Can references be completed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic completion and signatures are legally valid when intent and attribution are clear and records are retained.

Is candidate consent required?

Often yes. Many states and the Fair Credit Reporting Act require written consent for consumer background checks; obtain explicit consent when sharing information with third-party screeners.

What information is off-limits?

Avoid asking about protected characteristics—race, religion, disability, marital status—or other areas that could trigger discrimination claims; focus on factual employment details instead.

How long should completed forms be kept?

Retain per your records policy and legal baselines: at least three years for tax and routine audit purposes, longer if HIPAA or other statutes apply.

Who should sign or attest to the responses?

A current supervisor or authorized HR contact should sign and include work contact information to enable verification and attribution.

What if a former employer refuses to provide details?

Document the refusal, rely on verifiable facts you can obtain, and proceed with additionalChecks such as employment verification through payroll records or third-party background vendors.

Electronic Signature
Templates
HR
Employee Reference Questions

Employee Reference Questions

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE REFERENCE QUESTIONS

Instructions: Please complete this reference questionnaire for the candidate identified below. Answer all questions to the best of your knowledge. All information provided will be relied upon by the requesting employer in evaluating the candidate for employment. If you are uncertain about an answer, state that uncertainty in the space provided.

Candidate Information

Candidate Name:

Current Address

Phone:

Email:

Position Information

Position Title

Department:

Reporting Manager:

Employment Start Date:

Employment End Date:

Last Salary:

Position Description / Primary Duties

Employment History (Previous Employers)

Employer 1

Company Name Company Address

Supervisor Name:

Supervisor Title:

Supervisor Phone:

Dates Employed From:

To:

Title Held:

Primary Responsibilities

Reason for Leaving:

Rehire Eligible:

Employer 2

Company Name Company Address

Supervisor Name:

Supervisor Title:

Supervisor Phone:

Dates Employed From:

To:

Title Held:

Primary Responsibilities

Reason for Leaving:

Rehire Eligible:

Education

Highest Degree Institution

Graduation Date:

Major:

Certifications / Licenses

Reference Questionnaire

Reference Name:

Relationship to Candidate: Length of Relationship:

Nature of Supervision / Interaction Overall Job Performance (1 = Poor; 5 = Excellent) Key Strengths Areas for Improvement / Weaknesses

Attendance and Punctuality:

Was attendance acceptable? Yes

Was tardiness or absenteeism a documented concern? Yes

If yes to either, please explain:

Work Habits and Reliability

Dependability Teamwork and Communication

Leadership / Supervisory Ability (if applicable)

Was the candidate terminated or involuntarily separated? Yes

If yes, please describe circumstances

Would you rehire this candidate if given the opportunity? Yes

Suitability for the Position Applied For Salary Verification (if known)

References (Additional Contacts)

Reference 1 - Name Reference 1 - Phone / Email Reference 2 - Name Reference 2 - Phone / Email Reference 3 - Name Reference 3 - Phone / Email

Legal Notices, Release & Certification

At-Will Employment Statement: Nothing in this reference questionnaire is an offer of employment. Any hiring relationship between the requesting employer and the candidate, if established, will be at-will unless otherwise provided in a signed written agreement.

Equal Opportunity Statement: The requesting employer is an equal opportunity employer. Respondents may not provide information in violation of applicable law including discrimination based on protected characteristics.

Release and Authorization: By signing below, I certify that the information provided in this reference questionnaire is true and accurate to the best of my knowledge. I authorize the release of information about the candidate described herein and understand that the requesting employer may rely on this information when making employment decisions. I further certify that I am legally authorized to provide this information and that providing it does not violate any obligation of confidentiality to a third party.

Additional Comments

Printed Name:

Signature:

Date:

What Employee Reference Questions Are and when to use them

Employee Reference Questions are a standardized set of items employers or hiring managers use to verify a candidate's prior performance, dates of employment, job title, and eligibility to rehire. They can be part of an application package, requested during background or reference checks, or supplied directly to former supervisors. Properly composed reference questions balance factual verification with legal risk management, limiting requests to job-related matters and avoiding discriminatory areas. When completed and retained correctly, these documents create an auditable record of employment verification useful for hiring decisions and compliance.

Why a clear set of Employee Reference Questions matters

A concise, job-focused questionnaire reduces legal risk, speeds hiring decisions, and creates consistent records for compliance and auditability.

Common users and participants in the reference process

Teams that prepare, request, or respond to Employee Reference Questions typically include HR, hiring managers, and former supervisors.

HR teams standardize questions to reduce bias and create an auditable response trail during recruitment
Hiring managers request role-specific confirmations such as competencies, dates, and job responsibilities
Former supervisors or designated company contacts provide factual answers and sign attestations when required

Consistent roles and ownership reduce turnaround time and ensure responses meet legal and organizational standards.

Step-by-step completion and submission process

Follow this sequence to prepare, request, and store Employee Reference Questions with minimal delay and maximum compliance.

01

Prepare: Assemble approved questions and required fields before contacting references.
02

Request: Send the questionnaire to the designated reference contact with consent documentation if needed.
03

Receive: Accept responses via secure email, portal, or eSignature platform with an audit trail.
04

Retain: Store the completed form in the employee file per retention rules.

