Reference Checks: Questions and Templates

A good reference check confirms the facts - job title, dates and responsibilities - and then gets an honest view of how the candidate actually performed from someone who managed them. Ask the same structured questions for every candidate, take notes, and always get the candidate's consent before you contact anyone.

Before you call

1. Get consent. Tell the candidate which referees you will contact and why. See our consent form template.
2. Choose the right referees. Former direct managers are best. Colleagues and clients can add colour, but managers can speak to performance.
3. Verify the referee. Find the employer's number on its official website or a public directory and call through the switchboard. A "referee" who is really a friend is a common trick.
4. Prepare your questions from the job's key requirements.

Reference check questions

Confirming the facts

1. "Can you confirm the candidate's job title and the dates they worked with you?"
2. "What was your working relationship? How long did you manage them?"
3. "What were their main responsibilities?"

Performance

1. "How would you describe their performance overall?"
2. "What did they do particularly well?"
3. "Where did they need the most support or development?"
4. "Can you give an example of a result or piece of work they were proud of?"
5. (For targets-based roles) "What were their targets, and how did they perform against them?"

Working with others

1. "How did they work with colleagues, customers and their manager?"
2. "How did they handle pressure, feedback or disagreement?"
3. "How reliable were they - attendance, deadlines, follow-through?"

Integrity and leaving

1. "Were there ever concerns about honesty, handling money or confidential information?"
2. "Why did they leave?"
3. "Would you hire them again, if you had the right role?" Hesitation here tells you a lot.

Closing

1. "Is there anything else I should know to help them succeed in this role?"

Questions to avoid

Keep the conversation about the job. Do not ask about the candidate's health, pregnancy, marital status, religion, ethnicity or other personal matters. Kenya's Employment Act prohibits discrimination against prospective employees, and the Data Protection Act limits you to data that is relevant and necessary.

Template: employment verification letter

Use this when a candidate asks you, as a former employer, to confirm their employment - or as a model for what to ask other employers to confirm.

[Company letterhead]

[Date]

TO WHOM IT MAY CONCERN

RE: CONFIRMATION OF EMPLOYMENT - [EMPLOYEE FULL NAME], ID NO. [NUMBER]

This is to confirm that [Employee full name] was employed by [Company name] as [Job title] from [start date] to [end date / "to date"].

[Optional, with the employee's consent:] During this period their responsibilities included [main responsibilities].

This letter is issued at the request of the employee. For further confirmation, please contact [Name, title] on [official phone number] or [official email].

Yours faithfully,

[Name] [Title, e.g. Human Resources Manager] [Signature and company stamp]

Share salary, performance or reasons for leaving only with the employee's consent - it is their personal data.

Certificates of service

Under section 51 of the Employment Act 2007, an employer must issue a certificate of service when employment ends, unless the employment lasted less than four consecutive weeks. It must state:

• The employer's name and postal address.
• The employee's name.
• The date employment started and ended.
• The nature and usual place of work.

Ask candidates for their certificates of service from previous employers - they are an official record of employment dates and roles that you can confirm with the employer.

Record what you learn

Write down who you spoke to, when, and what they said, and keep it with the candidate's file - securely, and only as long as you need it. If a reference raises a concern, give the candidate a chance to respond before you decide.

How Cazini helps

Cazini runs employment history and reference checks for you with the candidate's consent: employment checks usually take one to three working days, and structured reference checks three to eight working days, with the results in one background-check report. See background checks.

Sources

• Employment Act, 2007 (Ministry of Labour copy, PDF)
• Data Protection Act, 2019 (PDF)

Frequently asked questions

What questions should I ask in a reference check?+

Confirm the candidate's role, dates and responsibilities, then ask how they performed, what they did best, where they needed support, how they worked with others, why they left, and whether the referee would hire them again.

Who should I contact for a reference?+

Former direct managers are the most useful referees. Ask the candidate for at least two, get their consent to contact them, and find the employer's phone number independently to confirm the referee really works or worked there.

What is a certificate of service in Kenya?+

Under the Employment Act, an employer must give an employee a certificate of service when employment ends, unless it lasted less than four consecutive weeks. It confirms the employer, the employee, the dates of employment and the nature of the work.

Can a former employer refuse to give a reference?+

Kenyan law requires a certificate of service, but not a detailed reference. Many employers will confirm only dates and job title. Treat a refusal to say more as neutral unless there are other warning signs.