Things to Know about a Preliminary Reference Check and Reference Report

The preliminary reference check preferably should be approved by the candidate, although this does not always happen. Speaking to one or two references for a few minutes just to get a thumbnail sketch should suffice for this check. You must be extremely cautious with your phrasing. You would very much like to know if you have a diamond or nickel candidate, but you also would hate to lose this person because you make a mistake.

Months of work can be wasted with one wrong phone call. The people you speak to during the preliminary reference check should not be too close, or under any circumstance a superior at the current company. If possible you should avoid people in the prospect's company at this point. It is best to speak to someone to whom your candidate previously reported.

After the introduction, you can ask questions like:

• How long have you known Mr. Jones, and in what capacity and how often did you interact with him?
• What is your impression of him as a person and as a worker? How did he perform?
• What do you consider his strong points to be?
• Would you rehire him or recommend him for other similar positions?
• Does Mr. Jones have any particular limitations or weaknesses?

Reference Report

All the information that you get from the reference check must be written down. Out of all the information you obtain, you need to create reference reports. If you are using an executive search firm, it will present you with these reports before you make a final agreement with a candidate. The reports are a result of the information gathered from all the references. Each statement should contain at least five reference briefs. Each brief should contain the following information:

• The relationship to the candidate
• Comments on specific skills, expertise, and achievements
• Personal characteristics, attributes, and management style
• Relationship with superiors, subordinates, and staff
• Comments on why the candidate would be a good fit for the position
• Areas that need improvement (weaknesses)
• Comments on any domestic, personal, or financial difficulties that might interfere with the candidate's performance
• Thoughts on why the candidate is considering the position
• Other comments on the candidate

At the beginning of each reference report, state who the reference is, and his or her relationship to the candidate. Take the comments you get from each reference and systemize them underneath the area where they belong. Write everything down just as the reference said it. If several references say the same thing, you should still write it down. Also, be sure to write down specifics. Keep in mind that the purpose behind the reference report is to enable both you and the client to make a sound judgment regarding the candidate. If something negative comes out of the reference check, you have to probe to get the specifics.

The reason for making separate reference reports is to make sure that you make the right decision by ensuring that you get answers in each area that you need to cover. Certain executive search forms merge all the remarks into one document so you do not know who said what. But for many it makes a big difference if a subordinate or someone's superior made a specific comment. When making the report it is important not to be tempted to cover up someone's weaknesses in order to close the search. If you do, it will most likely blow up in your face later.