Free Reference Check Template (Word and PDF)

Free reference check template

A ready-to-use reference check form for phone or written checks. Download it in Word or PDF, or send the same questions as an online form that referees complete in minutes.

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What is a reference check template?

A reference check template is a standard form you use for every referee: the same details, the same questions and the same place to record answers and a recommendation. Using one template keeps reference checks consistent and fair, makes answers easy to compare, and gives you a record of what was asked and said.

Download the reference check template

Free, no sign-up. The Word version is editable; the PDF is ready to print.

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Want more questions? See 35 reference check questions to ask references. Prefer referees to answer online? HiveRef sends the form, chases replies and builds the report. Start with 4 free checks.

Reference Check Template

For phone or written reference checks. Use the same questions for every referee so answers are comparable.

1. Candidate and referee details

Candidate name
Role applied for
Referee name
Referee job title and organisation
Referee email and phone
Relationship to the candidate (for example, direct manager)
Date of reference check
Checked by

2. Consent

Confirm the candidate agreed to you contacting this referee. Tell the referee their answers are used only for this hiring decision.

Candidate consent confirmed (yes / no)
Date consent was given

3. Verification questions

1.How do you know the candidate, and what was your working relationship?
2.What were the candidate's start and end dates, as far as you remember them?
3.What was their job title, and did it change while you worked together?
4.Did the candidate report to you directly? If not, how often did you see their work?
5.What were the main reasons the candidate left, as far as you know?

4. Performance questions

6.Which parts of the role did the candidate own day to day?
7.Tell me about a deadline the candidate missed or nearly missed. What happened next?
8.Give an example of the candidate producing good work with incomplete information.
9.What result improved while they were in the role, and what was their contribution?
10.When results were below expectations, how did they respond to feedback?
11.What skill did the candidate develop most while you worked together?

5. Working style and integrity

12.Describe a disagreement the candidate had with a colleague. How did they move the work forward?
13.How did the candidate ask for help when they needed it?
14.When the candidate made a mistake that affected others, what did they do?
15.What would you tell a new manager about working with this person?

6. Closing questions

16.Is there anything we have not asked that you think we should know?
17.What kind of manager or team would get the best out of this person?
18.Would you hire or work with this person again? Why or why not?

7. Recommendation

Overall: recommend / recommend with reservations / do not recommend
Strengths confirmed
Concerns or follow-ups
Signed and dated

Do not ask about health, family, age, religion or other protected personal information, and check the law where you hire.

What this reference check form covers

Seven short sections, in the order you would use them on a call or in an email.

Candidate and referee details

Who the candidate is, the role, the referee's name, title, organisation and contact details, and how they know the candidate.

Consent

A line to confirm the candidate agreed to you contacting the referee, and a note to tell the referee how their answers are used.

Verification questions

Five reference verification questions that confirm the relationship, dates, job title, reporting line and reason for leaving.

Performance questions

Six questions that ask for real examples: ownership, deadlines, results, feedback and growth.

Working style and integrity

Four questions about disagreements, asking for help, owning mistakes and what a new manager should know.

Closing questions and recommendation

Three closing questions, then an overall recommendation, strengths, concerns and a signature line.

How to use the reference check template

Step 1
Get consent first
Ask the candidate for permission and referee details, and ask them to let their referees know you will be in touch.
Step 2
Use the same questions for everyone
Call or email each referee with the same form. Add two or three role-specific questions if you need them, and keep the rest unchanged.
Step 3
Record answers in their words
Write what the referee said, not your summary. Then complete the recommendation section the same day while it is fresh.

Frequently asked questions

Is the reference check template free?

Yes. Download the Word or PDF version and use it as often as you like. You do not need an account.

Can I use this reference check form for phone and email checks?

Yes. Read the questions on a call and write the answers in, or send the form to the referee to complete. Use the same version for every referee on a hire so the answers are comparable.

What questions should I leave out of a reference check?

Do not ask about health, disability, family plans, age, religion or other protected personal information, and check the rules where you hire. Our guide to reference check questions you are not allowed to ask lists the common ones.

Can I edit the questions?

Yes. The Word version is fully editable. Most teams keep the verification and closing questions and swap two or three performance questions for the role.

Can referees fill this in online instead?

Yes. HiveRef sends the same kind of questions as a secure online form, chases referees automatically and puts every answer into one report. Your first 4 reference checks are free.

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