In times of AI-powered candidate fraud, references are one of several checks that can help employers verify a candidate’s history and skills. But when in the process should you ask for them? 

Some recruiters ask for references as early as in the first interview, even if they plan to contact the referees only later in the process. But that’s not the best experience for the candidate. To provide references, candidates typically approach their referees and let them know a call may come. If no offer follows, they have spent a favor and disclosed a job search, all for a role that never materialized. 

That’s why it’s courteous to ask for references either at the final stage, once the candidate is shortlisted, or alongside a conditional offer. 

In tech hiring, timing is a competitive matter as well as a courtesy. If you’re hiring a sought-after professional for a role that’s hard to fill, you might prefer to agree on terms first and check references later, so the candidate doesn’t slip through your fingers. 

Many employers also prefer to check later for practical reasons: it takes less time to do it only for the chosen or shortlisted candidates. Besides, it lets them form their own opinion first, without being influenced by previous employers. 

For security-sensitive roles, it may be preferable to run reference and background checks early, to avoid spending time on candidates who turn out to be ineligible. 

Written or oral references? 

Should you choose written or oral reference checks? Each option comes with a catch. 

Written references give referees time to reflect. You can send a template to standardize the process. A written reference is usually less time-consuming than a call, and referees can fit it into their workday more easily. To help confirm that each referee is legit, a recruiter can require a corporate email address. A con is that the feedback is less spontaneous, either because of the very process of thinking through the answers or out of fear that the document will leak. 

Oral references allow richer detail, spontaneity, and follow-up questions. A call is less “official” than a written document and makes room for more candid answers. The main con of calls is that it can be harder to confirm you’re speaking to the right person. 

What to ask 

In the EU, the GDPR (General Data Protection Regulation) establishes the principle of data minimization in Article 5(1)(c), and the UK GDPR contains the same principle. It means employers should collect only the personal data necessary for the purpose. That also applies to reference checks. 

You should focus on dates of employment, role and responsibilities, performance, strengths and development areas, and other questions relevant to the role. 

Bear in mind that candidates choose referees they probably have a good rapport with. You should try to get an understanding of development areas in particular. You could ask, for example, “If you were to have a feedback conversation with them today, what would you bring up as possible areas of development?” 

Adapt the reference check to each candidate. For example, if you have doubts about whether a specific candidate is a good team player, you can steer your questions in that direction. 

Transparency matters too: tell candidates when you’ll contact their referees. It’s good practice, and it fits the GDPR’s transparency principle in Article 5(1)(a). 

If you’re still in doubt or short on time, you can also leave it to specialists. Jobshark’s technical recruiters can do reference and background checks for you. 

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