--- title: "Employment Reference Checks: What to Ask and Why" description: Discover how to conduct reference checks properly, when to use background screening, and how to create a structured, legally compliant hiring framework. image: https://blog.axcethr.com/hubfs/ezgif-1-0f4de022d2.webp --- - [Client Portal](https://www.axcethr.com/client-services/) - [Employee Login](https://www.axcethr.com/client-services/) [![AxcetHR Solutions Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png)](https://www.axcethr.com/) - [About Us](https://www.axcethr.com/about-us/) - [Corporate Philantropy](https://www.axcethr.com/about-us/corporate-philanthropy/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Values and Culture](https://www.axcethr.com/about-us/values-and-culture/) - [Kansas PEO](https://www.axcethr.com/about-us/kansas-peo/) - [Missouri PEO](https://www.axcethr.com/about-us/missouri-peo/) - [Careers](https://axcethrsolutions.prismhr-hire.com/) - 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- - - [whatsapp://send?text=https://blog.axcethr.com/employment-reference-checks-what-to-ask-and-why](whatsapp://send?text=https://blog.axcethr.com/employment-reference-checks-what-to-ask-and-why) - [mailto:?subject=Employment%20Reference%20Checks:%20What%20to%20Ask%20and%20Why&body=https://blog.axcethr.com/employment-reference-checks-what-to-ask-and-why](mailto:?subject=Employment%20Reference%20Checks:%20What%20to%20Ask%20and%20Why&body=https://blog.axcethr.com/employment-reference-checks-what-to-ask-and-why) ![ezgif-1-0f4de022d2](https://blog.axcethr.com/hs-fs/hubfs/ezgif-1-0f4de022d2.webp?width=840&name=ezgif-1-0f4de022d2.webp) If you’ve conducted a reference check recently, you’ve likely heard some version of this: “We can confirm dates of employment and position held.” That response is increasingly common. Many employers follow neutral reference policies that limit what they share about former employees. As a result, reference checks often function as verification tools rather than performance evaluations. That does not make them unnecessary. But it does mean employers should understand what reference checks are — and are not — designed to accomplish. ## What Reference Checks Actually Provide At their core, reference checks serve three practical purposes: - Confirm employment history - Validate consistency between resume and interview disclosures - Demonstrate reasonable care in hiring In most cases, you can expect confirmation of: - Dates of employment - Job title - Occasionally, eligibility for rehire You should not expect detailed commentary about discipline history, attendance issues, or internal conflict. Limited responses are often driven by policy, not by the employee’s performance. When viewed correctly, reference checks strengthen documentation and process consistency. They are not investigative tools. [![three reasons every business should run preemployment background checks](https://no-cache.hubspot.com/cta/default/2652187/b5b0a3fa-ba6b-411b-93ce-a2978fff46ab.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/b5b0a3fa-ba6b-411b-93ce-a2978fff46ab) ## What to Ask During a Reference Check When a reference is willing to provide more context, structure your questions carefully and keep them tied to job performance. ### Core Performance Questions - What was your working relationship with the candidate? - What were their primary responsibilities? - How would you describe their reliability and follow-through? - How did they respond to feedback? - Would you rehire this individual? ### For Supervisory Roles - How would you describe their leadership style? - How did they address performance issues? - How effectively did they communicate expectations? Always obtain written authorization from the candidate before conducting reference checks. As with interviews, discrimination laws apply — questions must remain job-related and avoid protected characteristics. ## When Reference Checks Are Limited If your reference calls rarely go beyond employment verification, you are not alone. That reality should not cause you to abandon the practice — but it should prompt you to strengthen other parts of your hiring process. The most defensible hiring frameworks are built around job relevance and consistency, not reliance on a single screening step. [![hiring someone with a prior criminal record](https://no-cache.hubspot.com/cta/default/2652187/bbb4f040-ff73-4675-95ba-c285e0da214e.png)](https://cta-redirect.hubspot.com/cta/redirect/2652187/bbb4f040-ff73-4675-95ba-c285e0da214e) ## Strengthening Hiring Decisions Beyond Reference Checks ### Criminal Background Checks For roles involving financial oversight, access to sensitive data, safety responsibilities, or vulnerable populations, [criminal background screening](https://blog.axcethr.com/criminal-background-check-for-employment-ensuring-compliance) may be appropriate. However, screening must align with job duties and comply with: - The Fair Credit Reporting Act (FCRA) - State and local fair chance or “ban the box” laws - Required notice and adverse action procedures A criminal record alone [should not result in automatic disqualification](https://blog.axcethr.com/company-policies-on-hiring-applicants-with-criminal-records). Employers should consider: - The nature of the offense - The time elapsed - Its relevance to the position ### Motor Vehicle Record (MVR) Checks If driving is part of the role — even occasionally — an  [MVR check](https://blog.axcethr.com/mvr-checks-for-employers-a-key-to-hiring-safe-drivers) may provide more meaningful risk insight than a reference call. An MVR review can confirm: - License validity - Suspensions or revocations - Patterns of unsafe driving Positions involving company vehicles or regular travel expand employer liability. Screening should reflect that risk.  ### Credit Checks Credit checks are among the most restricted screening tools and should only be used when clearly job-related, typically in roles involving fiduciary responsibility. When using a consumer report, employers must follow FCRA procedures, including: 1. Disclosure and written authorization 2. Pre-adverse action notice 3. Formal adverse action steps Failure to follow these requirements can create legal exposure, even when the hiring decision is defensible. For more details, review our article on rescinding a job offer [based on a credit check](https://blog.axcethr.com/qa-rescinding-an-employment-offer-based-on-credit-check-results). ### The Role of Assessments — Including Personality Tools When reference checks provide limited insight, structured assessments can add useful data. #### Skills and Work Simulations Skills testing or job simulations allow employers to evaluate whether a candidate can perform the essential duties of the role. These tools are often more predictive than secondhand commentary. #### Personality Assessments [Pre-employment personality assessments](https://blog.axcethr.com/personality-tests-for-employees-are-they-an-effective-tool) can provide structured insight into behavioral tendencies such as communication style, decision-making approach, collaboration preferences, and response to stress. Used appropriately, they can help employers understand: - How a candidate may function within a team - Whether their natural tendencies align with role demands - How they might approach leadership or conflict However, personality tools should: - Be tied to job-related competencies - Be administered consistently across comparable candidates - Comply with EEOC guidelines - Be interpreted as one data point — not a final verdict They are most effective when combined with structured interviews within a well-defined [interview process](https://blog.axcethr.com/interview-process) and documented evaluation criteria. RELATED: [MVR Checks for Employers - A Key to Hiring Safe Drivers >>](https://blog.axcethr.com/mvr-checks-for-employers-a-key-to-hiring-safe-drivers) ## Building a Defensible Hiring Framework No single screening step eliminates hiring risk. A thoughtful hiring framework typically includes: - Structured interviews with consistent scoring - Reference checks for verification - Role-appropriate background screening - Job-related assessments - Clear documentation across candidates Reference checks confirm facts. Background screening addresses specific risk. Assessments provide structured insight. Consistency protects the organization. Together, these elements support hiring decisions that are fair, compliant, and defensible. RELATED: [3 Reasons Non-Profits Should Screen Their Volunteers >>](https://blog.axcethr.com/3-reasons-nonprofits-should-consider-screening-their-volunteers) ## Strengthen Your Hiring Process with the Right Structure If your reference calls consistently yield only dates and titles, that is not a failure — it is the modern norm. The solution is not to push harder for information that may not legally be shared. Instead, strengthen the broader hiring process so that your decisions are based on structured evaluation, role-appropriate screening, and consistent documentation. A single phone call rarely tells the whole story. A well-designed hiring framework does. For many small and mid-sized