Core elements to include in a professional questionnaire

Design the Employee Reference Questions to be factual, job-related, and auditable. The following components ensure utility and reduce legal exposure.

Identification

Fields for candidate name, dates of employment, and job title so the response ties unambiguously to a specific employee record.

Factual items

Closed-ended questions about employment dates, job duties, and eligibility to rehire that reduce subjective commentary and litigation risk.

Limited ratings

Optional structured ratings (e.g., meets expectations) with clear scales and guidance to keep responses consistent across references.

Consent checkbox

Signed confirmation that the candidate authorized the reference check when required by law or company policy.

Responder attestation

A signature line and contact data for the person supplying the reference to support attribution and follow-up inquiries.

Audit metadata

Timestamps, IP addresses, and delivery logs captured when using electronic submission to document the chain of custody.

Required data points to capture

Candidate name: Full legal name

Employment dates: Start and end

Job title: Official title

Rehire status: Yes/No/Unknown

Reference contact: Name and work email

Signature: Signed attestation

Practical tips for accurate and compliant responses

Use these best practices to minimize disputes and improve the speed and defensibility of reference checks.

Keep questions job-related

Limit queries to duties, performance, and dates. Avoid marital status, religion, disability, or other protected attributes to reduce discrimination risk.

Document sources

Note the internal records or people consulted to verify any disputed fact so you can substantiate the response later if challenged.

Use clear scales

If you include rating scales, define each point to reduce variance in interpretation between respondents.

Require attribution

Always capture the responder's name, job title, and corporate contact to ensure the response can be validated.

Typical routing and destination for completed questionnaires

Specify an ownership and routing plan so responses reach the right file and decision-maker without delay.

HR file: Store final answers in the employee or candidate record.
Hiring manager: Provide a copy to the hiring manager for decision-making.
Background vendor: Share necessary verification items with screening vendors under consent.
Legal hold: Flag any responses subject to litigation or complaint for retention.

Configuring online completion and approvals

Set up the digital workflow so every step is captured: who sends, how signers authenticate, and where completed forms are stored.

Field	Configuration
Initiator	HR or hiring manager
Authentication	Email link or SMS code
Storage	Secure HR document repository
Notifications	Email on completion

Digital signing and secure submission considerations

Choose a platform that records signer identity, timestamps actions, and secures data in transit and at rest.

Authentication strength: Email or SMS code
Audit trail: Event log
File formats: PDF or DOCX

Ensure the platform supports required compliance standards and retention workflows so records remain reproducible for audits or disputes.

Risks and consequences of incorrect or improper reference responses

Discrimination claims: Wrongful disclosure risks

Defamation exposure: False statements may lead to liability

Regulatory fines: Privacy law penalties possible

Background check failure: Missing consent halts screening

Recordkeeping violations: Retention noncompliance risk

Hiring delays: Incomplete answers slow decisions

Timelines and expected turnaround

Set clear time expectations for requestors and responders to reduce hiring friction and keep records current.

Request timing:

Send reference requests at offer stage or after candidate consent.

Responder deadline:

Request a response within 3–7 business days to avoid hiring delays.

Background sync:

Coordinate reference responses with background checks to prevent duplicate inquiries.

Retention trigger:

Retention clock starts on completion date or termination date, whichever applies.

Legal holds:

Pause destruction when litigation or regulatory inquiry arises.

Real-world examples of how organizations use Employee Reference Questions

These short examples illustrate common industry applications and outcomes when reference questions are used properly.

Healthcare clinic verification

A clinic verifies clinical dates and privileges

uses a narrow factual form to avoid PHI exposure
the clinic retains the response in the credentialing file and documents consent.

Real estate hiring

An agency confirms property management experience

asks structured duty and dates questions to reduce subjectivity
the agency stores responses in the applicant record for compliance and audit.

Comparison of eSignature vendors for handling Employee Reference Questions

Use this vendor feature and price snapshot to evaluate eSignature options for collecting and storing Employee Reference Questions. signNow is listed first per vendor comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about completing and sharing Employee Reference Questions

Answers address common concerns about consent, e-signing, retention, and what information is appropriate to request or disclose.

Need help? Contact support

Can references be completed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic completion and signatures are legally valid when intent and attribution are clear and records are retained.
Is candidate consent required?
Often yes. Many states and the Fair Credit Reporting Act require written consent for consumer background checks; obtain explicit consent when sharing information with third-party screeners.
What information is off-limits?
Avoid asking about protected characteristics—race, religion, disability, marital status—or other areas that could trigger discrimination claims; focus on factual employment details instead.
How long should completed forms be kept?
Retain per your records policy and legal baselines: at least three years for tax and routine audit purposes, longer if HIPAA or other statutes apply.
Who should sign or attest to the responses?
A current supervisor or authorized HR contact should sign and include work contact information to enable verification and attribution.
What if a former employer refuses to provide details?
Document the refusal, rely on verifiable facts you can obtain, and proceed with additionalChecks such as employment verification through payroll records or third-party background vendors.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now