Documenting Your Reference Checks | Jobs In MD

Documenting Your Reference Checks


Courtesy of HR Made Simple

Protect Yourself

Could reference checks come back to haunt you? Possibly, especially if you are facing a lawsuit or if one of your employees proves to be unsatisfactory later on.

Documenting every step of your reference check process in order to show that you acted reasonably in hiring an applicant - based on the information that you had - will protect you.

According to the U.S. Equal Opportunity Employment Commission (EEOC), if you have 15 or more employees, employment application and reference check records must be kept for at least one year - even for the applicants that you don't hire.

Good Record Keeping Is Key

In order to avoid uncertainty with your hiring methods, it is a good idea to create the following documents as you perform a reference check:

  • A list of all references checked
  • The name of the person who actually contacted the references
  • How you contacted the references - by telephone or by letter
  • Notes on all telephone conversations made
  • Name and job title of every person you spoke with
  • A copy of the return letter
  • Copies of actual records received, i.e. credit bureau checks or driving records
  • The fact that you made every reasonable effort to contact the reference listed but could not do so
  • The fact that you did contact the reference given but could not get sufficient information from the source

Learn More

For best practices on how to store reference check files and learn more about other valuable HR resources, sign up for HR Made Simple today!