employers, designing and maintaining that framework can be challenging — particularly when hiring across multiple states with varying screening and compliance requirements. Axcet HR Solutions helps businesses build structured, compliant hiring processes that align with federal, state and local regulations. From background screening guidance to policy development and documentation standards, our [HR services team](https://www.axcethr.com/services/human-resources/) works alongside employers to create hiring practices that are consistent, defensible, and aligned with business goals. If you’re reviewing your current hiring procedures — or simply want confidence that your process is compliant and complete — our HR professionals can help. [![Follow Axcet HR Solutions on Facebook](https://no-cache.hubspot.com/cta/default/2652187/interactive-178216580776.png)](https://blog.axcethr.com/hs/cta/wi/redirect?encryptedPayload=AVxigLK%2BglN3M9eBTdnxMMcW%2Bn7tCoICT7kRi1UmbhdGjvFUGnWS4DOevolmsc%2FgIuX9waSjAZyNFZlrDGL3w67bu9cM5YfxSgSdmKO%2FjXyGFF8ck1k7Ewv9ELF32UH1pqMh91nusEjxJL25ZeHxWyei6Lbm4CcOpvkX%2FvGWRCP6eXfcYwLE&webInteractiveContentId=178216580776&portalId=2652187) [![Mariah Collins, SHRM-SCP](https://blog.axcethr.com/hs-fs/hubfs/Mariah_DSC6768-Edit.jpg?width=80&height=80&name=Mariah_DSC6768-Edit.jpg)](https://blog.axcethr.com/author/mariah-collins) Written by #### [Mariah Collins, SHRM-SCP](https://blog.axcethr.com/author/mariah-collins) Mariah Collins, SHRM-SCP, is a Human Resources Consultant at Axcet HR Solutions, specializing in people management, process improvement, and project management. With a strong background in payroll, benefits, and employee relations, she brings over four years of experience in providing HR solutions to small businesses. Mariah holds a Bachelor of Business Administration in Human Resources from Emporia State University and is known for her expertise in helping businesses streamline HR processes while ensuring compliance. Her contributions to the Axcet blog reflect her deep understanding of HR challenges and her commitment to supporting small business owners. Read more [View all posts →](https://blog.axcethr.com/author/mariah-collins) ### Get HR Updates ### Table of Contents ### Related Resources - [services Human Resources](https://www.axcethr.com/services/human-resources/) - [services recruitment & retention](https://www.axcethr.com/services/human-resources/recruitment-and-retention/) #### [The Interview Process: How Employers Make Better Hiring Decisions ![Axcet HR Solutions team members conducting a structured interview process with a candidate](https://blog.axcethr.com/hubfs/interview-process-hub-_1200-x-628-px_%20(1).webp)](https://blog.axcethr.com/interview-process) #### [![Jeanette Coleman, SPHR, SHRM-SCP, Director of HR at Axcet HR Solutions, standing with a colleague and advising small businesses on 401(k) employer match strategies](https://blog.axcethr.com/hubfs/401k-employer-match-_1200-x-628-px_%20(1).webp) 401(k) Employer Match: Rates, Structures and Smart Strategies for SMBs](https://blog.axcethr.com/401k-employer-match) ## Let us know what you think... ![AxcetHR Blog](https://blog.axcethr.com/hubfs/AxcetHR2021%20Blog/axcethr_logo_white%20(1).png) - [Why Axcet](https://www.axcethr.com/why-axcet/) - [What We Stand For](https://www.axcethr.com/about-us/what-we-stand-for/) - [Expertise](https://www.axcethr.com/expertise/) - [Employee Benefits](https://www.axcethr.com/services/employee-benefits/) - [Human Resources](https://www.axcethr.com/services/human-resources/) - [Payroll Services](https://www.axcethr.com/services/payroll-and-tax-administration-services/) - [Risk Management](https://www.axcethr.com/services/workers-comp-and-employee-safety-risk-management/) - [Meet the Team](https://www.axcethr.com/about-us/meet-the-team/) - [Subscribe to Latest Resources](https://www.axcethr.com/subscribe-to-the-latest-resources/) - [Resource Library](https://www.axcethr.com/expertise/resource-library/) - [\[ Client Portal \]](https://www.axcethr.com/client-services/) - - - - - Search for: Copyright © 2023 Axcet HR Solutions – Kansas City's PEO Since 1988 | [Privacy Policy](https://www.axcethr.com/privacy-policy/) | [Terms and Conditions](https://www.axcethr.com/terms-conditions/) | [**Join our Team – Careers »**](https://axcethrsolutions.prismhr-hire.com/) 10975 Grandview Drive Suite 200, Corporate Woods Building 27, Overland Park, KS 66210 | Call us: 913-383-2999 *The IRS does not endorse any particular For more information on [certified professional employer organizations](https://www.axcethr.com/why-axcet/certified-peo/), go to [www.irs.gov](https://www.irs.gov).