Check job references with consent and useful questions

A useful reference check tests a few claims that matter to the job. Get the applicant's permission for the named contacts and timing, establish what work the referee actually observed, and ask for concrete examples. Record unresolved differences separately. A warm recommendation, or one negative remark without context, is not a complete assessment.

Use this after the structured interview, when you know what remains uncertain. You are gathering evidence for a decision, not inviting a broad discussion of the person's private life.

Agree the contact before making the call

Ask for the referee's name, role, relationship to the applicant and preferred contact details. Confirm whether you may contact them now. A current employer may not know about the application, so do not treat a company name on a CV as permission to ring its manager.

The Fair Work reference-checking template recommends obtaining referee details and permission at interview stage. Save the agreed scope and timing. If the preferred referee is unavailable, discuss an alternative with the applicant rather than contacting someone else without agreement.

Check who you are speaking with

Introduce yourself, explain the vacancy and confirm that it is a suitable time. Ask how the referee worked with the applicant, the period involved and which duties they directly observed. Use an appropriate business contact route to resolve an identity doubt; do not collect extra personal details just to make the file look thorough.

A colleague can describe work they saw, but may not know who approved a promotion or why employment ended. Record that limitation. A reference covering a summer job three years ago has a different scope from a recent direct supervisor's account.

A focused call record

Record field	Question or example	What the note should preserve
Relationship	Which work did you supervise, and during what period?	Scope of first-hand observation.
Accuracy	Can you describe how the applicant dealt with a booking error?	What happened, what they did and the result.
Communication	How did they keep a customer or colleague informed when a plan changed?	A specific example, not a personality label.
Prioritisation	What happened when two deadlines conflicted?	How the person checked priorities and escalated.
Follow-up	The dates differ from the application. What period are you referring to?	Unresolved fact, clarification needed and applicant response.

Original ASBG worksheet. Names, situations and figures are fictional; the readable table is the text equivalent.

The worksheet is original and fictional. Adapt the questions to the role rather than reading a long generic checklist. Ask for the event and the person's response rather than a string of yes-or-no endorsements.

Separate observations from opinions

"They corrected two booking errors before customers arrived" describes an event. "Not management material" is a broad opinion. Ask what work the referee observed that led to the view, and whether it relates to the role you are filling.

Do not ask about health, family plans or other unrelated personal matters. If the referee volunteers information that is outside the job check, bring the conversation back to the agreed questions. Keep rumours out of the decision record.

Resolve a discrepancy before using it

Suppose the applicant says they supervised three people and the referee says they were not a manager. Clarify whether they allocated daily work, covered a supervisor's leave or held a formal reporting role. Those descriptions might concern different periods or responsibilities.

Put the relevant discrepancy to the applicant without adding an accusation. Record their explanation and what, if anything, remains unresolved. Compare the result with the shortlisting criteria, not a new standard invented after the call.

Handle the notes with care

Limit access to the people who need the record for recruitment. Do not promise a referee that everything they say can never be disclosed: OAIC employment privacy explains that applicants may have access rights, subject to coverage and exceptions. Get advice on your privacy notices, record access and retention; this worksheet does not establish the legal position for a particular business.

Key takeaways

• Agree the people and timing before contacting referees.
• Ask for job-related examples within the referee's own knowledge.
• Clarify conflicting accounts and record the applicant's response.

Find the next stage in the hiring and onboarding guide.

Where to get help

• Fair Work reference-checking template
• OAIC employment privacy