Is this reference check form free to use?

Yes. Copy it from this page, download the PDF, or print it. There is no sign-up, no email wall, and you can change any of it to suit your own process.

Are these sample reference check questions, or a complete form?

Both. The questions are samples in the sense that you should cut and reword them to fit the role, and the page is a complete form in the sense that you can print it and use it as it stands. Most teams keep the consent and verification fields exactly as they are and edit the questions.

How many referees should I contact?

Two who managed the candidate directly is the working minimum, and a third is worth it for a role with unsupervised responsibility or money attached. One referee tells you about one relationship, not about a person.

Should I check references by phone or in writing?

Written answers are more consistent and easier to compare, and referees reply when it suits them, which is why response rates are higher. A call is better when you need to follow up on something specific, because you can ask the next question. Many teams do both: the form first, a call where an answer needs pressing.

Do I need the candidate's consent before contacting a referee?

Yes, and get it in writing before any contact. Section 3 of the form records when consent arrived and in what form, so the file shows it later.

What should I do when a referee will not answer a question?

Record the decline and move on. Many employers have a policy limiting what they confirm, so a decline is about the employer rather than the candidate. What matters is a pattern: several referees going quiet on the same subject is worth a follow-up.

Can I use this form outside the United States?

The questions travel, the legal notes do not. The list of topics to avoid covers common federal ground in the United States; the United Kingdom, the European Union, Australia and others add their own rules on data handling and on what a former employer may disclose. Check your jurisdiction before you use it.

Reference check form template

A complete employment reference check form: 17 questions in the order a reference conversation actually runs, plus the consent and referee verification fields most forms leave out. Free, no sign-up.

Use it on a call, send it as a questionnaire, or let software send and analyse it. Writing the emails around it is the reference request email templates, and the reasoning behind each question is in the reference check question bank.

Download the PDF Copy as text

1. Candidate and role

Fill this in before you contact anyone, so every referee for this role answers the same questions about the same job.

Candidate name
Role applied for
Hiring manager
Reference checked by
Date
Two things this role lives or dies on: e.g. unsupervised client contact, accuracy under deadline

2. Referee details

Verify the referee independently before you take their answers seriously. A work email on the employer's own domain and a listed company phone number are the two cheapest checks you can make.

Referee name
Job title at the time
Company
Work email: on the employer's domain, not a personal address
Phone
Verified how: company switchboard, LinkedIn, employer website

3. Consent and disclosure

Written candidate consent comes first, every time. Record it here so the file shows when and how you got it.

Candidate consent received on: date, and in what form
Referees named by the candidate: yes / no, and who added the rest
Referee told how their answers will be used: yes / no

4. Relationship and employment verification

Start here. If these answers do not match the candidate's own account, everything after them is worth less.

1
In what capacity did you work with the candidate, and were you their direct manager?
short answer
A peer or a friend answering as a manager is the most common reference problem there is.
2
What were their start and end dates, and their job title when they left?
short answer
Compare against the resume before you read on.
3
What were their main responsibilities?
long answer
Listen for scope that is smaller than the candidate described.
4
Why did they leave?
short answer
A mismatch with the candidate's reason is worth a follow-up call, not an automatic no.

5. Performance

1
On a scale of 1 to 10, how would you rate the quality and consistency of their work, and what sits behind that number?
1 to 10, plus a comment
The number stops a non-committal answer; the explanation is the part you actually use.
2
Describe a significant project or problem they handled, and what the outcome was.
long answer
Specific beats flattering. Vague praise here usually means limited direct contact.
3
Where did they need the most support or supervision?
long answer
Phrased as support rather than weakness, this gets an honest answer far more often.
4
How did they perform against targets, deadlines or service levels?
long answer

6. Working with other people

1
How did they work with their team, their manager, and people outside their department?
long answer
2
How did they take feedback or correction?
long answer
Coachability predicts the first six months better than almost anything else on this form.
3
Describe how they handled a disagreement or a difficult person.
long answer

7. Reliability, conduct and growth

1
Were they reliable about attendance, deadlines and commitments?
yes / no, plus a comment
Follow any hesitation with: can you give me an example?
2
How quickly did they pick up new tools, systems or processes?
long answer
3
Were there any formal performance or conduct concerns on file that you are able to share?
long answer
Many employers will decline this. A decline is not a red flag; an unprompted story is information.
4
Is there anything about the role we described that would concern you for this person?
long answer
This is why section 1 asks what the role lives or dies on.

8. The two closing questions

Ask both, in this order, of every referee. They do more work than the rest of the form combined.

1
Would you hire or work with this person again, and why?
yes / no, plus a comment
An unqualified yes is the benchmark. Hedging, a pause, or 'yes, but in a different role' is the finding.
2
Is there anything else we should know that I have not asked about?
long answer
Leave the silence. The most useful sentence in a reference check usually arrives here.

9. Your notes and decision

Record this while the conversation is fresh. Facts and direct quotes, not impressions.

Matches the candidate's own account: yes / mostly / no, with what differed
Points to confirm with another referee
Outcome: clear / clear with notes / needs a further referee / do not proceed
Completed by, and date

Keep these off the form

A referee may volunteer any of this. Do not ask for it, do not write it down, and do not let it into the decision.

Medical conditions, disability, or mental health history
Pregnancy, family planning, or parental status
Religion or religious practice
Age, race, ethnicity, or national origin
Genetic information or family medical history
Sexual orientation or gender identity
Workers' compensation claims
Union membership or activity
Arrest records that did not lead to a conviction

This is not legal advice. The list covers common federal ground in the United States; state, local and non-US rules add to it, and some jurisdictions limit what a former employer may disclose at all.

