Reference check template and questions for Canadian employers
A simple, consistent reference check: ask for consent, ask every referee the same questions, and keep a written record.
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Step 1: Get the candidate's consent
Ask the candidate, in writing, before you contact anyone. Let them confirm or add the people you'll contact. Here's wording you can use:
"I agree that [Company] may contact the people I've listed and ask them about my work, and that their answers will be shared with [Company]'s hiring team only. I can withdraw this consent at any time."
Step 2: Ask every referee the same questions
- How do you know the candidate, and for how long did you work together?
- What was their role, and what were their main duties?
- What were their main strengths?
- What's one area where they could keep growing?
- How reliable were they at meeting commitments, such as being on time and following through? (rate 1 to 5)
- How well did they work with coworkers and customers? (rate 1 to 5)
- How would you rate the quality of their work? (rate 1 to 5)
- Would you hire or work with them again? (Yes / Yes, with reservations / No / Prefer not to say)
- Is there anything else that would help them succeed in a new role?
Step 3: Read the answers against your interview notes
Look for patterns, not single comments. If a referee rates reliability a 2 and your interview notes flagged the same thing, that's worth a follow-up conversation with the candidate.
Tips
- Written answers are easier to compare than phone notes and give you a record.
- A referee who declines isn't a red flag on its own. Some employers have a policy against giving references.
- Don't make a decision on one reference alone.
Questions
Do I need consent to check references in Canada?
Getting the candidate's consent before contacting references is the standard practice, and privacy laws expect it. Ask in writing, and let the candidate choose or confirm who you contact.
How many references should I check?
Two or three, ideally including a recent direct supervisor.
What can't I ask a referee?
The same things you can't ask a candidate: age, health, family status, religion, origin and other protected grounds. Keep questions about the work.
Reference checks in one click, $9 each
Staffkin emails the candidate for consent, sends each referee this form, and puts the answers in a PDF report. No subscription needed. Paid plans include 10 to unlimited checks a month.
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