How do I find out how a recruiting agency does reference checks on candidates?

Reference checks are part of what a client pays an agency for, so weak habits put the reputation at risk. Ask the seller how the work is done now. Is it done by phone, by form or both? Who makes the calls: the recruiter who placed the candidate, or someone separate? How many references does the agency look for, and does it speak with former managers or only colleagues?

Look at evidence. With the seller’s permission, review several recent placement files with names hidden. Check whether notes are stored in a consistent place, whether the questions are the same each time, and whether the dates show that checks were done before an offer became final, not after.

Ask what happens when something is off. Who decides whether a candidate goes forward after a mixed reference? How are candidates told? Ask whether any client has ever complained, and how the agency responded. Compare what the seller says with what recruiters say. If the process differs from one recruiter to another, expect more work after you take over. Ask finally how recruiters are trained to spot vague or coached references, and whether anyone audits the notes they write. Read a few notes yourself, and keep what you learn from them.

Key takeaways

• Ask for the written reference-check steps and recent sample files.
• Check that notes and questions are consistent across recruiters.
• Ask what happens when a reference is negative or missing.