Use this form when you call a candidate's references yourself. It keeps the conversation focused on job performance and gives you a consistent record for each candidate.
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Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
Final-stage candidates
Verifying experience listed on a resume
Comparing two strong candidates
Tips before you use it
Get the candidate's permission before contacting references.
Ask the same questions about every candidate for the same role.
Do not ask about health, disability, workers' compensation claims, family, age or other protected traits.
If you use an outside company to check references or backgrounds, the Fair Credit Reporting Act applies and needs its own disclosure — get legal advice for that.
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
Reference Check Form
Candidate: [Candidate Name]
Role applied for: [Job Title]
Reference name
Reference's company and title
Relationship to candidate
Phone / email
Checked by
Date
Candidate consent: I authorize [Company Name] to contact the reference named above about my employment history.
[Candidate Name]
Signature
Date
Questions
What were the candidate's dates of employment and job title?
What were their main responsibilities?
How would you describe the quality of their work?
How did they handle deadlines and pressure?
How did they work with colleagues and customers?
What are their main strengths?
In what area could they develop further?
Why did they leave?
Would you rehire them? Why or why not?
Is there anything else about their work we should know?
Question no.
Notes
Note for employer (delete before use): Do not ask about health, disability, workers' compensation claims, age, family, religion, national origin or any other protected trait.
Do I need a candidate's permission to call references?
It is best practice to get written permission first, and the consent line on this form records it. If you hire a third-party company to do the checks, the Fair Credit Reporting Act requires a separate written disclosure and authorization.
What questions are safe to ask a reference?
Questions about the candidate's job duties, dates of employment, quality of work, reliability, teamwork and whether the referee would rehire them. Avoid anything about protected traits, health or personal life.
Official sources
Each source below is an official U.S. government website. Check them for the latest rules.
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