Copy the whole form, or take the sample questions

Plain text, with writable lines. Paste it into Word, Google Docs, or your notes app and change anything you like. Treat the questions as a starting set: cut the ones that do not fit the role and reword the rest in your own voice.

Plain text

REFERENCE CHECK FORM
Template version 2026.1 - verifyref.com/reference-check-template

1. CANDIDATE AND ROLE

Fill this in before you contact anyone, so every referee for this role answers the same questions about the same job.

Candidate name:
____________________________________________________________

Role applied for:
____________________________________________________________

Hiring manager:
____________________________________________________________

Reference checked by:
____________________________________________________________

Date:
____________________________________________________________

Two things this role lives or dies on (e.g. unsupervised client contact, accuracy under deadline):
____________________________________________________________
____________________________________________________________

2. REFEREE DETAILS

Verify the referee independently before you take their answers seriously. A work email on the employer's own domain and a listed company phone number are the two cheapest checks you can make.

Referee name:
____________________________________________________________

Job title at the time:
____________________________________________________________

Company:
____________________________________________________________

Work email (on the employer's domain, not a personal address):
____________________________________________________________

Phone:
____________________________________________________________

Verified how (company switchboard, LinkedIn, employer website):
____________________________________________________________

3. CONSENT AND DISCLOSURE

Written candidate consent comes first, every time. Record it here so the file shows when and how you got it.

Candidate consent received on (date, and in what form):
____________________________________________________________

Referees named by the candidate (yes / no, and who added the rest):
____________________________________________________________

Referee told how their answers will be used (yes / no):
____________________________________________________________

4. RELATIONSHIP AND EMPLOYMENT VERIFICATION

Start here. If these answers do not match the candidate's own account, everything after them is worth less.

1. In what capacity did you work with the candidate, and were you their direct manager?
[short answer]
Why: A peer or a friend answering as a manager is the most common reference problem there is.
____________________________________________________________
____________________________________________________________
____________________________________________________________

2. What were their start and end dates, and their job title when they left?
[short answer]
Why: Compare against the resume before you read on.
____________________________________________________________
____________________________________________________________
____________________________________________________________

3. What were their main responsibilities?
[long answer]
Why: Listen for scope that is smaller than the candidate described.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

4. Why did they leave?
[short answer]
Why: A mismatch with the candidate's reason is worth a follow-up call, not an automatic no.
____________________________________________________________
____________________________________________________________

5. PERFORMANCE

1. On a scale of 1 to 10, how would you rate the quality and consistency of their work, and what sits behind that number?
[1 to 10, plus a comment]
Why: The number stops a non-committal answer; the explanation is the part you actually use.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

2. Describe a significant project or problem they handled, and what the outcome was.
[long answer]
Why: Specific beats flattering. Vague praise here usually means limited direct contact.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

3. Where did they need the most support or supervision?
[long answer]
Why: Phrased as support rather than weakness, this gets an honest answer far more often.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

4. How did they perform against targets, deadlines or service levels?
[long answer]
____________________________________________________________
____________________________________________________________
____________________________________________________________

6. WORKING WITH OTHER PEOPLE

1. How did they work with their team, their manager, and people outside their department?
[long answer]
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

2. How did they take feedback or correction?
[long answer]
Why: Coachability predicts the first six months better than almost anything else on this form.
____________________________________________________________
____________________________________________________________
____________________________________________________________

3. Describe how they handled a disagreement or a difficult person.
[long answer]
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

7. RELIABILITY, CONDUCT AND GROWTH

1. Were they reliable about attendance, deadlines and commitments?
[yes / no, plus a comment]
Why: Follow any hesitation with: can you give me an example?
____________________________________________________________
____________________________________________________________

2. How quickly did they pick up new tools, systems or processes?
[long answer]
____________________________________________________________
____________________________________________________________
____________________________________________________________

3. Were there any formal performance or conduct concerns on file that you are able to share?
[long answer]
Why: Many employers will decline this. A decline is not a red flag; an unprompted story is information.
____________________________________________________________
____________________________________________________________
____________________________________________________________

4. Is there anything about the role we described that would concern you for this person?
[long answer]
Why: This is why section 1 asks what the role lives or dies on.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

8. THE TWO CLOSING QUESTIONS

Ask both, in this order, of every referee. They do more work than the rest of the form combined.

1. Would you hire or work with this person again, and why?
[yes / no, plus a comment]
Why: An unqualified yes is the benchmark. Hedging, a pause, or 'yes, but in a different role' is the finding.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

2. Is there anything else we should know that I have not asked about?
[long answer]
Why: Leave the silence. The most useful sentence in a reference check usually arrives here.
____________________________________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

9. YOUR NOTES AND DECISION

Record this while the conversation is fresh. Facts and direct quotes, not impressions.

Matches the candidate's own account (yes / mostly / no, with what differed):
____________________________________________________________
____________________________________________________________
____________________________________________________________

Points to confirm with another referee:
____________________________________________________________
____________________________________________________________
____________________________________________________________

Outcome (clear / clear with notes / needs a further referee / do not proceed):
____________________________________________________________

Completed by, and date:
____________________________________________________________

DO NOT ASK ABOUT

- Medical conditions, disability, or mental health history
- Pregnancy, family planning, or parental status
- Religion or religious practice
- Age, race, ethnicity, or national origin
- Genetic information or family medical history
- Sexual orientation or gender identity
- Workers' compensation claims
- Union membership or activity
- Arrest records that did not lead to a conviction

Not legal advice. State, local and non-US rules add to this list.

Prefer a printable version? Download the PDF.

Reference check form FAQ

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