Can references sign electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, signer attribution, and reliable record retention to meet the ESIGN legal-validity test.

Do I need a notarized reference?

Not typically. Notarization and witnesses are uncommon for employment references. Use notarization only when a specific legal or contract requirement mandates it in a given jurisdiction.

What if a reference refuses to sign?

Capture written confirmation via email or documented phone notes if permitted by policy. Record the attempt and consider an alternate reference to avoid process delays.

How should I handle sensitive information?

Limit questions to job-relevant facts, obtain consent for disclosures, and secure responses using encrypted storage and access controls consistent with applicable privacy laws.

Are voice recordings or video acceptable?

These are acceptable if properly consented, but biometric captures may trigger Illinois BIPA or similar state law requirements—obtain legal review before collecting biometric data.

Which records must I retain and for how long?

Keep reference responses per applicable retention rules: commonly three years for hiring records, six years for HIPAA-covered materials (45 CFR §164.530(j)), and longer where state law requires it.

Electronic Signature
Templates
Miscellaneous
Reference Questions Template

Reference Questions Template

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

REFERENCE SERVICES AGREEMENT AND REFERENCE QUESTIONS TEMPLATE

This Reference Services Agreement (the Agreement) is entered into effective as of by and between Service Provider: with an address at , and Client Name: with an address at .

WHEREAS

WHEREAS, Service Provider is engaged in the business of conducting reference checks, obtaining employment verifications and collecting professional references on behalf of clients; and

WHEREAS, Client desires to retain Service Provider to perform reference and verification services in connection with Client's consideration of prospective employees, contractors or other individuals; and

WHEREAS, Service Provider warrants that it will collect and report information in accordance with the terms set forth in this Agreement and applicable law.

SCOPE OF SERVICES

Service Provider will perform the following services (collectively, the Services): obtain employment verifications, conduct reference interviews, document responses and provide a written report to Client consistent with the Reference Questions Template below. Service Provider shall use reasonable commercial efforts to verify facts and to disclose the source of information to Client where appropriate.

Detailed Scope of Work

REFERENCE QUESTIONS TEMPLATE

Candidate Name: Position Applied For:

Reference Identification

Relationship to Candidate: Supervisor Peer Subordinate Other

Employment Dates: From to

Job Title Held Primary Responsibilities Reason for Leaving (as known)

Was employment verified? Yes No

Salary at Separation

Eligible for Rehire? Yes No

Attendance and Punctuality Performance Strengths Areas for Improvement

Overall Recommendation: Strongly Recommend Recommend Recommend with reservations Do not recommend

Additional Comments

Reference Printed Name: Reference Signature: Date:

PAYMENT TERMS

Client shall pay Service Provider the fees set forth below for the Services performed under this Agreement.

Total Fee Payment Schedule Late Fee

TERM AND TERMINATION

This Agreement shall commence on and shall continue in effect until unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Termination for cause may be immediate if the non‑breaching party provides written notice specifying the breach and the breaching party fails to cure within a commercially reasonable period.

CONFIDENTIALITY

Each party acknowledges that in the performance of this Agreement it may receive Confidential Information of the other party. "Confidential Information" means nonpublic information that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure, including applicant data, reference responses, compensation information and investigative results. Each party shall: (a) hold Confidential Information in strict confidence; (b) use Confidential Information only for the purposes of performing its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees and contractors with a need to know who are bound by confidentiality obligations at least as protective as those herein. This Section survives termination of the Agreement for a period of three (3) years, except that trade secrets shall remain protected for as long as applicable law requires.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. The parties agree that any dispute arising out of or relating to this Agreement shall be resolved in the courts located within that state, and each party submits to the personal jurisdiction of those courts.

ENTIRE AGREEMENT

This Agreement, including any attached exhibits and the Reference Questions Template incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, representations and understandings, whether written or oral. Any modification must be in writing and signed by both parties.

NOTICES

Service Provider Notice Address Client Notice Address

MISCELLANEOUS PROVISIONS

Independent Contractor. Service Provider is an independent contractor and nothing in this Agreement shall be construed to create an employer-employee relationship, joint venture, partnership or agency. Service Provider is responsible for all taxes and benefits for its personnel.

Limitation of Liability. Except for willful misconduct or gross negligence, neither party shall be liable for indirect, incidental, special or consequential damages. In no event shall either party's aggregate liability exceed the fees paid by Client to Service Provider under this Agreement in the twelve (12) months preceding the claim.

Service Provider:

By:

Date:

Client:

By:

Date:

What a Reference Questions Template Is and When It’s Used

A Reference Questions Template is a standardized questionnaire used to collect written input from professional or personal references about a job candidate, contractor, or volunteer. It captures contact details, relationship context, performance assessments, role-specific competencies, and verification details for hiring decisions, credential checks, or compliance records. Organizations use the template to ensure consistent reference responses, to reduce bias in informal reference collection, and to create a reproducible record that can be retained for compliance and audit purposes.

Why Use a Standard Reference Questions Template

A template standardizes questions, improves comparability between candidates, reduces ad hoc information gaps, and creates a traceable record for hiring decisions and compliance. Consistent forms simplify reviewer training and help document lawful, defensible hiring processes.

Typical Users and How They Apply This Template

Human resources teams, hiring managers, and recruitment agencies commonly use reference questionnaires as part of candidate screening and verification workflows.

HR teams: Use templates to compare candidates, document decisions, and maintain consistent records across hires.
Hiring managers: Request targeted performance and skills feedback tied to the open role requirements.
Background screening vendors: Integrate responses into broader employment verification and compliance checks.

