How To Ask a Candidate for References: Best Practices and Tips

Knowing how to ask a candidate for references is a key step in the hiring process that helps streamline decision-making and uncover deeper insights into a candidate’s professional background. While interviews reveal communication skills and personality, they may not fully capture the candidate’s expertise or work ethic. 

Reference checks bridge this gap by offering valuable perspectives from former colleagues or supervisors—and others who know the candidate. These insights provide a clearer picture of a candidate’s strengths, areas for improvement, and alignment with your organizational culture, ultimately making your hiring decision more informed and effective.  

What are the benefits of checking references?

Conducting reference checks is an essential part of due diligence in the hiring process. It goes beyond verifying credentials, offering a more comprehensive view of a candidate’s qualifications, suitability, and potential fit for the role. Here’s how checking references can add value to your hiring decisions:

• Verification of information. Reference checks ensure that the details shared by the candidate—such as employment history, job responsibilities, and accomplishments—are accurate and complete. This confirmation helps you avoid hiring based on inflated or misleading claims.  
• Insight beyond interviews. Speaking with references provides a deeper understanding of how a candidate performs in real-world scenarios. Former colleagues or supervisors can highlight specific examples of their work ethic, problem-solving abilities, and collaboration skills, which may not emerge during interviews.  
• Ranking candidates. When evaluating multiple qualified candidates, reference feedback can help you differentiate by offering unique perspectives on strengths, weaknesses, and work habits. This additional layer of information makes it easier to prioritize who best fits your needs.
• Legal protection. Thorough reference checks demonstrate that your hiring process is diligent and thorough, helping protect your organization from potential risks, such as negligent hiring claims. Documenting reference feedback also provides a record of your efforts to ensure the candidate is qualified and capable.

When should an employer ask for references?

Getting the timing right when requesting references can make the hiring process smoother and more efficient. Know when to ask for references—asking too early might overwhelm candidates or provide unnecessary details, while waiting too long could slow down your decision-making. To strike the right balance, consider the stage of hiring and the role’s requirements. There are two common points in the hiring process when employers typically request references:

1. During the job application

Asking for references early allows you to include them in your initial screening process. This can be especially useful for roles requiring a high level of trust or specialized expertise. Early reference checks help save time by identifying candidates who are genuinely qualified and align with your expectations..

2. Before making a job offer

Most employers wait until the final stages of the hiring process to request references. At this point, references are used to confirm your impressions of the candidate and ensure they’re the right fit. This timing allows for a more targeted review based on what you’ve learned about the candidate during interviews and assessments.

Requesting references at the appropriate stage of the hiring process ensures you gather useful insights without delaying your timeline or burdening candidates prematurely.

How to ask a candidate for references

It’s helpful to inform candidates early—either during the first interview or in the job posting—that references will be needed. Following up with a written request ensures clarity and sets expectations. A well-crafted email requesting references from the candidate provides clarity, sets expectations, and prevents miscommunication. Below are key points to keep in mind when making such requests: 

• Outline the number and type of references needed. State how many references you require, with three being the typical minimum. Be clear about the type of references you’re looking for, such as supervisors, colleagues, clients, or those who know the candidate personally. For specialized roles, specify if you need references that can verify technical skills, character traits, or results-driven achievements. 
• Don’t forget outreach information. You should ask for the reference's name, current job title, company name, phone number, and email address to ensure you can easily follow up if needed. Some companies ask for the reference’s business address, as well, but it’s unnecessary; some candidates may consider it an invasion of privacy. Don’t forget to request the candidate’s relationship to the reference.
• Clarify submission details. Specify how references should be submitted, such as whether they should be sent directly to you or through a third-party system.
• Give a reasonable deadline. Provide a timeline that allows the candidate to gather and submit their references without unnecessary pressure. Typically, a deadline of five to seven business days strikes a balance between urgency and fairness.

Keeping the process transparent and straightforward benefits both you and the candidates by making it easier for them to provide the right information. This ensures a smooth reference-checking process and helps you gather the insights needed to make an informed decision. Below is a simple email template to request references effectively:

Simple example of requesting references by email

Subject: Request for References – [Position Name] Application

Dear [Candidate's name],

Thank you again for interviewing for the [position name] role at [Company Name]. We’re excited to move forward in the hiring process and would like to request that you provide us with three professional references.

Please include the following information for each reference:

• Name
• Title/position
• Email address
• Phone number
• Your relationship with the reference

‍We kindly ask that you send this information to us by [specific date]. If you have any questions or need further clarification, don’t hesitate to reach out.

We look forward to reviewing your references and continuing the process.

Best regards,  

[Your name]  

[Your job title]  

[Company name]  

[Contact information]

Adjusting the template for character references

When requesting character references, make it clear that you’re looking for insight into the candidate's personal qualities, work ethic, and cultural fit. You can adjust the template to specify that you want references who can speak to these aspects of the candidate’s background. Add a line like:  

“Please provide references who can speak to your personal qualities, work ethic, and how you collaborate in a team environment.”

