Head - Human Resources
Satpreet Kaur
Human Resource
Hr Executive
Developing Competencies For Productivity
Hr Recruitment
Customer Service
+8 Others

dear all kindly help me as i am working in a company as hr exective please tell me how to do the ref. check and what is the process of this . Thanks & Regards Deepa
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Hi Deepa, Can you pls specify whether it is for rehiring ex-employee or for all new joinees etc.. Regards, Satpreet Kaur
Hi Deepa,
It depends upon the number of employees your company is hiring month on month. Generally if the joinee count is high than it is better to hire a third party verifiers, they'll do a ref check for your company, if it is out of budget than you can start with doing checks with their last organisation. You can check on the organisation's website for the HR mail ID and send a mail to them seeking the details of his employment tenure their, as I am sure that they must've done the check, you'll get the complete details. If the empoyee is a fresher than do a personal check by calling the personal references that he/she must've provided.
Lemme know if you require any furthe assistance..
Dear Deepa,
It is simply by asking the contact details given by the candidates. But it is advice to check the references before given offer and not at the time of joining. You can also contact past organization to know more about candidates. But you should contact past organization in such a way that it should not harm to that candidate, because it will disclose his intention of job changing.
HI Vipul ,
I some what agree on your point. but in my suggestion , one should not do ref check with candidate's current organisation before giving offer letter . simply coz it may harm the candidate's career. ( coz if candidate's relation with boss is not good etc etc ) secondly when company gives offer letter to any candidate, it is to be mentioned in the offer letter that " candidate can join this company subject to satisfactory reference check'"
so I dont think there is any harm in giving offer letter before ref check . also one should do the ref check immediately after issuing offer letter or the acceptance of offer from candidate's side.
Hi Deepa,
I will suggest you to take Immediate boss's contact details for ref chk for any candidates (till middle management level) .(at least 2 , if poss take 3 ref chk )and while talking to them chk abt
candidate's designation,yrs of exp with his boss, boss's designation,etc. if you dont find your conversation satisfactory with his boss then directly call up HR and take the details from them.
coz i have got this experience when i did ref chk of my candidate. he gave me his boss's number saying he was my reporting manager and designation is AVP.
Basically when u deal with AVP there should be some logical talk, or confidence , fluency in english , politeness in that person ( In general ) but that fellow started talking to me in Hindi and kind of quite relaxed nature. so i rechecked with HR of that company, and i found that candidate had given his friend's number as reporting manager.
so pls be aware while doing ref chk ........
Good Afternoon Ms.Deepa,
I can be a help to you in this matter as I am working in a Verification firm .
I shall be more than happy to help you.
Please get in touch at my number or if possible you can forward me a mail on in terms as what sort of verificationb you are looking for.
Jaskeerat Singh Kwatra
Marketing Officer
+91 9310270886
Dear Deepa,
The first level of reference check can be by asking the contact details of an HR person and the candidate's immediate boss. Once you speak to them, you can ask their official e-mail ids and send an e-mail to confirm the details given over the phone. As far as my experience goes, people don't hesitate to give their official ids and the official ids are also a confirmation that you are taking to the right person.
Another way is, once a person submits his documents, like the relieving letter, the letter head always has a contact number for the company. You can call on that number and ask about the HR department and verify about the candidate.
Dear Deepa,
I'd suggest you empanel a BG Check partner to help you with Reference Checks.
While it's easier to take a number from the candidate and call to verify, it is not foolproof, they may just give you a friend's number.
One thing you can do is call the company's Board number and ask for the Supervisor by name, or email the company directly.
However, in practice it is better to let third party vendors do this.
Dear All,
It is not a must for the reference check top be onducted before issuing Offer letter. In stead you shall put a clause on to the Offer Letter that a reference check would take place and if that if the candidate is found to be guilty, the company would be reconsidering the offer given to the candidate....
Dear Deepa, Hope this attachment will be helpful for you. Rgds, Maha

Attached Files
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File Type: doc Reference Checking Form.doc (38.5 KB, 856 views)

I feel we can do ref check before giving offer with couple of past organisation. After joining of the candidate we can do it with his last organisation. Not to depend upon only mobile numbers but get the correct company land line numbers from the companys letter head.
1. Ask the person for his time and tell him the purpose of the phone call. Get his email id.
2. Send thank you mail to the concern person for sparing his time.
I am attaching one file which might be useful for you.

Attached Files
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File Type: doc Employee Reference Check Questionnaire .doc (42.5 KB, 1158 views)

Hi Deepa,

The purpose of his check if to verify the authenticity of the experience and also to get an idea of the candidates performance and attitude.

All organisations differ on this procedure. For experienced employees:

Usually a check is done before issuing the offer letter.

The candidate is asked for a list of possible refrees, their designation, contact and importantly the duration of interaction.

U can contact them and if you are sending someone to personally verify the authenticity, then ensure that a sensible mind has been allotted the responsibility.

Discretion is a must.

Let me give you an example. During once such expercise, the person sent to do a verification contacted some people in staff and not the refrees mentioned by the candidate. The staff were just std X pass and had limited nack in handling this. In Mumbai, the word 'lafada' can communicate an affair and also a problem. The candidate had faced some harassment by the HOD and the word 'lafada' was used to desribe the relation between the two. The interviewer understood it as an affair and passed the remark on the candidate's character in his report.

In case of fresh joinees, some organisatons carry out a police check during the period of probation and confirm the employee based on the report. Also a stamped letter of surety can be taken at the time of joining.

Hope this helps
1. As the candidate to provide names of managers and subordinates who may provide a reference when approached.

2. Cross check if the candidate is open to provide the contact for the current employer and/or the last employer.

If no, it could be for two reasons:

(a) the candidate is afraid that it will affect his current job, OR

(b) chances are he has no good record with the current or previous employer.

In any case it is important to check the relevancy of the experience and performance to the job towards which one is planning to hire the candidate.

References which are made merely as a character check does not serve any purpose. Work related reference suggest the capabilities of the candidate.. in that case a reference from any stakeholders of the previous company.. including his/her subordinates can be useful.

Be watchful:

* If a current employer defines the candidate as "SUPERB" may be helping themself to "get rid of the employee" for they have no use for him.

** on the same token a reference which describes the candidate as "USELESS" by the current employer, makes us wonder "Why are they still keeping him?"

hi Deepa,
tact is a must in reference checks, whether you will do it yourself or delegate. kindly ensure that candidate relation with current employer is not marred when the candidate is still at post in old job. it may be better to do checks after offer with a caveat as espoused by colleagues on this forum.
We do the reference checks of employees as per the usual format. How can we check the criminal background of an employee? Do we get this information from their previous employer? Or should we get this only through other external agencies? Pls revert.
Can anyone tel me how to send an agreement copy to my client for Back Ground Check Services and How much we can charge (Professional Fee) for the BG Check services..
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