8 min read

How to Build the Perfect Reference Check Survey

Hiring a new person is a big step for your company. You spend a lot of time looking at resumes and talking to people in interviews. But sometimes, what you see on paper is not the whole story. You need to know how a person works when you are not watching. This is where a reference check survey becomes useful. It helps you get honest facts from people who have worked with the candidate before.

Using a digital form makes this process fast. It also makes it more professional. You can send a link to a former boss or coworker. They can fill it out when they have a spare moment. This method saves you from playing phone tag for days. It also gives you a written record of what was said. This helps you make a better choice for your team.

How to Build the Perfect Reference Check Survey

Key Takeaways

A good survey gives you facts that resumes might miss.
Using a digital tool makes it easier for referees to respond quickly.
Ask specific questions about work habits and skills.
Keep the survey short to get more finished responses.
Use a mix of rating scales and open text boxes.

Why a Reference Check Survey Matters

You want to make sure your new hire will do a good job. A reference check survey is a way to verify what you learned in the interview. It acts as a safety net. It helps you find out if the candidate has the skills they claim to have. It also tells you about their personality at work.

When you use a written survey, you get consistent data. You can ask every referee the same set of questions. This makes it fair for every candidate. It also helps you compare different candidates side by side. If you only use phone calls, you might forget to ask some things. A survey keeps you on track.

Refhub helps you manage this process. By using a standard form, you remove the guesswork. You get the information you need to feel good about your hiring choice. This process also protects your company. It shows that you did your homework before bringing someone new into the office.

Choosing the Best Hiring Questions

The heart of your survey is the list of hiring questions you pick. You should not ask too many questions. If the list is too long, the referee might get tired and stop. Focus on the things that matter most for the job.

Verifying the Basics

Start with simple questions to make sure the facts are right. These include:

What were the start and end dates of their work?
What was their job title?
What was your relationship to the candidate?
Why did they leave the company?

Measuring Work Performance

Next, ask about how they did their job. You want to know if they were good at their tasks.

How would you rate the quality of their work on a scale of 1 to 10?
Did they meet their deadlines?
How did they handle difficult tasks?
What was their biggest achievement while working for you?

Checking Soft Skills

Skills are not just about technical tasks. You also need to know how they get along with others.

How well did they work in a team?
Can you describe their communication style?
How did they react to feedback or criticism?
Did they show leadership when it was needed?

Tips for Using a Survey Builder for Accurate Feedback

Getting good data depends on how you build your form. When you use a survey builder, you have many options. You want to make the form easy for the person filling it out. If the form is hard to use, the referee might give short or vague answers.

Here are some tips for using a survey builder to get the most accurate feedback from referees:

Use Rating Scales: Use a scale from 1 to 5 or 1 to 10. This gives you data that is easy to measure. It is faster for the referee than writing a long paragraph for every question.
Add Comment Boxes: After a rating scale, add a box for comments. This lets the referee explain why they gave that score. This is where the best details often hide.
Make it Mobile Friendly: Many people check their email on their phones. Make sure your survey looks good on a small screen. If it is hard to read on a phone, people will wait until they are at a computer. They might forget to do it later.
Use Required Fields: Mark the most important questions as "required." This makes sure you do not get an incomplete report. But do not make every single box required, or it might frustrate the user.
Keep it Short: Aim for 10 to 15 questions. This usually takes about five to ten minutes to finish. This is the "sweet spot" for getting a response.

The Best Way to Structure Your Survey

The order of your questions is important. You want to lead the referee through a logical path. Start with the easy stuff and move to the deeper topics.

Introduction: Explain who you are and why you are asking. Make sure they know the candidate gave permission for this check.
Employment Facts: Ask for dates and titles first. This gets the referee in the right mindset.
Core Competencies: Ask about the specific skills needed for the role.
Behavioral Traits: Ask about attitude and reliability.
The Final Recommendation: End with the most important question: "Would you hire this person again?"

This structure helps the referee remember the candidate's work history as they go. By the time they get to the end, they have a clear picture in their mind. This leads to a more honest answer on whether they would recommend them.

Avoiding Bias in Your Questions

You must make sure your survey is fair. Avoid questions that ask about a person's private life. Focus only on work performance. Do not ask about age, religion, or family status. These things do not tell you if a person can do the job.

Keep your questions neutral. Instead of saying, "Why was this person a great leader?", ask, "How would you describe their leadership style?" This allows the referee to be honest. If the candidate was not a great leader, the second question gives the referee room to say so. Neutral questions lead to more truthful data.

FAQ

How long should a reference check survey take to complete? It should take about five to ten minutes. If it takes longer, people might not finish it.

Can I use the same survey for every job? It is better to change a few questions based on the role. A manager needs different skills than a junior clerk. But keeping the basic structure the same is a good idea.

Is a digital survey better than a phone call? A survey is often better because it gives you a written record. It is also more convenient for the referee. However, if a survey answer is confusing, you can always follow up with a quick call.

How do I know if a referee is being honest? Look for consistency. If you have three references and they all say the same thing, it is likely true. If one is very different, you may need to look closer.

Should I share the results with the candidate? This depends on your local laws and company policy. In many places, these reports are kept private to encourage the referee to be honest.

Mastering Your Talent Search

Building the perfect survey is about more than just a list of questions. It is about creating a path to the truth. When you have the right data, you can hire with more certainty. You reduce the risk of making a mistake that costs your company time and money.

By using a clear format and a professional tool like Refhub, you show that you value the referee's time. This respect often leads to better, more detailed feedback. You get a clear view of your candidate's strengths and where they might need more training. This helps you prepare for their first day on the job.

Ready to Hire with Confidence?

Making the right choice for your team is a big job. You do not have to do it alone. A strong reference check process is your best tool for success. It gives you the facts you need to move forward.

Start building your survey today. Focus on the skills that matter most for your team. Use a clear structure and smart questions to get the best results. With the right data in your hands, you can build a stronger, more capable workforce. Take the next step in your hiring journey and make sure your next hire is the right one.

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