedback – Look for patterns or standout comments that align (or conflict) with what the candidate told you.

Using a structured approach ensures fairness and helps you make confident decisions.

Are reference checks necessary?

They are, especially for small businesses where every hire has a significant impact. It’s your chance to verify the information and gain a valuable perspective before hiring. When done well, it can prevent surprises and help guarantee you’re bringing the right people onto your team.

A reference check can:

Confirm a candidate’s qualifications
Uncover potential red flags
Highlight how someone might fit into your team culture
Offer reassurance before extending an offer

Even if everything checks out, the conversation can provide peace of mind that you’re making the right call.

How Homebase helps with hiring and onboarding

The hiring process doesn’t stop once you’ve found a promising candidate. With Homebase Hiring, you can keep the momentum going by:

Posting to multiple job boards with one click
Tracking applicants and resumes in one place
Using built-in templates for interview and reference check questions
Sending onboarding documents and new hire paperwork automatically

Try Homebase Hiring to make your hiring process faster, smarter, and more organized.

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