What Do Employers Actually Say During Reference Checks?

Most job seekers have never been on the other end of a reference call. You submit your references, cross your fingers, and hope for the best. But what actually happens during that call? What questions does the prospective employer ask? What does your former employer say? And how much does any of it actually matter?

The answers to these questions can have a direct impact on whether you get a job offer. Here is a detailed look at exactly what happens during a professional reference check.

Who Makes the Call

Reference calls are typically made by one of three parties: the hiring manager, an HR professional, or a third-party background screening company hired by the employer. Each of these callers approaches the conversation slightly differently.

Hiring managers tend to ask the most probing and subjective questions because they are trying to understand whether you will actually succeed in the role they are hiring for. HR professionals often follow a more structured script. Third-party screening companies use standardized questionnaires and document everything carefully.

Regardless of who calls, they are all trying to answer the same fundamental question: is this person who they say they are, and will they perform?

The Standard Questions Asked in a Reference Call

While every employer and screening company has their own approach, most professional reference calls include some version of the following questions:

How Former Employers Communicate Without Saying Much

One of the most important things to understand about reference calls is that what is not said can be just as damaging as what is said. Experienced recruiters and hiring managers are trained to read between the lines.

Here are some common patterns and what they typically signal:

• Long pauses before answering performance questions: Suggests the reference is choosing their words carefully, which often signals concern.
• "I can only confirm dates and title": When said after a pause or in response to a performance question, this often signals that there is more to the story that the employer's legal team has advised them not to share.
• "He worked hard" or similarly vague praise: Tells the hiring manager almost nothing of substance, which itself communicates something.
• Enthusiastic, specific, and detailed praise: Strongly positive signal. References who genuinely valued an employee tend to be specific and eager to advocate.
• "I wish her well in her future endeavors": Diplomatic language that often signals a difficult departure.
• Hesitation on the rehire question: Even a "yes" that comes after a long pause carries less weight than an immediate, enthusiastic "absolutely."

What Happens When a Reference Call Goes Badly

If a reference call produces concerning information, the prospective employer typically has a few options. They may simply move on to another candidate without telling you why. They may ask you directly about the information they received and give you a chance to respond. Or they may note the concern but continue in the process if you are otherwise a strong candidate.

Most commonly, they simply move on. You will receive a polite rejection email or no communication at all, and you will never know that a reference call was the reason.

The Difference Between Listed and Unlisted References

Many job seekers focus entirely on the references they have listed, coaching them and ensuring they are prepared. What they often forget is that prospective employers frequently conduct what are known as "back-channel" or "off-list" reference checks.

Back-channel references involve the hiring manager or recruiter reaching out to people they know who may have worked with you, or people in their network who can speak to your work, without going through your official reference list at all. These conversations happen entirely outside your visibility and control.

If you worked at a company where your departure was contentious, or where colleagues had strong opinions about your performance, back-channel references can be a significant risk.

What You Can Do About It

The most effective thing you can do is get ahead of the information before it reaches a prospective employer. This means understanding exactly what each of your former employers is likely to say about you.

Reference Recon conducts anonymous employment verification and reference calls on your behalf. Our agents contact your former employer the same way any prospective employer would and document everything that is said. You receive a full written transcript of the call, including the answers to the rehire eligibility question and any other specific concerns you have identified.

If you discover a problem, you can address it proactively: remove a problematic reference, consult an employment attorney about potentially defamatory statements, or prepare a clear and honest narrative to address concerns before they are raised by a prospective employer.