Budget about 20 minutes for each of 3 reference calls near the end. Office of Personnel Management](https://www.opm.gov/policy-data-oversight/assessment-and-selection/other-assessment-methods/reference-checking/).
Plan about 20 minutes for each of 3 reference calls near the end
The U.S. Office of Personnel Management](https://www.opm.gov/policy-data-oversight/assessment-and-selection/other-assessment-methods/reference-checking/). This guide recommends a minimum of three contacts for these checks according to U.S. Office of Personnel Management. When scheduling these calls, the guide states that reference checking is usually conducted near the end of the selection process after the field of applicants has been narrowed to only a few competitors according to U.S. Office of Personnel Management. The agency further clarifies that this method is best used in the final stages of a multiple-hurdle selection process when deciding among a handful of finalists according to U.S. Office of Personnel Management.
For a small firm, this timing suggests blocking out specific calendar slots rather than making ad-hoc calls. You should plan for the full duration to ensure you can ask the same job-related questions to each contact without rushing.
The "near the end" placement is critical. The guide specifies this happens after the field of applicants has been narrowed to only a few competitors according to U.S. Office of Personnel Management. The process is designed for the final decision phase.
Key takeaways before you dial a reference
Budget roughly 20 minutes for each structured telephone reference check, as the U.S. Office of Personnel Management recommends a minimum of three contacts for this process U.S. Office of Personnel Management. This timing and contact count are specific to the structured phone check described in that federal guide.
Equal Employment Opportunity Commission](https://www.eeoc.gov/laws/guidance/background-checks-what-employers-need-know). The Equal Employment Opportunity Commission advises making sure you are treating everyone equally in all cases U.S. Equal Employment Opportunity Commission.
Write down the three names you plan to call and list the same job-related questions under each name before you dial. This ensures the questions remain consistent across all contacts.
Who the federal guide says to call, and when
The U.S. Office of Personnel Management defines reference checking as an objective evaluation of an applicant's past job performance based on information collected from key individuals who have known and worked with the applicant, according to U.S. Office of Personnel Management. These key individuals include supervisors, peers, and subordinates, according to U.S. Office of Personnel Management. Selecting people from these groups ensures the evaluation draws from those with direct knowledge of the applicant's work history rather than from distant acquaintances.
Most reference checks are conducted by phone, according to U.S. Office of Personnel Management. This method allows the checker to collect reference data immediately, according to U.S. Office of Personnel Management. Phone interviews also allow the checker to probe for more detailed information when clarification is needed, according to U.S. Office of Personnel Management. Compared to written requests, this immediate collection and probing capability distinguishes the phone approach, according to U.S. Office of Personnel Management.
When planning your calls, identify one supervisor, one peer, and one subordinate who have worked directly with the finalist. Write down their names and roles before you dial. Use the phone format to ask your prepared questions and follow up on any vague answers. Record the specific details provided by each contact to maintain an objective evaluation of the applicant's past job performance.
Ask the same job-related questions and treat people the same
The U.S. Equal Employment Opportunity Commission states that employers must apply the same standards to everyone, regardless of their race, national origin, color, sex, religion, disability, genetic information (including family medical history), or age (40 or older) according to U.S. Equal Employment Opportunity Commission. The commission specifically notes that this includes discrimination based on race, color, national origin, sex, or religion; disability; genetic information (including family medical history); and age (40 or older) according to U.S. Equal Employment Opportunity Commission. By adhering to these equal-standards lines, a small firm can structure its reference calls to avoid introducing bias into the final selection phase.
Consistency in questioning is the practical application of these legal standards. The U.S. Equal Employment Opportunity Commission provides a specific example, noting that asking only people of a certain race about their financial histories or criminal records is evidence of discrimination according to U.S. Equal Employment Opportunity Commission. This example highlights how selective questioning can serve as direct proof of disparate treatment. To prevent this, the questions posed during the twenty-minute window for each of the three reference calls must be identical for every finalist. The content of the inquiry should focus strictly on job-related performance and conduct, avoiding personal topics that do not directly relate to the duties of the role.
When drafting the question list for the next finalist, write the exact same set of prompts for each of the three contacts. The goal is to ensure that the data collected from each call is comparable and that the decision-making process relies on consistent criteria. The standard remains the same regardless of the individual’s protected status.
A call you place is not the same thing as a compiled consumer report
When you dial a former manager to ask about a finalist’s work habits, you are conducting a direct reference check. This action is distinct from obtaining a background report compiled by a third-party service.
