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.
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.
When a reference is willing to provide more context, structure your questions carefully and keep them tied to job performance.
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?
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.
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.
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
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 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.
When reference checks provide limited insight, structured assessments can add useful data.
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.
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 and documented evaluation criteria.
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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 >>
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.
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