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Run quick, consistent reference checks
A ready-made reference request, a short call script and a tidy summary for every candidate, so checks are fair and nothing gets missed.
When to use it
When you reach the offer stage
Step by step
Build your request and call script
Ask your AI assistant for the wording you'll reuse with every referee.
Prompt to copyI'm an HR specialist checking references for a [role] role. Write: 1) a short, polite email asking a referee to confirm dates of employment, job title and answer a few questions, with a line about how we'll handle their reply, 2) a 10-minute phone script with 6 questions linked to these job requirements: [list 3 to 5 requirements], asking for specific examples, and 3) a one-page summary template with headings for each question. Keep the questions job-related and avoid anything about health, family, age or other personal characteristics.Save the wording
Save the email as a Gmail template and the script and summary template in a Google Doc you can copy for each candidate.
Write up each reference the same way
After each call, fill in the template from your notes. You can paste rough notes into your AI assistant and ask it to sort them under the headings, leaving out the referee's personal details.
Compare against the role, not each other
Read the summaries alongside the job requirements and decide what they mean yourself, with the hiring manager.
What you get
Referee: former line manager (2021 to 2024). Dates and title confirmed. Organisation: 'kept the project tracker spotless'. Teamwork: covered a colleague's caseload during leave. Would re-hire: yes.
Tips
- Get the candidate's consent before contacting referees, and keep notes in line with your data protection rules.
- Ask the same core questions for every candidate for the same role, so the checks stay fair.