* Remove cookies ![](https://dc.ads.linkedin.com/collect/?pid=43031&fmt=gif) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "Mariah Collins, SHRM-SCP", "url" : "https://blog.axcethr.com/author/mariah-collins" }, "dateModified" : "2026-04-06T02:24:23.616Z", "datePublished" : "2026-02-25T15:00:00.000Z", "headline" : "Employment Reference Checks: What to Ask and Why", "image" : [ "https://blog.axcethr.com/hubfs/ezgif-1-0f4de022d2.webp" ], "mainEntityOfPage" : { "@id" : "https://blog.axcethr.com/employment-reference-checks-what-to-ask-and-why", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://blog.axcethr.com/hubfs/_logo_axcethr_primary.png" }, "name" : "Axcet HR Solutions" } } ``` ```json { "@context" : "https://schema.org", "@id" : "https://www.axcethr.com/#organization", "@type" : "Organization", "address" : { "@type" : "PostalAddress", "addressCountry" : "US", "addressLocality" : "Kansas City", "addressRegion" : "MO" }, "aggregateRating" : { "@type" : "AggregateRating", "bestRating" : "5", "ratingValue" : "5", "reviewCount" : "100" }, "areaServed" : { "@type" : "Country", "name" : "United States" }, "award" : [ "IRS Certified Professional Employer Organization (CPEO)", "Award-Winning HR Solutions Provider", "SHRM Certified HR Professionals", "HRCI Certified HR Professionals" ], "contactPoint" : { "@type" : "ContactPoint", "areaServed" : "US", "availableLanguage" : "English", "contactType" : "Customer Service" }, "description" : "Award-winning Professional Employer Organization (PEO) providing comprehensive HR solutions, payroll services, employee benefits, and risk management to small and mid-sized businesses. 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Many employers follow neutral reference policies that limit what they share about former employees. As a result, reference checks often function as verification tools rather than performance evaluations. That does not make them unnecessary. But it does mean employers should understand what reference checks are — and are not — designed to accomplish. What Reference Checks Actually Provide At their core, reference checks serve three practical purposes: Confirm employment history Validate consistency between resume and interview disclosures Demonstrate reasonable care in hiring In most cases, you can expect confirmation of: Dates of employment Job title Occasionally, eligibility for rehire You should not expect detailed commentary about discipline history, attendance issues, or internal conflict. Limited responses are often driven by policy, not by the employee’s performance. When viewed correctly, reference checks strengthen documentation and process consistency. They are not investigative tools. What to Ask During a Reference Check When a reference is willing to provide more context, structure your questions carefully and keep them tied to job performance. Core Performance Questions What was your working relationship with the candidate? What were their primary responsibilities? How would you describe their reliability and follow-through? How did they respond to feedback? Would you rehire this individual? For Supervisory Roles How would you describe their leadership style? How did they address performance issues? How effectively did they communicate expectations? Always obtain written authorization from the candidate before conducting reference checks. As with interviews, discrimination laws apply — questions must remain job-related and avoid protected characteristics. When Reference Checks Are Limited If your reference calls rarely go beyond employment verification, you are not alone. That reality should not cause you to abandon the practice — but it should prompt you to strengthen other parts of your hiring process. The most defensible hiring frameworks are built around job relevance and consistency, not reliance on a single screening step. Strengthening Hiring Decisions Beyond Reference Checks Criminal Background Checks For roles involving financial oversight, access to sensitive data, safety responsibilities, or vulnerable populations, criminal background screening may be appropriate. However, screening must align with job duties and comply with: The Fair Credit Reporting Act (FCRA) State and local fair chance or “ban the box” laws Required notice and adverse action procedures A criminal record alone should not result in automatic disqualification. Employers should consider: The nature of the offense The time elapsed Its relevance to the position Motor Vehicle Record (MVR) Checks If driving