Navigating Reference Checks: When and How Should HR Approach This Delicate Task?

As a part of recruitment, it is necessary to have reference checks done. But at what stage? With whom? Is it right to have references checked from the past organization without the knowledge of the candidate?

Reference checks are done only after issuing the offer letter. Is this correct? If not, then when should it be done. As a professional HR & Recruiter, I would request your comments on the same?

Hi,

It is essential to get reference checks done before hiring an employee to confirm that all the information provided by the candidate is 'true'. You have employed the candidate based on his 'experience' or 'education' and not on his face value; hence, it is essential to validate the documents for both.

Yes, 'Pre-employment RC' is done only after issuing the offer letter. As a good practice, it is better to get the reference checks done from a 3rd party, i.e., agencies that are specialized in 'Reference checks'. I had this practice in my earlier organization, and I found many cases where senior as well as junior candidates had forged their documents.

It is a good practice to inform the candidate that we have a procedure of 'RC'. Also, get a self-information form filled in by him to verify his employment details like Company Name, Tenure, Designation, Salary. Similarly, details for various degrees held by him. Also, a self-confirmation from him that all the information provided is true.

There should be an added clause in the "Offer Letter" which mentions "your employment is subject to satisfactory reference checks...".

Hope this helps!

In our company, we conduct reference checks after issuing the offer letter but before providing the appointment letter. This has now become a policy due to a previous incident where, during a reference check, we discovered that a person had submitted a fake experience certificate. Subsequently, we issued a warning letter to the individual, who then resigned. As a result of this experience, we have implemented the practice of conducting reference checks before finalizing the appointment letter to prevent similar situations and enable us to take necessary actions, including termination, in such cases.