What Should I Say as a Job Reference? Key Steps and Best Practices

When asked to provide a job reference, it's important to navigate the process with care and professionalism. This article will guide you through the necessary steps, including understanding your company policy, assessing the employee's performance, and providing a thoughtful reference. Additionally, we will outline the types of questions you might be asked and offer tips on how to respond.

Understanding Company Policy

First, ensure that your company policy actually allows you to give a reference. Many employers have specific guidelines about providing references to job candidates. It's crucial to review these policies to avoid inadvertently sharing sensitive information or violating legal obligations. If you are allowed to provide a reference, the next step is to determine the type of information you are permitted to share. Some companies only allow verification of dates of employment and job titles, while others may permit more detailed discussions about performance.

Assessing the Employee

Assess what you think of the employee in question. Before you speak, consider your perception of their performance, work ethic, and overall character. If you are hesitant to give a positive reference, you will need to decide on the best course of action. Providing a truthful reference is crucial; misleading information can lead to legal and ethical issues.

Providing a Positive Reference

If you are able and willing to give a positive reference, here's what you should know:

Confidentiality

Your comments might or might not be kept confidential. Some companies follow a script for reference checks, so the conversation will not be a free-form discussion. It's important to be aware of this and adjust your approach accordingly.

Typical Questions and How to Respond

Common Questions:

Where did you work with this person? How long have you known this person? Are you this person's subordinate, co-worker, or boss? Would you hire this person again? How would this person do at [type of job being applied for]? What are this person's strengths and weaknesses? How does this person deal with stress, subordinates, supervisors, or changing workloads? How do you provide feedback to this person? What did you value most about this person? Describe this person's skills in [job-specific areas]. Is there anything else you think I should know?

Response Tips:

Always be honest and specific when providing answers. For instance, if you are asked about strengths, provide concrete examples. For weaknesses, discuss areas of improvement without being overly critical. When asked about stress management and feedback, mention instances of the employee handling challenges and receiving constructive criticism. Highlight their strengths in job-specific areas where applicable.

Additional Tips for Providing a Reference

Ensure that your tone is professional and positive. Provide balanced feedback, highlighting both positive and constructive feedback if necessary. Remember that your words can significantly impact someone's career prospects, so it's crucial to be thoughtful and accurate in your assessment.

If you are uncomfortable with providing a reference or feel that the employee may not meet the new role's expectations, consider speaking openly with the hiring manager. Offer to help find a more suitable candidate or provide suggestions for alternative references.

Conclusion

Providing a job reference is an important responsibility. By understanding your company's policy, assessing the employee's performance, and responding thoughtfully to reference questions, you can play a crucial role in the hiring process. Remember to maintain professionalism and honesty in your interactions, ensuring that your reference is both supportive and realistic. Good luck!

Keywords: job reference, company policy, reference script, performance evaluation, job interview