is part of the role — even occasionally — an MVR check may provide more meaningful risk insight than a reference call. An MVR review can confirm: License validity Suspensions or revocations Patterns of unsafe driving Positions involving company vehicles or regular travel expand employer liability. Screening should reflect that risk. Credit Checks Credit checks are among the most restricted screening tools and should only be used when clearly job-related, typically in roles involving fiduciary responsibility. When using a consumer report, employers must follow FCRA procedures, including: 1. Disclosure and written authorization 2. Pre-adverse action notice 3. Formal adverse action steps Failure to follow these requirements can create legal exposure, even when the hiring decision is defensible. For more details, review our article on rescinding a job offer based on a credit check. The Role of Assessments — Including Personality Tools When reference checks provide limited insight, structured assessments can add useful data. Skills and Work Simulations Skills testing or job simulations allow employers to evaluate whether a candidate can perform the essential duties of the role. These tools are often more predictive than secondhand commentary. Personality Assessments Pre-employment personality assessments can provide structured insight into behavioral tendencies such as communication style, decision-making approach, collaboration preferences, and response to stress. Used appropriately, they can help employers understand: How a candidate may function within a team Whether their natural tendencies align with role demands How they might approach leadership or conflict However, personality tools should: Be tied to job-related competencies Be administered consistently across comparable candidates Comply with EEOC guidelines Be interpreted as one data point — not a final verdict They are most effective when combined with structured interviews within a well-defined interview process and documented evaluation criteria. RELATED: MVR Checks for Employers - A Key to Hiring Safe Drivers >> Building a Defensible Hiring Framework No single screening step eliminates hiring risk. A thoughtful hiring framework typically includes: Structured interviews with consistent scoring Reference checks for verification Role-appropriate background screening Job-related assessments Clear documentation across candidates Reference checks confirm facts. Background screening addresses specific risk. Assessments provide structured insight. Consistency protects the organization. Together, these elements support hiring decisions that are fair, compliant, and defensible. RELATED: 3 Reasons Non-Profits Should Screen Their Volunteers >> Strengthen Your Hiring Process with the Right Structure If your reference calls consistently yield only dates and titles, that is not a failure — it is the modern norm. The solution is not to push harder for information that may not legally be shared. Instead, strengthen the broader hiring process so that your decisions are based on structured evaluation, role-appropriate screening, and consistent documentation. A single phone call rarely tells the whole story. A well-designed hiring framework does. For many small and mid-sized employers, designing and maintaining that framework can be challenging — particularly when hiring across multiple states with varying screening and compliance requirements. Axcet HR Solutions helps businesses build structured, compliant hiring processes that align with federal, state and local regulations. From background screening guidance to policy development and documentation standards, our HR services team works alongside employers to create hiring practices that are consistent, defensible, and aligned with business goals. If you’re reviewing your current hiring procedures — or simply want confidence that your process is compliant and complete — our HR professionals can help.", "author" : { "@id" : "https://blog.axcethr.com/author/mariah-collins#author", "@type" : "Person", "name" : "Mariah Collins, SHRM-SCP", "url" : "https://blog.axcethr.com/author/mariah-collins" }, "dateCreated" : "2026-02-25", "dateModified" : "2026-04-06", "datePublished" : "2026-02-25", "description" : "If you’ve conducted a reference check recently, you’ve likely heard some version of this: “We can confirm dates of employment and position held.” That response is increasingly common. Many employers follow neutral reference policies that limit what they share about former employees. 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