Reference check form template

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A reference check form is a one-page record of what a candidate's former manager says about their work, using the same questions for each candidate. Copy the form template below, get the candidate's permission first, ask only job-related questions, and write down the referee's words rather than your impression.

US rules as of 31 October 2026.

At a glance

  • Ask the candidate for permission and for two or three recent managers.
  • Use the same questions for every finalist for the role.
  • Stay job related. Do not ask about protected characteristics or health.
  • If a screening company collects references for you, the FCRA notice and permission steps apply.

Form

REFERENCE CHECK FORM
Candidate: [NAME]   Role applied for: [TITLE]
Referee: [NAME]   Company: [COMPANY]   Relationship: [Manager / Peer / Client]
Dates worked together: [FROM] to [TO]   Date of call: [DATE]   Checked by: [NAME]
Candidate permission to contact referee: [Yes / date]

INTRO (read aloud)
"Thank you for your time. [CANDIDATE] has applied for a [ROLE] at [COMPANY] and gave your name. May I ask a few questions about their work? It will take about 10 minutes."

1. How do you know the candidate and in what capacity did you work together?
   Notes:
2. What were their main responsibilities?
   Notes:
3. What were their strongest contributions? Can you give an example?
   Notes:
4. Where did they need the most support or development?
   Notes:
5. How did they work with colleagues and handle feedback?
   Notes:
6. How reliable were they with deadlines and commitments?
   Notes:
7. [ROLE-SPECIFIC QUESTION from the job description]
   Notes:
8. Would you work with them again? Why or why not?
   Notes:
9. Is there anything else we should know to support them in this role?
   Notes:

RATINGS (1 = Does not meet, 3 = Meets, 5 = Exceptional)
Quality of work: [ ]   Teamwork: [ ]   Reliability: [ ]   Role-specific skill: [ ]

SUMMARY
Consistent with resume and interviews: [Yes / No / Partly]
Concerns to follow up: [ ]
Recommendation from this reference: [Positive / Mixed / Negative]

Tips

  • Call at a time that suits the referee, and say how long you need.
  • Keep notes factual and keep them with the hiring file.
  • Treat a refusal to answer as neutral. Many employers confirm only dates and title.
  • Compare references to the structured interview results. See the interview scorecard.

Sources

  • EEOC, Prohibited Employment Policies/Practices - https://www.eeoc.gov/prohibited-employment-policies-practices (accessed 31 October 2026)
  • FTC, Background Checks: What Employers Need to Know - https://www.ftc.gov/business-guidance/resources/background-checks-what-employers-need-know (accessed 31 October 2026)

This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.