Responses become part of the candidate file and support employment decisions, internal audits, or regulatory reviews where applicable.

Core Components to Include in a Professional Template

A complete Reference Questions Template balances factual verification with structured rating items and open-ended fields so responses are comparable and legally defensible.

Candidate Details

Full legal name, job applied for, and unique candidate ID to tie the reference to the correct file and avoid record mismatches.

Reference Contact

Reference name, title, employer, phone, and email plus relationship duration so you can authenticate the source of the information.

Relationship Context

Describe how the reference knows the candidate, reporting relationship, and dates of overlap to establish context for the evaluation.

Behavioral Ratings

Structured rating scales (work quality, reliability, teamwork) with defined anchors to reduce subjective variance across respondents.

Open-Ended Questions

Targeted prompts for examples of strengths, improvement areas, and suitability for the specific role to capture qualitative evidence.

Verification & Signature

Date, printed name, and signature or e-signature block plus consent checkboxes to confirm accuracy and permission to share.

Essential Data Fields Required on Every Form

Candidate name: Full legal name

Reference name: Full name and title

Contact details: Phone and email

Relationship dates: Start and end dates

Ratings scale: Defined scale labels

Signature: Signed and dated

Step-by-Step: How to Complete and Send the Template

Follow these steps to collect reliable reference responses and maintain an auditable record.

01

Prepare Template: Populate candidate and job fields before sending.
02

Add Reference: Enter reference contact details and relationship context.
03

Send Request: Deliver via email or secure link with clear instructions.
04

Record Response: Capture signed response and store in candidate file.

How to Configure an Online Reference Workflow

Key workflow settings control authentication, routing, reminders, and data retention for consistent processing.

Form Field Configuration and Purpose	Header row \| Configuration
Authentication Method and Access Controls	Email link with optional SMS code for added verification
Signature Field Placement and Required Flags	Place signature and date at end; mark as required
Conditional Questions and Visibility Rules	Show follow-ups when ratings fall below a threshold
Automatic Reminders and Retry Schedule	Configure two reminders at five and ten days

Delivery Channels and Integration Essentials

Choose delivery methods that match your security needs and signer capabilities: email links, secure portals, or integrated ATS workflows.

Supported Formats: PDF, DOCX, and fillable web forms
Authentication Options: Email link, SMS code, or SSO for higher assurance
Integration Partners: Common: ATS, CRM, and cloud storage platforms

Integrations with applicant tracking systems and cloud storage simplify recordkeeping; ensure the platform supports secure transport, audit trails, and your chosen file formats.

Timelines, Deadlines, and Typical Processing Expectations

Set clear internal deadlines to maintain momentum and ensure each reference request proceeds reliably.

Initial Request Sent:

Send when candidate reaches final interview stage

Reference Response Window:

Allow 5 business days for a first response

Reminder and Follow-up:

Send one reminder at five days, a second after ten days

Record Retention Start:

Retention begins on the signed response date

Applicant Notification Period:

Inform candidate of reference receipt within 3 business days

Common Mistakes to Avoid

Sending requests without pre-populating candidate identifiers leads to mismatched responses and time-consuming reconciliation.
Using open, vague prompts produces inconsistent narratives that cannot be fairly compared across candidates.
Failing to confirm the reference's current contact information often results in no response and repeated follow-ups.
Not documenting consent or signature method can create legal uncertainty about attribution and admissibility.

Risks and Legal Consequences to Watch For

Defamation exposure: Civil liability risk

FCRA considerations: Background checks require consent

Privacy breaches: Unauthorized data disclosure

Recordkeeping gaps: Audit and compliance problems

Invalid attribution: Unverifiable signatures

Inconsistent process: Discrimination or bias claims

Comparison: eSignature Platforms for Reference Questionnaires

When selecting an eSignature provider for reference questionnaires, consider price, HIPAA support, bulk send, audit trail, and any envelope limits across vendors.

	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	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Template Use

These examples illustrate how organizations use standardized reference templates to speed hiring and maintain compliance.

Optica Ventures LLC

A small investment firm standardized reference requests to reduce turnaround time.

They used structured rating scales for comparability.
The change simplified candidate comparisons, reduced follow-ups, and produced a consistent audit trail for later investor and HR reviews.

Martin Properties

A regional real estate firm adopted digital reference forms for leasing staff hires.

The solution supported mobile responses from on-site managers.
As a result, they processed background checks faster, closed hires more quickly, and retained clear records for regulatory and tenant-screening audits.

Frequently Asked Questions and Troubleshooting

Answers to common implementation and legal questions about collecting reference responses and using electronic signatures.

Need help? Contact support

Can references sign electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, signer attribution, and reliable record retention to meet the ESIGN legal-validity test.
Do I need a notarized reference?
Not typically. Notarization and witnesses are uncommon for employment references. Use notarization only when a specific legal or contract requirement mandates it in a given jurisdiction.
What if a reference refuses to sign?
Capture written confirmation via email or documented phone notes if permitted by policy. Record the attempt and consider an alternate reference to avoid process delays.
How should I handle sensitive information?
Limit questions to job-relevant facts, obtain consent for disclosures, and secure responses using encrypted storage and access controls consistent with applicable privacy laws.
Are voice recordings or video acceptable?
These are acceptable if properly consented, but biometric captures may trigger Illinois BIPA or similar state law requirements—obtain legal review before collecting biometric data.
Which records must I retain and for how long?
Keep reference responses per applicable retention rules: commonly three years for hiring records, six years for HIPAA-covered materials (45 CFR §164.530(j)), and longer where state law requires it.

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