8 min read

Best Written Reference Check Questions for Hiring

Key Takeaways

Keep your forms short to get faster responses.
Avoid the 8-question STAR format to prevent referee burnout.
Use a mix of rating scales and short text boxes.
Focus only on skills that matter for the specific job.
Use digital tools to make the process easier for everyone.

Written reference check questions are a key part of your hiring process. They help you verify what a candidate told you during their interview. These questions give you a peek into how a person works in a real job setting. However, many companies ask too many questions. This can make referees feel tired or annoyed. If a referee feels overwhelmed, they might give short or unhelpful answers. At RefHub, we believe that a short and smart approach is the best way to get the truth. You need to ask the right things without taking up too much of the referee's time.

The Problem with Long Reference Forms

Many people in the hiring industry think more data is always better. They create long forms with dozens of questions. This often backfires. When a form is too long, the referee might put it off for days. They might even decline to do it at all.

On social sites like Reddit, many people have shared their frustrations. They talk about receiving reference requests that look like full exam papers. One common complaint involves the APS style of checking references. This often involves an 8-question format based on the STAR method. STAR stands for Situation, Task, Action, and Result. While this is great for interviews, it is very demanding for a written reference.

Asking a referee to write eight different stories is a big ask. Most referees are busy professionals. They want to help their former coworker, but they do not want to spend an hour writing a report. If you make the process hard, you will get lower quality data. You might also damage your brand's reputation with other professionals in your field.

Why the STAR Format Can Fail in References

The STAR format is a common tool in the public sector. It requires the referee to provide specific examples for many different traits. Here is why this often fails in a written format:

It takes too much time to think of specific examples for eight different areas.
Referees may not remember specific "Situations" or "Tasks" from years ago.
It forces the referee to do the work of a recruiter.
It leads to "copy and paste" answers that do not tell you much.

Instead of forcing a specific format, you should allow for more natural feedback. You want the referee to be honest and quick.

Creating a Better Reference Check Template

A good reference check template should be clear and easy to follow. You should start with basic facts and then move to performance. Your template should include the following sections:

Basic Information: Confirm dates of work and job titles.
Core Competencies: Ask about the skills that are most important for the role.
Soft Skills: Ask about how the person fits into a team.
Overall Recommendation: Ask if they would hire the person again.

By using a standard reference check template, you make sure you get the same type of data for every candidate. This makes it easier to compare people fairly. You should limit your template to five or six main questions. This is the "sweet spot" for getting good info without causing stress.

Benefits of Using a Reference Check Survey

Moving away from Word documents or long emails is a smart move. A digital reference check survey is much easier for a referee to complete on a phone or a laptop. Surveys allow you to use different types of questions, such as:

Multiple Choice: Great for quick facts.
Rating Scales: Good for measuring soft skills like "punctuality" or "teamwork."
Short Text Boxes: Perfect for a two-sentence explanation.
Likert Scales: Useful for seeing how much a referee agrees with a statement.

When you use a survey, you can also track when it is opened and finished. This helps you manage your hiring timeline better. If you need a specific way to build these forms, you can use a custom survey builder. This allows you to pick questions that fit your specific job opening. You can remove any questions that do not apply, which keeps the survey short.

How to Select the Right Questions

You should not ask every referee the same 20 questions. You should pick the ones that matter most for the job. If the job is for an accountant, ask about their eye for detail. If the job is for a manager, ask about how they handle conflict.

Here are some examples of effective questions:

What was your professional relationship with the candidate?
Can you confirm their start and end dates?
What were their primary responsibilities in their role?
How would you rate their ability to meet deadlines on a scale of 1 to 5?
What is one area where this candidate could improve?
Would you hire this person again? Why or why not?

These questions are direct. They do not require the referee to write a book. They give you the facts you need to make a choice.

Best Practices for Referee Respect

Referees are doing you a favor. They are not your employees. You must treat their time as valuable. Here are some ways to show respect:

Give plenty of time: Do not send a request on Friday afternoon and expect it by Monday morning.
Be clear about the deadline: Tell them exactly when you need the info.
Keep it mobile-friendly: Many people will fill this out during a commute or a break.
Say thank you: A simple note of thanks goes a long way.
Don't ask for redundant info: If you already know their job title, don't make the referee type it out again if you can help it.

If you follow these steps, you will find that people are much more willing to help. You will get your references back faster, which means you can hire your new team member sooner.

Frequently Asked Questions

How many questions should be in a reference check?

You should aim for 5 to 7 questions. If you go over 10 questions, you risk the referee giving up or providing poor answers. Focus on the most important parts of the job.

Is a written reference better than a phone call?

Both have pros and cons. A written check provides a paper trail and is easier to store. It also lets the referee answer when they have free time. A phone call can give more nuance but takes more time to schedule.

Can I ask about a candidate's personal life?

No. You should only ask questions related to the candidate's job performance and professional behavior. Asking about personal matters can lead to legal issues and bias.

What if a referee gives a bad review?

Do not make a choice based on one bad comment. Look for patterns. If one person says the candidate was late, but three others say they were always on time, the one bad review might be a personal issue.

Should I use the STAR method for written checks?

It is usually best to avoid a strict STAR method for written forms. It is too demanding. Instead, ask for a brief example if a specific skill is very important for the role.

Conclusion

Writing good written reference check questions is about balance. You need to get the facts, but you must not be a burden. Avoid the mistakes seen in the APS style forms and other long documents. Use a clear reference check template and a fast reference check survey to make the task easy. By using tools like a custom survey builder, you can tailor your approach for every hire. This leads to better data, happier referees, and a more professional hiring process for RefHub and your team. Focus on quality over quantity, and you will find the right person for your team every time.

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