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March 7, 2022
Number of Reference Checks
The recommended number of references to contact is a minimum of two, preferably three, for
each finalist. References may be provided in several forms, including letters of recommendation,
references to contact by phone, or via an electronic format (i.e. email or online survey). If the
either of the two references provide negative or conflicting information, more references should
be contacted. Ideally, the list of references should include professional references from current
and/or past employers.
Performing Reference Checks
All reference checks, whether for an external or internal candidate, should be conducted with
the following guidelines in mind:
• Be consistent within your search. Conduct reference checks at the same time for all
candidates. Ideally, this will occur after finalist(s) are selected. If it occurs earlier in the
search process, all candidates should be checked at the same time.
• Begin your reference process by thoroughly reviewing information obtained in the
application materials submitted by the job applicant and identify the people you wish to
contact.
• It is recommended that at least one of the references be via phone. Talking to a reference
directly will help you have a better understanding of the candidate and will allow you to
ask follow up questions based on responses.
• Ask the applicant to provide reference information if it is missing from the application
including name, title, phone number and email address contacts.
• Ask the applicant to ensure references are professional and not personal. References
from relatives should be avoided.
• Inform the finalist that reference checks will be conducted.
• Ask the candidate to complete the “off-list reference consent form” if necessary.
• As a general rule, it is beneficial to speak directly to the applicant’s immediate supervisor
when seeking employment references. If the immediate supervisor is not provided as a
reference, receive consent from the applicant before making contact with that supervisor.
• References should support information supplied on the application, resume, and as
stated during the finalist’s interview.
• If conducting phone reference checks, contact each of the references via email to
schedule a mutually acceptable time to conduct the reference check. Allow for 30
minutes for the call, even though you may only need 15 – 20 minutes.
• When introducing yourself to the employer, do not say that the finalist has “been
selected”, only that they are a finalist for a position.
• If you believe the employer is hesitant to provide information over the telephone, offer to
have them call you back so that the person providing the reference can verify who you
say you are. This will also allow the employer time to refresh their memory on the
individual you are inquiring about.
• Only request information that is relevant to the finalist’s skills and qualifications in
relation to the vacancy.
• Disregard information where the provider does not have first-hand knowledge or it is
unrelated to the individual’s skills or performance.