Getting through a job interview can feel like the biggest hurdle in the hiring process. But for many candidates, there is another important stage before an employer makes a final decision: the reference check.
An employer may ask for the contact details of people who can confirm your work history, responsibilities, professional behaviour or suitability for the position.
For job seekers, especially graduates or people applying for their first professional role, this stage can create uncertainty.
Who should you choose as a referee? Should you tell them before giving their details? What might an employer ask? What happens if you cannot use your current manager?
Understanding the reference-check process can help you prepare properly and avoid last-minute problems when you are close to receiving a job offer.
What Is a Reference Check?
A reference check is part of the recruitment process where an employer contacts someone who has professional knowledge of your work, skills or behaviour.
This person is commonly called a referee.
Employers generally use reference checks to understand whether the information discussed during your application and interview is consistent with your previous workplace experience.
For example, an employer may want to understand:
What position you held
What responsibilities you managed
How you worked with colleagues
How reliable you were
What your key strengths were
Whether you handled your duties professionally
A reference check is usually not about finding a “perfect” employee.
It is another way for the employer to develop a clearer picture of the candidate before completing the hiring decision.
When Do Employers Usually Check References?
Reference checks commonly happen later in the recruitment process.
An employer may first review applications, shortlist candidates and conduct interviews. Once they identify one or several preferred candidates, they may begin checking references.
However, recruitment processes can differ between organisations.
Some employers may ask you for referees when you submit your application. Others may request them only after an interview.
If an employer asks for your references after several interview stages, it can be a positive sign because you may be progressing strongly through the recruitment process.
However, a reference check does not automatically guarantee that you will receive the job.
Continue managing your job search until you receive and accept a confirmed offer.
Who Should You Choose as a Referee?
The strongest referee is usually someone who has directly observed your professional performance.
Depending on your experience, this could be:
A current or previous manager
A supervisor or team leader
A senior colleague who worked closely with you
An internship supervisor
A university project supervisor
A lecturer who knows your work well
A volunteer coordinator
Try to choose someone who can give specific information about your skills rather than someone who only knows you personally.
For example, a manager who supervised your customer-service work may be able to explain how you handled complaints, communicated with customers and worked during busy periods.
That is usually more useful than someone who can only say that you are friendly and hardworking.
Avoid Using Personal Friends Unless Appropriate
Job seekers sometimes list friends or relatives because they know those people will speak positively about them.
For most professional roles, however, employers are usually looking for people who can comment on your workplace performance.
A personal friend may know you very well, but they may not be able to discuss how you manage deadlines, solve problems, communicate professionally or perform job responsibilities.
If you have limited professional experience, think more broadly.
A teacher, lecturer, internship supervisor, volunteer coordinator or someone who supervised a university project may be more appropriate.
The objective is to choose someone who can provide credible examples of your capabilities.
Always Ask Before Listing Someone as a Referee
Do not surprise someone with a reference-check call.
Before providing their contact details, contact them and ask whether they are comfortable acting as your referee.
You could simply explain:
“I am applying for a customer service position and the employer may contact references soon. Would you be comfortable being one of my referees?”
This gives the person an opportunity to agree and allows them to prepare.
It also gives you a chance to confirm their current:
Job title Company Phone number Email address
Outdated contact information can delay the recruitment process and create unnecessary confusion.
Tell Your Referee About the Job
One of the most useful things you can do is give your referee some information about the position.
Do not simply tell them that “someone might call.”
Explain what job you have applied for and which skills are particularly important.
You can send them:
The job title
The company name
A copy or summary of the job description
Key responsibilities
Important skills requested by the employer
A reminder of relevant work you completed together
Suppose you are applying for an administration position that requires organisation, customer service and Microsoft Office skills.
Your previous supervisor may remember many things about your work, but highlighting those specific areas can help them prepare relevant examples.
You should never tell someone exactly what to say.
The aim is simply to refresh their memory and give them context.
What Questions Might a Referee Be Asked?
Questions vary depending on the position and organisation.
A referee may be asked to confirm basic information such as your employment dates and position.
They may also receive questions about your workplace behaviour and abilities.
Common areas could include:
Reliability: Did the employee complete their responsibilities consistently?
Communication: How did they communicate with customers, colleagues or managers?
Teamwork: How did they work with other people?
Performance: What were their main strengths?
Responsibilities: What kind of work did they perform?
Problem-solving: How did they respond when difficulties occurred?
For leadership roles, employers may also ask about management, delegation, decision-making or conflict resolution.
This is why selecting a referee who genuinely understands your work is important.
What If You Do Not Want Your Current Employer Contacted?
This is a common concern.
You may be looking for another job while still employed and may not want your current manager to know about your search.
You can communicate this professionally with the recruiter.
You might explain that your current employer is not aware that you are exploring opportunities and offer a previous manager or another appropriate professional referee instead.
