Hiring the right candidate is one of the most critical decisions a company can make. One of the best ways to verify a candidate’s qualifications and suitability is by conducting a thorough verbal reference check. However, many recruiters and hiring managers find this step daunting or inconsistent.
In this article, we’ll walk you through how to conduct a verbal reference, how to document it properly, and how to file it securely for future use. We’ll also provide a comprehensive verbal reference check template you can customize for your hiring process.
What Is a Verbal Reference Check?
A verbal reference check is a conversation—usually over the phone—between the recruiter (or hiring manager) and a former employer or supervisor of the candidate. It aims to verify the candidate’s past job performance, skills, work ethic, strengths, weaknesses, and overall suitability for the role you’re hiring for.
Why Conduct Verbal Reference Checks?
Validate candidate information: Confirm dates of employment, roles, responsibilities, and achievements.
Assess soft skills: Understand interpersonal skills, attitude, reliability, and ability to handle pressure.
Uncover potential red flags: Identify any issues not evident on the resume or interview.
Gain insights: Learn about candidate’s strengths and weaknesses from a trusted source.
How to Conduct a Verbal Reference Check
Step 1: Prepare Before the Call
Review the candidate’s resume, job application, and interview notes.
Prepare a list of questions tailored to the role and candidate.
Schedule the call at a convenient time for the referee.
Have a copy of your verbal reference check template ready to guide the conversation.
Step 2: Verify Identity and Build Rapport
Confirm you’re speaking to the correct person.
Briefly introduce yourself, your company, and the purpose of the call.
Respect the referee’s time and ask how long they have for the conversation.
Step 3: Ask Structured Questions
Use a consistent set of questions to ensure fairness and completeness. Cover:
Candidate’s job history and dates of employment.
Reason for leaving.
Job performance and contribution.
Reliability, responsibility, and how they handle pressure and deadlines.
Willingness to learn and develop skills.
Presentation, grooming, and communication skills.
Sales or negotiation skills (if relevant).
Any personal factors affecting job performance.
Strengths and weaknesses.
Would they rehire the candidate?
Step 4: Take Detailed Notes
Record key points, specific examples, and direct quotes.
Ask for clarification if responses are vague.
Keep the conversation professional and objective.
How to Document a Verbal Reference Check
Documenting the reference check properly ensures you have accurate records for compliance, decision-making, and future reference. Use a clear and standardized template to capture all essential information.
Here’s a comprehensive verbal reference check template you can use or customize:
Verbal Reference Check Template (Summary)
Candidate & Recruiter Details: Date, Recruiter Name, Candidate Name, Candidate ID Referee Details: Name, Company, Contact Number, Designation, Current and Previous Company Candidate Work History: Employment dates, reporting structure Candidate Evaluation: Impression, reason for leaving, contribution rating, handling of responsibility and pressure, reliability, skills, personal impact on work, grooming, strengths, weaknesses, counter offers Skills Matrix: Rate key skills from 1 (Poor) to 10 (Excellent) — financial, writing, presentation, management, client interface, proactivity, attitude, grooming, etc. Situational Verification: Confirm candidate’s specific claims with real examples Additional Comments: Space for any further input from referee
Why Use a Skills Matrix?
A skills matrix provides a quantifiable way to evaluate core competencies and compare candidates fairly. It can highlight areas of excellence and improvement, aiding final hiring decisions.
How to File and Store Verbal Reference Checks
Digitally store the completed reference check form securely in the candidate’s personnel file.
Use consistent naming conventions (e.g., CandidateName_RefCheck_Date.pdf).
Ensure confidentiality — restrict access to HR and relevant managers only.
Maintain records according to your company’s data retention policy and applicable employment laws.
If you use applicant tracking software (ATS), upload the reference check notes there for easy retrieval.
Tips for Effective Verbal Reference Checks
Be professional, polite, and respectful at all times.
Don’t ask discriminatory or illegal questions.
Confirm facts but avoid leading questions.
Pay attention to tone and hesitations — they can reveal unspoken concerns.
Always verify multiple references for a balanced view.
Summarize the key findings after the call and confirm understanding with the referee.
Final Thoughts
Verbal reference checks remain a vital step in the recruitment process. When done well, they provide invaluable insight beyond the resume and interview. Using a clear, comprehensive template to guide, document, and store your reference checks ensures consistency, reliability, and professionalism in hiring.