Adjusting the template for technical references 

For roles requiring specific technical expertise, you can request references that can verify the candidate’s technical abilities. In your email, mention that you would like references from supervisors, colleagues, or professors who can vouch for the candidate’s technical skills or project experience. You might add:  

“Please provide references who can speak to your technical skills and experience with [specific technologies or tools relevant to the position].”

Note: This template provides a basic framework, but depending on your needs, you may want to create a customized form for each reference type and include additional questions or request more specific details relevant to the position.

Adjusting the template for results verification results 

To verify achievements listed on the candidate’s resume, adjust the template to request references who can confirm the candidate’s impact on past projects or business outcomes. A line like this will make the request clearer:  

“Please provide references who can speak to the results and achievements you’ve highlighted on your resume, such as [specific examples like revenue growth, project completion, or team leadership].”  

What are acceptable references to ask a candidate for?

Consider the key skills and qualities the role requires, and request references who can speak to those aspects of the candidate’s experience. When requesting references, specify the types that best align with the role and provide relevant insights into the candidate’s qualifications:

• Supervisors or managers. References from those who have directly supervised the candidate offer the most direct insight into job performance, work ethic, and qualifications.
• Peers or colleagues. While supervisors are preferred, colleagues can speak to teamwork, collaboration, and industry-specific knowledge, offering a broader view of the candidate’s capabilities.
• Professors or volunteer supervisors. For candidates who just graduated from college or those with limited professional experience, professors or volunteer supervisors can report on qualities such as work ethic, initiative, and the ability to learn.
• Personal references. For entry-level candidates or those without work-related references, personal references can describe character, responsibility, and reliability but should be used with discretion.

Tailor reference requests based on the role’s needs. For example, a technical position may require references who can summarize specific technical abilities, while a customer-facing role might need references who can highlight interpersonal skills.

That's also why you should ask the candidates to clarify the relationship with each reference, distinguishing between professional and personal references. The additional context helps employers assess the relevance of the feedback, ensuring it aligns with the needs of the role.

Best practices for requesting and checking references

Effective reference checks provide valuable insights into a candidate's qualifications and work style, helping ensure the decision-making process is as informed and unbiased as possible Keep these best practices in mind when making requests, whether emailing or calling for references, to ensure the process is thorough and fair:

• Track reference consent and communication. Beyond simply obtaining consent, make sure to document when and how you’ve contacted each reference. This will help maintain transparency and avoid any confusion down the line. Keeping a record also ensures you have a clear trail for future reference.
• Clarify expectations. Be transparent about what you’re looking for in a reference and the role the candidate is being considered for. This allows references to prepare specific feedback, making their insights more valuable and relevant to the hiring decision..
• Tone matters. Be direct, professional, and kind when reaching out to references. A respectful tone will encourage openness and help maintain positive relationships with both the reference and the candidate.
• Respect privacy. Ensure that you’re not requesting or sharing personal information beyond what’s necessary for the reference check. This includes being mindful of sensitive details like salary history or personal challenges, unless directly relevant to the job.
• Establish a standard set of questions beforehand. This ensures consistency across all reference checks, helping you compare candidates based on the same criteria. It also minimizes the risk of bias or inconsistency in the evaluation process.
• Use references as a final check. Rather than relying on references as a primary decision-making tool, use them as a way to confirm what you already know, in addition to a background check. This final check can help verify the candidate’s qualifications and minimize bias.

Streamlining reference collection through best practices and efficient processes allows you to focus on assessing true potential, rather than administrative tasks. Whether using a hands-on approach or tools to simplify the process, ensure each reference provides valuable, relevant insights into the candidate's qualifications.

Using applicant tracking systems (ATS) for reference requests

ATS platforms can streamline the reference request process by allowing candidates to input their reference information directly during the application stage. This reduces administrative work by automatically collecting and organizing contact details such as names, job titles, and preferred contact methods, which are stored in an easily accessible database. The system can also track the status of each reference request, alerting employers when follow-up is needed or when responses are received. 

These features help speed up the hiring process, ensure no references are overlooked, and reduce the risk of losing valuable time chasing down information. Additionally, many ATS systems integrate with email and calendar tools, allowing for direct communication with references without having to switch between platforms. 

For employers who still prefer a more hands-on approach, manual reference requests remain an option, but ATS tools offer significant efficiencies, balancing automation with the ability to maintain personal touch where necessary.

Get expert help with reference checks

Reference checks are a critical step in making informed hiring decisions. They offer valuable insights into a candidate’s past performance and help you assess whether they’re the right fit for your organization. 

Need help with reference checks or any part of your hiring process? Sign up for Upwork today to connect with skilled HR consultants who can support you in making confident hiring decisions.