What is the best reference check for small businesses?

The “best” reference check for a small business is a **short, structured phone (or automated) reference check focused on job-related, open‑ended questions, done only for your final 1–3 candidates and using at least 2–3 recent supervisors as references**.[1][4]

Below is a practical approach you can implement immediately, plus options if you want software to handle it.

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### 1. What “best” looks like for a small business

For most small businesses, the most effective reference check has these traits:

- **Targeted timing:**

Only check references once you are seriously considering a candidate (final 2–3).[1][4]

- **Right people:**

Ask for **at least three professional references**, ideally **recent supervisors within the last three years**.[1]

- **Consistent questions:**

Use the *same core questions* for each candidate to compare them fairly and avoid bias.[1][4]

- **Open‑ended, job‑related questions:**

Focus on how they performed, behaved, and handled challenges in similar work.[1][4][7]

- **Brief, focused calls (10–15 minutes):**

Small businesses need efficiency; a well-structured 10–15 minute call is enough.[1][4]

- **Legally compliant:**

Avoid any questions about age, family, religion, disability, race, or other protected characteristics.[1][4]

This doesn’t require special tools—just a simple script and 15 minutes per reference.

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### 2. A simple “best practice” reference check script

You can copy and adapt something like this (phone or video):

1. **Intro & permission**

- Confirm they have a few minutes and their relationship to the candidate (role, dates, reporting line).[1][4]

2. **Core performance questions** (open‑ended)[1][4][7]

- “What type of work did the candidate do for your company?”[1]

- “How would you describe their overall performance in that role?”[1][4]

- “What are their greatest strengths in the job you saw them do?”[4][7]

- “What is one area where they could have improved?”[1][4]

- “How did they get along with colleagues and supervisors?”[1][4]

- “Can you describe how they handled pressure or difficult situations?”[4]

- “If you could, would you rehire this person? Why or why not?”[1][4]

3. **Key fact questions**

- Confirm **dates of employment, job title, and supervisor**.[1]

- Ask explicitly: **“Is this person eligible for rehire?”** This often reveals whether they left on good terms.[1]

4. **Close**

- “Is there anything else you think I should know before hiring them for this role?”[4][7]

Use **probing follow‑ups** (“Can you give a specific example?”) to move beyond generic “they were great” comments.[1][4]

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### 3. How to interpret what you hear

- **Listen to both what is said and what isn’t said.**

Vague, reserved, or extremely short answers can be a red flag, especially compared with other, more forthcoming references.[1]

- **Look for patterns across references.**

One lukewarm reference doesn’t necessarily kill a candidate, but consistent themes—positive or negative—are important.[1][4]

- **Weigh fit with the job.**

If a reference says “could improve interpersonal skills” and you’re hiring for a customer-facing role, dig deeper or reconsider.[1][4]

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### 4. Legal and risk basics (critical for small businesses)

When you perform reference checks:

- Keep all questions **job-related and consistent** between candidates.[1][4]

- Do **not** ask, directly or indirectly, about: age, marital status, number of children, religion, sexual orientation, disability, race, or other protected characteristics.[1][4]

- **Get the candidate’s permission** before contacting references.[1][4]

- Document only factual, job-related information in your notes in case of future disputes.[4]

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### 5. If you want tools: best types of solutions (not one-size-fits-all)

If your question is about tools, the “best” choice depends on volume, budget, and how automated you want things.

**Common types of solutions for small businesses:**

- **Reference check software (SMB-focused)**

G2’s small‑business category lists products like **Checkr, RefNow, Certn, and others** that streamline collecting references and integrating with hiring workflows.[5]

- **Automated reference checking platforms**

Services such as those described by Crosschq and SkillSurvey automate sending questionnaires to references and aggregating structured feedback, improving speed and consistency.[3][6]

- **Full background-screening providers with reference services**

Some background-check companies (e.g., GoodHire) also offer **professional reference check services**, where they conduct the calls/emails for you and deliver a report.[2]

For a very small business doing only occasional hiring, a **simple internal script + manual calls** is usually the best balance of cost and insight.

If you’re hiring more frequently or want to save time, one of the **small-business reference check tools rated on software review sites** can be a strong option.[3][5][6]

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### 6. Minimum “good enough” setup if you want something quick

If you just want a quick, pragmatic answer:

- Ask for **3 professional references, mostly recent supervisors**.[1]

- Use a **15‑minute structured call** with the 7–10 open-ended, job-related questions above.[1][4][7]

- Always ask **“Would you rehire them?”** and **“Eligible for rehire?”**[1][4]

- Run this process **only on your final 1–3 candidates** for each role.[1][4]

That combination gives most small businesses an effective, legally safe, and time‑efficient “best” reference check process.