How to Craft Reference Checks That Actually Give You Insight
- ONA Recruitment
- Sep 11
- 4 min read
Updated: Sep 16
Reference checks are still one of the most important, yet often underutilised, parts of the hiring process. Too often, they’re seen as a “tick-box” exercise to confirm dates of employment and whether someone turned up on time. In reality, a well-designed reference check can give you far richer insights: how a candidate works best, what motivates them, what type of management style helps them thrive and where they might need support to succeed in their next role.
At ONA Recruitment, we believe reference checks should not only verify past performance, but also set a new hire up for long-term success. The best way to do that is a structured, thoughtful template that goes deeper than the basics.
Why a Reference Check Template Matters
A good template ensures consistency, fairness, and compliance (particularly under the Australian Privacy Act). It also makes sure you’re asking the kinds of questions that will bring out a candidate’s strengths, limitations, and cultural fit. Most importantly, it signals to both clients and candidates that you take the process seriously — and that you’re focused on enabling success, not just “ticking a box.”
What to Include in Your Reference Check Template
Here are the key sections you should always include, along with example questions you can adapt:
1. Consent and Privacy
Start by clearly outlining consent and how the information will be used. This builds trust with referees and ensures compliance. For example:
“The candidate has provided consent for us to contact you for the purpose of this reference check. Your responses will be kept confidential in line with the Australian Privacy Act 1988.”
"This reference may be shared internally with relevant management, and with the candidate if requested, as part of their confidential job search."
2. Employment Verification
Cover the basics:
What was your relationship with the candidate?
Can you confirm their role title and dates of employment?
Are you aware of their reason for leaving?
This sets the foundation and confirms accuracy before diving deeper.
3. Provide Context on the Role
Before asking detailed questions, it often helps to give the referee a brief overview of the role the candidate is being considered for. For example:
“This position involves managing a small team, overseeing supplier negotiations, and working closely with marketing on go-to-market activity.”
That context allows the referee to shape their answers in a way that’s most relevant and it often prompts them to share more specific insights.
4. Performance & Achievements
Move beyond duties and responsibilities to understand impact:
What were their most significant contributions or achievements?
How would you rate their technical skills?
What do you see as their key strengths?
Were there areas you felt needed further development?
5. Working Style & Soft Skills
This is where you begin uncovering fit:
How did they communicate with colleagues and stakeholders?
How did they handle challenging situations or stressful workloads?
Can you share an example of how they responded to feedback or coaching?
How well did they organise and manage competing deadlines?
6. Culture Fit & Motivation
These questions often reveal the most valuable insights:
What type of team or culture would they excel within?
What management style do you think brings out their best?
What do you believe motivates them professionally?
Where would you place their long-term potential — specialist, leader, or generalist path?
7. Rehire & Closing
Always close with:
“Would you rehire this candidate if you had the opportunity?”
“Is there anything else you think would help us better understand their suitability?”
This is often where referees share the most candid insights.
Tips for Getting More Value Out of References
Set the scene. Share a quick summary of the role to give the referee useful context.
Listen for tone as much as content. Sometimes hesitations or the way something is phrased tells you more than the words themselves.
Dig deeper. If a referee mentions a strength (i.e. “They’re great with clients”) ask for an example.
Balance the positives with the gaps. Everyone has areas for improvement — framing questions around development makes referees more comfortable sharing.
Use the insights proactively. Don’t just file the notes away. Share them with your team and, where appropriate, with the candidate to support their onboarding and growth.
Verbal vs. Written References
Another consideration is whether to conduct references verbally (over the phone or video call) or in writing (via a secure link or email form).
Verbal references often allow you to build rapport, ask follow-up questions, and pick up on tone or hesitation — which can reveal as much as the words themselves. They also tend to produce richer, more detailed insights. However, they take more time and can be harder to document consistently.
Written references, on the other hand, are efficient, easy to store, and provide a clear audit trail — but they risk generic or rushed responses without the depth you’d get from a conversation.
At ONA Recruitment, we seek to conduct verbal references wherever possible. They give us the chance to dig deeper into a candidate’s working style and strengths, and importantly, to explore concerns or inconsistencies if they come up during the conversation. To improve accuracy and reduce processing time, we recommend using a simple recording option (on iPhone, VOIP, or video software). Always ask the referee for their consent to record for transcription purposes, and once the notes are finalised, ensure the recording is deleted. This approach provides both transparency and efficiency, while still maintaining confidentiality and trust.
A strong reference check template doesn’t just protect you, it equips your clients with insights to better support their new hire, and it gives candidates the best chance to succeed in their next role. At its best, it’s less about "screening out” and more about “setting up for success.”
