How to check references from former employers
Some experts advise that the single most important step in the recruiting and selection process is verifying prior employment history of an applicant. In this paragraph in addition to a discussion of the issues, the following tools are presented:
Sample notice of reference checking and applicant consent
Checklist to encourage former employers
Sample applicant release and waiver
Compare interview notes to the application. Typically, background and reference checks are not conducted until after an interview in order to save money and time. Take careful notes in the interview and compare those notes to the applicant's resume and application. Any discrepancies, especially if unfavorable, should act as a red flag
to pursue further. Also check the application and the resume against each other. While it is expected that resumes might overstate some experiences and abilities, in situations where the application and the resume are in conflict, the employer may well be wise to not proceed further with the candidate.
All job applicants should be required to complete an employment application that meets federal, state and local employment laws. It is helpful if the applicants sign the application form, stating that all the information that they provided is accurate and truthful. The application should also include authorization to obtain information from all former employers, educational institutions and other individuals listed on the form. The authorization should also include indemnification of prior employers and the prospective employer for liability arising out of such inquiries.
Legitimate interest. The most important thing to remember here is that employers have a legitimate interest in determining whether someone is qualified based on matters of job-relatedness. Therefore, if you ask for references, check them. If you do not get a response or receive very limited information be sure to document the fact that you tried to check the references. If you are not going to check references, don't ask for them. If you are, always secure a signed release from the applicant.
Evaluate reference information objectively. It is a rare person that has no negative traits. Do not overreact to a negative comment unless it is critical to job success. Likewise, be suspicious if there are no negative or neutral comments. Be aware of limitations on your own judgment, especially if trying to determine the degree of candor of a stranger's comments in a telephone conversation.
When checking references, ask about honesty, trustworthiness, reliability and character. Probe further and get factual examples if a prior employer describes an employee as a good worker
and reliable.
Any information gathered in the reference checking process should be strictly related to the job that the candidate has applied for. Remember that there are several inherent problems in obtaining another, generally unknown person's opinion, on an applicant. They are:
It is always possible that the individual supplying the reference is not telling the truth.
The person providing the reference may be wrong in his or her assessment of a person's character, motivation, intelligence, strengths and weaknesses.
People grow and change, and work environments can be dramatically different.
The former employer may be angry that the employee left, the former employee may have filed a charge of discrimination, or for some other reason the former employer may wish to do harm to the applicant.
When you receive information that is dramatically different (positive or negative) from other information received for the same candidate, you should investigate further. Try and determine if there are any other ways to verify the same information from another source.
If the prior employer is guarded or reluctant to release information about the applicant, make a written record of the refusal. In the event of later questions, this will establish that an attempt was made to obtain these references.
Obtaining consent to reference checks
SAMPLE: Notice of reference checking and applicant consent
Notice
As a part of [Company's Name] selection process, a representative of the Company will check your educational and employment references. We may contact references provided by you as well as other knowledgeable sources. We will ask questions concerning your personal background, education, work experience, character, personality and personal habits. All disclosures required by law will be made to you.
Consent
I have read and understand the reference checking policy of [Company Name]. I voluntarily consent to allow [Company Name], or any of its officers, representatives, agents, or designees to check references by contacting any person whom they feel to be an appropriate source. I understand that the procedure includes asking questions the company considers relevant concerning my personal background, education, work experience, character, personality, and personal habits.
Signature
Date
Use the interview process to obtain applicant consent
Regardless of who conducts the actual reference check, you can use the interview process to not only alert applicants that references will be checked, but to confirm their agreement to that process. Generally employers don't check references of all applicants because of the time and expense involved. Accordingly, it makes sense to use the interview as a cut-off point for identifying which applicants' references you will check.
When you conduct the job interview, use this as an opportunity to resolve any doubts about information on the employment application. For example, overlapping employment dates on the application, incomplete information such as addresses, phone numbers, prior supervisor's names, failure to complete some area of the application may signal a potential problem. Ask the applicant how he got along with his coworkers, his supervisor or customers.
At the close of the interview process, after you have determined that you have sufficient interest in the applicant to justify it, talk to the applicant about references.
Using the employment application as a guide, ask the applicant to confirm his or her most recent workplace and the name and phone number of his or her supervisor there.
Ask the applicant what he or she expects the supervisor will say about his or her performance in any job-related areas you wish to pursue:
effectiveness,
absence record,
reason for leaving
performance record
any other job-related attribute
Based on the applicant's responses, you can then contact the former employer and truthfully ask merely to verify statements made by the applicant during the interview.
This will make the process more efficient for your organization and more acceptable to the references who will be contacted.
Incomplete information. Request copies of any professional licenses or degrees that an applicant indicates that he has. If employers are not satisfied with information provided by the applicant, they may go back and ask for additional references. Forward or fax the applicant's release when requesting information from former employers.
CHECKLIST: How to get former employers to respond to reference requests
Supervisors are the best source. While the human resources departments can confirm employment dates, job titles and rates of pay, former supervisors are the best source of information about the applicant's work habits. Follow these suggestions to get more information from former employers regarding prospective employees:
Ask the applicant to sign a statement authorizing former employers to supply information. Design the waiver statement so that it can easily be duplicated and faxed to the former supervisor.
Assure former employers that the data will be kept confidential.
Use a printed form that asks specific, easily-answered questions in order to obtain precise data, and if possible, design the form such that it is sent as a part of the waiver form.
Limit the questions to those that are job-related.
Enclose a self-addressed, stamped envelope.
Call former employers. This is the quickest way to get a reference and the two-way dialogue may garner more than a written form could.
Obtain a release from the job applicant and then fax the release to the former employer.
<p>Some experts advise that the single most important step in the recruiting and selection process is verifying prior employment history of an applicant.</p>
How to check references from former employers
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