When & how to ask candidates for references

Unsure when or how to ask your recruitment candidates for their references? You’re not alone! Here we discuss the best practice for collecting personal and professional references from job applicants, helping you make well-informed hiring decisions, while delivering an enjoyable recruitment journey.

When should I ask candidates for their references?

The best time to ask candidates for references is during the final selection/offer stage of the hiring process. This is usually right before a formal job offer is made, and the final details of their onboarding are being put together.

Avoid asking candidates for references at the application or screening stage of the process! This may deter them from pursuing the vacancy due to the fear of you contacting their current employer.

What kind of references do I need from a candidate?

There are two main types of references employers seek from their candidates. Here’s what you need to know about each of them:

Professional reference

Professional references are provided by colleagues, managers, and/or clients who have worked with a candidate in their previous employment. These are an important part of cross-checking the skills and qualities presented on candidates’ CVs, and during interview stages.

Personal reference

Personal references are usually provided by key figures in a candidate’s personal life – such as teachers, lecturers, friends, and family members. They provide insight as to a candidate’s interpersonal skills, which are often just as – if not more valuable than their professional skillset. 

How can I collect references from candidates?

Once you’ve decided which kind of references you’d like candidates to provide, it’s time to start collecting information. Here’s how you can do it:

1- Ask for their referees’ contact details

Ask candidates to provide the names and contact details of their preferred referees. Be sure to make your requirements clear for both professional/personal references, such as the relationship between them and your candidate.

It’s usually best to ask for two of each type of referee, just in case you struggle to get a response from a certain party. 

You can collect this data manually by email/phone, or use a candidate referencing portal – allowing applicants to submit these details in their own time using an online form.

2- Decide how to collate references/statements (email, phone, online)

Decide how you would like to collect statements from candidates’ referees. This can either be done by email, over the phone, or again using an online portal.

It’s important to make this as easy as possible for referees in order to speed up response times, and ensure you receive the information you need. Try using an online form with set questions, allowing referees to quickly and easily submit their references.

Plan questions in advance, and make sure they’re relevant to the role – this will help you back up your final hiring decision.

3- Reach out to referees, and give them time to respond

Finally, you’ll need to get in touch with your candidate’s referees using the method of your choice. If you’re using an online referencing portal, you may be able to automate this process directly through your ATS.

Give referees time to submit their references. Once data has been collated, attach references to candidate profiles within your ATS to make reviewing easier for hiring managers. This will help to inform data-led hiring decisions, while streamlining the selection process.

Introducing…

Talos ATS: Automated recruitment referencing portal

Want to automate reference checking directly through your recruitment software? Talos ATS is the answer!

Our brand-new reference checking automation allows you to request and collate any number of references for any number of candidates – all without leaving your ATS platform!

This not only saves valuable time for your HR team, but also ensures hiring decisions are informed by qualitative data – promoting positive, compatibility-led hiring decisions.

• Request any number of professional or personal references against a candidate

• Create bespoke professional and personal reference form templates within the ATS

• Receive automatic email notifications when a candidate and a referee has completed either form

• Know when a candidate or referee has, or hasn’t, viewed their form and send out manual reminders.

• Ability to manually add a referee or even a reference on behalf of the candidate or referee

• Timeline of events created against the referee

• Fully responsive candidate and referee online portals

• Interactive candidate portal allows the candidate to see when their referees have viewed and submitted their references

Discover an easier way to attract, hire, and onboard the best talent in your industry: