Most reference checks are a waste of time. You call, they confirm dates, you hang up. Nothing useful learned.
The problem? Wrong questions. References are prepared for "What are their weaknesses?" They're not prepared for "Tell me about a time they struggled with feedback."
This guide gives you 25 questions that get real answers—plus the red flags that should make you dig deeper.
Setting Up the Call
Who to Ask For
How to Start the Call
"Hi [Name], thanks for taking the time. [Candidate] is a finalist for [Role] at [Company]. I'd love to hear about your experience working with them.
This call is confidential. I'll ask a few specific questions—shouldn't take more than 15 minutes. Ready to start?"
The 25 Questions
Verification Questions (Start Here)
1. "Can you confirm [Candidate]'s title and dates of employment?"
Establishes accuracy of resume. Red flag if they hesitate or correct significant details.
2. "What was your working relationship? How often did you interact?"
Validates they can speak meaningfully about the candidate.
3. "Why did they leave your organization?"
Cross-check with candidate's story. Inconsistencies = investigate further.
Performance Questions
4. "What were their greatest strengths?"
Listen for specifics. Vague praise = weak endorsement.
5. "What areas would you suggest they work on?"
Better phrasing than "weaknesses." Gets more honest answers.
6. "What was their biggest accomplishment while working with you?"
Should align with what candidate told you. Specific = credible.
7. "How did they handle a significant challenge or setback?"
Reveals resilience and problem-solving under pressure.
8. "On a scale of 1-10, how would you rate their overall performance?"
Forces a concrete assessment. Anything below 7 = concern.
Work Style Questions
9. "How would you describe their communication style?"
Written? Verbal? Does it match your team's needs?
10. "How did they work with colleagues at different levels?"
Reveals how they adapt communication and handle hierarchy.
11. "Tell me about a time they received critical feedback."
Key question. Do they learn from feedback or get defensive?
12. "How reliable were they with deadlines and commitments?"
Hesitation here = reliability concerns.
13. "Did they require close supervision or work well independently?"
Match to your management style and role needs.
Team & Culture Questions
14. "How did they handle conflict with team members?"
Everyone has conflict. The question is how they handle it.
15. "What kind of work environment brought out their best?"
Match to your actual environment.
16. "How did they contribute to team culture?"
Positive contributor? Neutral? Negative energy?
The Most Important Question:
17. "Would you hire them again?"
Anything other than an immediate "yes" is a yellow flag. Listen to what comes after. "Yes, but..." is very different from "Absolutely, without hesitation."
Role-Specific Questions
For Managers:
- 18. "How did they develop their team members?"
- 19. "How did they handle difficult performance conversations?"
- 20. "How did their direct reports feel about working for them?"
For Individual Contributors:
- 21. "How did they handle projects with ambiguous requirements?"
- 22. "What was their growth trajectory while with you?"
- 23. "How quickly did they ramp up and become productive?"
Closing Questions:
24. "Is there anything I haven't asked that you think I should know?"
Opens the door for information they wanted to share but didn't have an opening for.
25. "If you were hiring for this role, what type of support would you give them to succeed?"
Reveals growth areas phrased positively. Great closing question.
Keep All Your Notes in One Place
Interview notes, reference check summaries, scorecards—everything attached to the candidate profile.
Try EasyApply Free →Red Flags to Listen For
They're choosing words carefully. Dig deeper: "I noticed you paused there—can you tell me more?"
"They were... fine." "They did their job." "They were pleasant to work with." This is not endorsement.
Title inflation, date stretching, role exaggeration. Ask the candidate to explain.
Company policy, sure. But sometimes it's a reference who doesn't want to say anything negative.
If they can't provide a single professional reference, that's concerning.
Ask follow-up: "What role would be a better fit?" This reveals real concerns.
Reference Check Template
REFERENCE CHECK FORM
Candidate: _______________________
Position: ________________________
Reference Name: __________________
Reference Title: _________________
Company: _________________________
Relationship to Candidate: ________
Dates Worked Together: ____________
Date of Call: ____________________
VERIFICATION
□ Title confirmed: _______________
□ Dates confirmed: _______________
□ Reason for leaving: ____________
PERFORMANCE (1-5 scale)
Overall performance: [ ]
Communication: [ ]
Reliability: [ ]
Technical skills: [ ]
Collaboration: [ ]
KEY QUESTIONS
Greatest strength: ________________
_________________________________
Area for development: _____________
_________________________________
How handled feedback: _____________
_________________________________
Would rehire? □ Yes □ No □ Hesitation
Notes: ___________________________
OVERALL ASSESSMENT
□ Strong positive
□ Positive
□ Mixed
□ Concerns
□ Do not hire
Additional notes: _________________
_________________________________
Stop Winging Reference Checks
Good reference checks prevent bad hires. Bad hires cost $17,000+. The math is simple—take references seriously.