The Federal Trade Commission notes that employment background checks are also known as consumer reports, according to Federal Trade Commission. These reports can include information from a variety of sources, including credit reports and criminal records, according to Federal Trade Commission. The U.S. Equal Employment Opportunity Commission](https://www.eeoc.gov/laws/guidance/background-checks-what-employers-need-know).
It is important to keep these two processes separate in your hiring workflow. You can use both methods to evaluate a finalist. You can also order a background check from a consumer reporting agency to verify employment history or criminal records. The key distinction is that the background check is a compiled document subject to consumer report rules, while your phone calls are direct interactions. The equal-treatment standards apply to your reference calls just as they apply to any other part of the selection process.
Filled reference table of each publisher's reference-check rule
The following table summarizes the specific rules and definitions provided by the three cited publishers regarding reference checks and background investigations. Each row corresponds to a single publisher and cites the exact source material for that entry.
| Publisher | Rule or Definition | Source Page |
|---|---|---|
| U.S. Equal Employment Opportunity Commission | Apply the same standards to everyone, regardless of their race, national origin, color, sex, religion, disability, genetic information (including family medical history), or age (40 or older). | U.S. Equal Employment Opportunity Commission |
| Federal Trade Commission | Employment background checks also are known as consumer reports. | Federal Trade Commission |
This table isolates the distinct guidance from each agency to help you distinguish between operational timing, legal consistency requirements, and regulatory definitions. The U.S. Office of Personnel Management provides the specific time and contact count for structured phone checks, noting that these are generally inexpensive. According to U.S. Office of Personnel Management, the recommendation is for a minimum of three contacts, with each taking about 20 minutes.
The U.S. Equal Employment Opportunity Commission focuses on the consistency of the process. According to U.S. Equal Employment Opportunity Commission, you must apply the same standards to everyone, regardless of their race, national origin, color, sex, religion, disability, genetic information (including family medical history), or age (40 or older). This line defines the equal-treatment standard that applies to the questions you ask and how you evaluate the responses.
The Federal Trade Commission clarifies the terminology used when a third party compiles information. According to Federal Trade Commission, employment background checks also are known as consumer reports. This definition helps distinguish a direct call you make from a report compiled by a screening company.
A blank worksheet for the next finalist's calls
Use this blank form to list the three people who worked with your next finalist and write the same job-related questions under each name before you call. The U.S. Equal Employment Opportunity Commission advises that in all cases, make sure that you're treating everyone equally, according to U.S. Equal Employment Opportunity Commission.
| Contact Name | Relationship | Question 1 | Question 2 | Question 3 |
|---|---|---|---|---|
| __ | __ | __ | __ | __ |
| __ | _ _ | __ | __ | __ |
| __ | _ _ | __ | __ | __ |
Write the identical questions in the three question columns for every row so that each contact answers the same set of prompts. This structure supports the equal-treatment standard described in the federal guidance. Fill in the contact name and their relationship to the finalist in the first two columns. Then, draft three specific, job-related questions in the remaining columns. Do not change the questions for different contacts. This uniform approach aligns with the directive to treat everyone equally during the reference check process.
For the next finalist, list three people who worked with them and write the same job-related questions under each name before you call.
Reference-call FAQ
How long does the guide say a structured call takes?
According to [the U.S. This timing applies to the specific assessment method described in their Reference Checking guidance, which is generally inexpensive to administer. You should budget this duration for each individual conversation to ensure you have enough time to ask your prepared questions and take notes without rushing the reference.
How many contacts does it recommend?
The U.S. Office of Personnel Management recommends a minimum of three contacts for a structured telephone reference check. This count is part of their guidance on the administration costs and structure of the process. When planning your outreach for a finalist, list at least three individuals who have known and worked with the applicant to meet this recommended baseline for a complete evaluation.
When in the process does it say to call?
Reference checking is an objective evaluation of an applicant's past job performance based on information collected from key individuals who have known and worked with the applicant, according to the U.S. Office of Personnel Management. The guide frames this as an assessment method used to gather information from supervisors, peers, or subordinates. You should plan to conduct these calls near the end of your selection process, after you have identified a finalist, to gather this objective evaluation before making an offer.
What equal-treatment line applies?
According to the U.S. Equal Employment Opportunity Commission, you must apply the same standards to everyone, regardless of their race, national origin, color, sex, religion, disability, genetic information (including family medical history), or age (40 or older). This directive is part of their guidance on background checks.
When is a background check a consumer report?
Employment background checks also are known as consumer reports, according to the Federal Trade Commission.