You’ve reviewed the resume, led the interviews, and your client is nearly ready to say yes. But there’s still that quiet uncertainty: Is this candidate really who they say they are?
In the staffing world, there’s little room for error. A single misstep, like placing someone who can’t deliver, can strain client relationships and stall your momentum. That’s why reference checks aren’t just a routine step. They’re a critical safeguard.
Done right, they offer real insight into how a candidate performs, collaborates, and handles pressure. And you’re not alone in valuing them, a SHRM survey shows that 92% of employers conduct background screenings, underscoring just how vital it is to verify what’s on paper.
Reference checks bring clarity when it matters most. Before you move forward, make sure you’ve asked the right questions—the ones that reveal more than just job titles and timelines.
Let’s start with how to set up a solid reference check process.
Best Practices for Conducting Reference Checks
Reference checks shouldn’t slow you down, but skipping them can set you back. Here’s how to make them fast, focused, and effective.
1. Ask for the Right References
Avoid friendly peers, go straight to former managers or supervisors.
Pro Tip: Ask for someone who managed the candidate for at least six months.
2. Keep the Process Transparent
Let candidates know what to expect and why references matter.
Pro Tip: A well-informed candidate leads to a better-prepared reference.
3. Respect Confidentiality
Never involve current employers unless you have clear permission.
Pro Tip: Phrase your request as follows: “Someone who can speak to recent performance, not necessarily your current manager.”
4. Stay Consistent with Questions
Use the same core questions across candidates to stay fair and focused.
Pro Tip: A template helps you compare answers and spot patterns quickly.
5. Pay Attention to What’s Not Said
Notice hesitations, vague responses, or over-polished praise.
Pro Tip: Follow up with, “Can you give me an example?” to dig deeper.
Reference checks, done right, can reveal what no resume or interview will ever show. Having said this, let’s look into some of the essential questions that can separate a good hire from a bad one.
When implementing reference check best practices, it’s crucial to have a clear understanding of your talent pool and how to effectively map it.
For more insights on refining your recruitment strategy, check out our Comprehensive Guide to Talent Mapping Best Practices.
Essential Reference Check Questions
The right reference questions don’t just verify employment—they uncover patterns, red flags, and potential. Ask targeted questions that reveal how the candidate actually showed up at work.
Here are the must-ask questions and what each one tells you.
1. “What was your relationship with the candidate?”
This sets the context for the reference’s credibility and perspective. It also helps you understand if feedback is based on close observation or second-hand opinions.
2. “What were the candidate’s core responsibilities?”
Check for alignment between the resume and reality. This also helps validate technical skills and role depth.
What to expect:
- Seasoned candidates: Clear, detailed breakdown of projects, tech used, and impact.
- Newer or exaggerated claims: General answers, lacking specifics or outcomes.
3. “Was the candidate dependable and reliable?”
Look beyond skills into consistency and accountability. This is great for gauging work ethic, timeliness, and follow-through.
Good signs:
- “Always met deadlines”
- “Could be trusted with high-stakes tasks”
Concerning signs:
- “Usually dependable, but…”
- “Needed some reminders”
4. “How did they support coworkers and build relationships?”
Reveals team dynamics and emotional intelligence. This is a must ask question for client-facing or collaborative roles.
Insights you gain:
Asking the right questions helps you look past job titles and dig into behavior, not just performance.
Next, we’ll cover how to assess core skills, stress response, and work style.
Evaluating Candidate Skills and Performance
A strong resume doesn’t always mean strong on-the-job results. These questions help you understand how the candidate actually performed in real situations and whether they’ll thrive in the roles you place them in.
1. “What are the candidate’s strengths and weaknesses?”
Reveals self-awareness, coachability, and key performance areas.
What to expect:
- Seasoned professionals: Balanced feedback with clear examples of both.
- Red flag: Overly positive or vague—“nothing comes to mind” could signal a lack of engagement.
2. “How did the candidate handle stress or setbacks?”
Assesses resilience, problem-solving, and maturity—especially in high-pressure roles.
Common responses:
3. “Did they prefer solo work or team collaboration?”
Helps match the candidate to the right environment: startups, enterprise teams, or hybrid roles.
Pro Tip: There's no right answer—only fit for the role you’re hiring for.
Listen for:
- “Thrived in both settings” → Versatile and adaptable
- “Preferred working alone” → Best in focused, independent roles
- “Needed direction in teams” → May require hands-on management
When clients expect top-tier performance from day one, these questions give you a preview of what they’ll actually get.
It’s important to note that while technical expertise is essential, soft skills play a critical role in ensuring a candidate’s long-term success.
To explore why these skills matter so much in the hiring process, Read: The Importance of Soft Skills in the Hiring Process.
Assessing Communication and Relationship Building
Technical skills get candidates through the door. But communication and emotional intelligence keep them there. If a candidate can’t navigate feedback, collaborate with a team, or present ideas clearly, clients will notice fast.
Here’s how to dig deeper into their interpersonal game:
1. “How would you describe the candidate’s communication style?”
This isn’t just about public speaking. It’s about tone in emails, clarity in meetings, and confidence in updates.