Employers understand that job searches can be confidential.
The important thing is to discuss the situation rather than providing someone's details without permission.
You can also ask when the employer intends to contact referees so you understand where you are in the recruitment process.
What Can Graduates Use Without Much Work Experience?
Graduates should not assume that reference checks automatically put them at a disadvantage.
If you have limited full-time work experience, think about other environments where someone has seen your skills.
You could consider a referee from:
An internship
Part-time employment
Casual employment
Volunteering
University projects
Work placements
Student organisations
For example, if you coordinated a university group project, a lecturer who closely observed your work may be able to discuss your communication, organisation and ability to meet deadlines.
If you worked casually in hospitality while studying, your supervisor may be able to provide strong examples of teamwork, reliability and customer service.
Relevant professional behaviour can be demonstrated in many different environments.
Make Sure Your Resume and References Match
Before an employer contacts your referees, review your resume carefully.
Your employment dates, job titles and responsibilities should be accurate.
If your resume says you supervised a team of employees but your previous manager describes your position differently, the employer may have questions.
Small differences in job titles can happen between organisations, but significant inconsistencies can create concerns.
Never exaggerate your responsibilities simply because you believe they sound more impressive.
A clear and accurate description of your real experience is much easier to support during interviews and reference checks.
Keep Your Referees Updated
Do not contact someone once and then continue using them as a referee for years without speaking to them.
If you have been applying for several positions, keep your referees informed when an employer is likely to contact them.
A short message is enough:
“Thanks again for agreeing to be my referee. I interviewed with ABC Company yesterday and they may contact you this week.”
This prevents unexpected calls and allows them to recall relevant information before speaking with the recruiter.
After the recruitment process, thank them for helping you.
Maintaining professional relationships can benefit you throughout your career.
What If a Referee Cannot Be Reached?
Sometimes employers cannot reach a referee immediately.
People change phone numbers, leave companies, go on leave or become busy with work.
This does not necessarily mean your application will fail.
However, you can reduce delays by checking contact details before submitting them.
It can also be useful to have more than one suitable referee available.
If an employer cannot reach someone, respond quickly and provide an alternative professional contact if requested.
Avoid providing fake references or asking someone to pretend they were your manager.
Trust is extremely important during recruitment, and false information can seriously affect your application.
Do You Need to Put References on Your Resume?
You do not always need to list complete referee details directly on your resume unless the employer specifically requests them.
Your resume space is often more valuable for experience, skills, achievements and qualifications.
You can prepare a separate reference list containing:
Referee name Position Company Relationship to you Phone number Professional email
Keep this document ready so you can provide the information quickly when requested.
Some candidates use the statement “References available on request.”
Whether you include that line is a personal formatting choice. The main priority is having suitable referees prepared before you reach the later stages of recruitment.
Treat Reference Checks as Part of Your Job Search Preparation
Many candidates spend considerable time preparing resumes and interviews but think about references only when an employer suddenly requests them.
Preparing earlier is much easier.
Before applying seriously for jobs, identify two or three people who could potentially provide professional references.
Contact them, confirm their details and maintain communication.
Then, when an employer asks for referees, you can respond confidently instead of rushing to find someone at the last minute.
Professional preparation can also help the recruitment process move more smoothly.
Final Thoughts
Reference checks may happen near the end of the recruitment process, but they should not be treated as an afterthought.
Choose people who genuinely understand your professional abilities, ask for their permission and keep their contact information current.
Give your referees enough information about the role so they understand what you are applying for, while allowing them to provide their own genuine assessment of your work.
Graduates and candidates with limited professional experience can also use appropriate supervisors from internships, part-time work, volunteering or education.
Most importantly, keep your resume accurate and maintain positive professional relationships throughout your career.
When your experience, interview answers and references tell a consistent story, employers can make their hiring decision with greater confidence.
SearchTalents allows job seekers to explore opportunities across Australia, build their professional profile and connect with employers looking for relevant skills and experience.
A reference check is when an employer contacts someone who knows your work to confirm your experience, skills and professional behaviour.
Reference checks usually happen near the end of the hiring process, often after interviews and before a final job offer.
Not always. It is a positive sign, but the employer may still be comparing candidates or completing other hiring checks.
Choose someone who has directly supervised or worked closely with you, such as a manager, supervisor, lecturer or internship coordinator.
Yes. Always ask for permission and confirm their current phone number, email and job title before sharing their details.
Yes. Share the job title, company and key skills required so they understand the role and can provide relevant information.
You can explain that your current employer does not know about your job search and provide a previous manager or another suitable professional referee.
Yes. Graduates with limited work experience can use lecturers, internship supervisors, volunteer coordinators or other people who know their professional abilities.
Check the contact details first and keep another suitable referee available in case the employer needs an alternative.
