Best Practices When Checking Written Employer References

References offer a valuable window into a candidate's strengths, weaknesses, personality, and accomplishments — told through the perspective of someone who has worked alongside them firsthand. Here are six best practices to keep in mind when checking written employer references.

1. Call at Least Two References Directly

A written reference only goes so far. If the candidate hasn't already provided contact numbers, ask them for the phone numbers of at least two of their references. Speaking directly with a reference allows them to elaborate on what they've written, and gives you the opportunity to ask follow-up questions or explore any gaps you've noticed.

2. Watch Out for Fake References

One of the key reasons to call references rather than relying solely on written letters is to verify their authenticity. If a reference gives consistently vague or evasive answers, it's possible the candidate coached them to pose as a former supervisor. Cross-check references on LinkedIn to confirm that their name and job title match what the candidate provided. Read more about spotting fake references here.

3. Don't Skip the Reference Check

Reference checks are not a formality — they're a genuinely useful step in the hiring process. Conversations with people who have worked directly with your candidate can surface insights that a resume or interview simply can't. Use what you learn to better understand how to support, develop, and train the person if you do bring them on board.

4. A Negative Reference Isn't Always a Dealbreaker

A less-than-glowing reference doesn't automatically disqualify a candidate. It may simply mean that the role or company culture wasn't the right fit for them at the time — which is exactly why speaking directly with references is so valuable. Reading between the lines of a conversation can tell you far more than the written word alone.

5. Ask Open-Ended Questions

Avoid leading questions that prompt a simple yes or no — for example, "So would you say Maria is a strong communicator?" Instead, ask questions that invite a fuller response, such as "What would you say are Maria's greatest strengths?" or "How did she handle pressure or tight deadlines?" You'll get much richer, more useful information.

6. Consider a Credit and Police Check

Background screening has become an increasingly common step in the hiring process. Running a credit and criminal record check provides an additional layer of confidence that the person you're hiring is who they say they are. Learn more about Guhuza's Background Screening Services here.

For more tips, watch Guhuza President Marc Belaiche, CPA, CA discuss this topic here.

Guhuza is created in partnership with TorontoJobs.ca.

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