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Run: Reference Check Phone Call SOP

A reference check phone call SOP for verifying consent, asking standardized questions, and documenting responses consistently. Use it to support hiring decis...

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Steps

The recruiter verifies that the candidate has provided documented consent to contact references and that the reference being called is listed in the approved hiring record. The recruiter confirms any role-specific restrictions, such as no contact with current employer unless explicitly authorized.
The recruiter opens the approved reference check script and the documentation form before placing the call. The recruiter prepares fields for the reference name, organization, relationship to candidate, call date, call outcome, and key observations.
The recruiter introduces themselves, states the organization name, and explains that the call is part of a reference check for a hiring decision. The recruiter requests a brief moment to confirm whether the contact is the appropriate person to speak about the candidate.
The recruiter asks how the reference knows the candidate, how long they worked together, and in what capacity. The recruiter then asks whether the reference is willing to answer a few questions about the candidate's performance and work style.
The recruiter asks the approved questions in the same order for each candidate. The recruiter covers job performance, reliability, strengths, areas for improvement, attendance, teamwork, communication, and eligibility for rehire when permitted by policy.
The recruiter records the reference's answers in real time or immediately after the call. The recruiter captures factual statements, notable concerns, and any direct quotes that clarify the response. The recruiter avoids subjective language and separates observations from interpretation.
The recruiter reviews the call outcome for red flags such as refusal to answer, inconsistent employment dates, performance concerns, policy violations, or statements that may affect suitability for the role.
The recruiter sends the documented concern, refusal, or inconsistency to the hiring manager or HR decision owner. The recruiter includes only job-related facts and the specific reason for escalation. The recruiter does not make the final hiring decision independently when a material concern is present.
The recruiter saves the completed reference check notes in the approved system of record. The recruiter records the call date, outcome, and next action, and ensures the documentation is retained according to company policy and ISO 9001 documented information controls.

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