Reference checks in recruiting: Best practices for HR teams
Reference checks are one of the oldest and at the same time one of the most underrated tools in recruiting. When done properly, they provide insights that no resume and no interview can give: How does the candidate really work? How do they behave under pressure? Would the former employer hire them again?
Why reference checks matter
Studies show: Up to 40% of all résumés contain inaccuracies — from embellished job titles to invented degrees. A structured reference check uncovers such discrepancies and gives you a realistic picture of the candidate.
At the same time, the reference check signals professionalism: candidates know that you review thoroughly. That deters dishonest applicants and attracts the right talent. This signaling effect is also a key argument for why background checks are part of good HR work.
Common mistakes in reference checks
Only contacting references suggested by the candidate: These are naturally positively biased. Ask about supervisors too, not just colleagues
Unstructured conversations: Without prepared questions, you only get superficial answers. Use a standardized questionnaire
Too late in the process: Many HR teams only request references shortly before signing the contract. This creates time pressure and prevents genuine freedom to decide. This is exactly when the candidate experience at this stage is crucial
Legal uncertainty: What am I allowed to ask? What am I not? Many HR teams avoid reference checks altogether out of fear of GDPR violations
Asking the right questions
Good reference questions are behavior-based and specific:
In what role did you work with the candidate?
How would you describe the quality of work and reliability?
How did the candidate handle conflicts or deadlines?
Would you hire the candidate again? Why or why not?
Automated reference checks with Indicium
Indicium digitizes the reference check process:
Digital questionnaire: Reference contacts answer structured questions online — no need to schedule phone calls
GDPR-compliant: Consent management integrated, data stored in the EU
Standardized: Same questions for all candidates — comparable results
Combines well: Reference check as part of a comprehensive background check with identity, qualification and sanctions list screening
Read more — related articles
Nabil el Berr, CEO
Frequently Asked Questions
What is a reference check in recruiting?
A reference check is the structured questioning of a candidate's former supervisors, colleagues, or business partners to validate their professional performance, work style, and behavior. Unlike a simple work certificate, a reference check provides qualitative insights that neither a resume nor an interview can offer: How does the candidate perform under pressure? Would the former employer hire them again? Studies show that up to 40% of all resumes contain inaccuracies—structured reference checks reliably uncover such discrepancies.
What questions are asked during a reference check?
Professional reference checks follow a standardized set of questions to ensure comparability and fairness. Typical questions include: In what period and role did you work together? How would you describe the quality of work and reliability? How did the candidate behave in conflict situations? Would you hire this person again? Is there anything a future employer should know? Important: Questions regarding health, religion, family planning, or other protected characteristics are prohibited under the AGG.
Do you need the candidate's consent for a reference check?
Yes. In the DACH region, the candidate's consent is mandatory before former employers are contacted. The GDPR and § 26 BDSG require that candidates be informed about which reference providers will be contacted and which information will be gathered. Best practice is to let candidates suggest reference providers themselves and communicate the contact process transparently.
What is the difference between a reference check and a background check?
A reference check is a part of the broader background check. While the reference check focuses on personal assessments from former contacts, a complete background check additionally includes: identity verification, qualifications validation, sanctions list screening, PEP check, and adverse media screening. Indicium integrates reference checks as a module in the entire screening process, automating scheduling, questionnaires, and documentation.
