Set the purpose and the process
Identify which aspects of the application need confirmation and who is responsible for the check. Explain the process to the candidate, address confidentiality concerns and obtain the permissions required by your approved recruitment process. In particular, do not contact a current employer casually during a confidential search.
Keep checks proportionate to the role and have HR or the appropriate adviser review legal and privacy requirements. Qualification verification and employment references are different activities. Where South African qualification verification is relevant, consult the official SAQA service information rather than treating a reference conversation as proof of a credential.
Ask questions linked to the role
Confirm the referee’s relationship to the candidate and the work they directly observed. Ask about relevant responsibilities, examples of contribution and the support or environment in which the person worked. Use a consistent core set of questions for comparable candidates.
Distinguish firsthand observations from hearsay or broad impressions. A referee who did not supervise the relevant work may have limited evidence to offer. Avoid unrelated personal questions. Keep notes factual and follow the business’s approved approach to recording and retaining recruitment information.
Interpret discrepancies and limitations carefully
If information differs from the application, check whether the difference concerns dates, titles, scope or interpretation. Give the issue appropriate attention rather than jumping immediately to a conclusion. A company may use internal titles differently from the description a candidate uses to explain the work.
A limited response is not automatically negative evidence; organisations and referees may have restrictions on what they can discuss. Bring the result back to the complete assessment. If a concern needs clarification, use a fair, documented process and the appropriate internal guidance before making the final decision.
PUT IT INTO PRACTICE
A useful reference question
“The role we are assessing involves coordinating deadlines across several teams. Can you describe work you directly observed where the candidate handled that responsibility, including the level of support they had?” This invites relevant evidence and context, unlike a broad question about whether the person was simply good to work with.
Your practical checklist
- Define the purpose and responsible owner.
- Address permission and confidentiality before contact.
- Ask about directly observed, role-relevant work.
- Review discrepancies and limitations in context.
Take it forward
A reference adds value when its scope and evidence are clear. Use it as one part of a considered decision, supported by the right privacy, HR and verification process.