Red flags:
- Struggles to explain ideas
- Frequently misunderstood by others
- Over-talks in group settings
Green flags:
- Communicates clearly and proactively
- Adjusts tone depending on the audience
- Known for “keeping everyone on the same page”
2. “How did they get along with peers and supervisors?”
You’re looking for emotional intelligence in action, especially in team-driven roles.
Instead of generic answers, listen for:
- “They were the go-to for cross-team collaboration.”
- “Trusted by both peers and leadership.”
- “Sometimes they isolate themselves from the team.”
Even subtle tension in past roles can hint at future cultural mismatches.
3. “Tell me about a time they handled conflict or received tough feedback.”
This is where things get real. Do they shut down? Get defensive? Or reflect and improve?
What you want to hear:
- A specific challenge
- A thoughtful response
- A shift in behavior or mindset afterward
Pro Insight: Candidates who’ve grown from hard feedback tend to thrive long term.
Strong communicators don’t just talk—they listen, adapt, and build trust. And that’s exactly what your clients expect when hiring for team-critical roles.
Next, let’s explore how to assess a candidate’s career journey, motivations, and long-term potential.
Understanding Career Progression and Motivation
Hiring the right candidate isn’t just about what they’ve done—it’s about why they’ve done it and where they want to go next. A candidate’s career trajectory speaks volumes about their work ethic, ambition, and whether they’re truly in it for the long haul.
Are they driven by growth? Do they learn from past experiences? Let’s uncover their motivations:
Alice Baker, a senior healthcare recruiter, shared an insightful experience about the importance of understanding a candidate’s career progression:
This experience serves as a reminder that career decisions reflect a candidate’s values and growth trajectory. It’s essential to consider not just where they’ve been, but also how those experiences shape where they’re headed. Are they ready to evolve with your clients' needs?
With these answers, you can wrap up your reference checks with the final, crucial insights that will help guide your hiring decision.
Concluding the Reference Check
The final steps in a reference check can often feel like the finishing touches on a puzzle. You’ve gathered key insights, but these closing questions help you ensure you’re getting the full picture of a candidate’s potential.
Here’s how to wrap it up with precision:
1. “Would you rehire the candidate?”
- What it reveals: The ultimate stamp of approval.
- Look for: A confident “yes” means they made a lasting positive impact.
- Red flag: If there’s hesitation or “only under specific conditions,” dig deeper.
2. “Do you have any additional insights about the candidate?”
- What it reveals: Uncover any lingering concerns or standout traits you might not have covered.
- Look for: Positive mentions of work ethic, leadership, or team spirit.
- Red flag: Any “hesitations” that didn’t come up earlier—maybe a subtle warning sign.
3. Open-ended follow-ups
- Examples: “What type of work environment do they thrive in?” or “How did they contribute to the company culture?”
- What it reveals: Gives you deeper insights into their potential fit.
- Look for: Alignment with your client’s culture and expectations.
By the time you reach these final questions, you’ve likely gathered the bulk of the information you need. These closing remarks, however, give you one last chance to ensure the candidate truly aligns with the role.
With these final steps, you can confidently wrap up the reference check, leaving no stone unturned.
Conclusion: Utilizing Reference Checks for Better Hiring Decisions
As hiring managers, you’re constantly striving to build the perfect team—one that’s not just skilled, but also reliable, motivated, and ready to grow. The reference check process is essential, but the truth is, even after you’ve asked all the right questions, there’s always a risk. What if a candidate doesn’t turn out to be the right fit? What if they leave after just a few months, leaving you scrambling once again?
This is where Consultadd becomes your trusted ally, a behind-the-scenes force that empowers you to make confident, future-proof hiring decisions. Imagine having access to pre-vetted tech talent that’s ready to step into any role with the expertise, compliance, and commitment you need.
Candidates who aren’t just looking for a job, but who are motivated to build long-term careers—candidates who will stay, grow, and thrive in the teams you’ve worked so hard to create.
Here’s how we elevate your hiring game:
- Safe, reliable hires: Every candidate is deeply vetted for experience, background, and compliance. You're not gambling on skills when they’re verified.
- Lower turnover risks: With ready-to-deploy professionals who value growth, you avoid vanishing candidates and poor fits.
- Seamless compliance: It’s all handled, from visa sponsorship to 401(k), documentation, and insurance.
- 24-hour turnaround: We’re built for speed. Our teams source vetted, qualified talent in under 24 hours.
- Always-on support: Dedicated 1:1 account managers ensure your success doesn't end at placement.
- Top-tier talent pipeline: We’ve delivered the top 100 high-performing candidates in the last year alone.
- Trusted by the best: In the past year, we’ve completed 5,000+ successful staffing engagements and earned the trust of more than 60 staffing companies.
- Deep industry roots: With 14+ years in business, we've signed MSAs with industry leaders like Robert Half and Teksystems, and maintain strong ties with universities to keep the talent flowing.
Consultadd isn’t just a partner in recruitment; it’s the secret ingredient that enables you to elevate your hiring process to new heights. You need a trusted partner who’s ready to step in, guide you, and remove the uncertainty from hiring.
Let Consultadd be the game-changer in your hiring process. Together, we can build the future of recruitment—one hire at a time.