How Do You Handle Reference Checks in Medium-Sized Companies Without Outsourcing?

Dear Members,

I would like to know the correct procedure for conducting a reference check. Usually, in larger organizations, this task is outsourced to a third party. However, as my organization is of medium size, I prefer to handle this process internally before hiring a new employee.

I have a few doubts regarding reference checks:

1. While requesting references from the candidate, should we specifically ask for the immediate reporting manager's reference, or can it be from anyone within the team or organization?

2. Is it acceptable to request an email as proof of the candidate's employment from any of the provided references, especially when there is no HR department in place at their current employer? If so, what information should be included in the email draft?

I look forward to your suggestions.

Dear Sunita,

Asking for references from the candidate, do we have to ask the reference of the immediate reporting manager, or can it be from anyone in the team or organization?

Take a reference of the immediate reporting manager and HR Manager. Any one reference will not help. It also depends on what you want to check. If HR manager is not there, then you can take an Accountant reference also. (Most organizations take reference of immediate superior because he can give you more information.)

I ask for a mail as proof about the employment of the candidate from any of these references given. (In case there is no HR Dept in place with his current employer). If Yes, what should go in the draft....

You can ask whatever you want, but it will depend on the policy of the ex-employer whether they give any proof or not. Most of the organizations do not give you any proof like email, letter sign, etc. You can send them an email consisting of all questions which you asked during telecon. Some of the key areas which are touched during references are the duration of the job, designation, performance, work profile, salary, reason for leaving, exit clearance, behavior, etc.

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