Reference check form
A reference check is only useful if every candidate gets the same questions. This form is those questions, in order, with room for the answer as it was actually given rather than as it was remembered an hour later.
| Question | Answer |
|---|---|
| Candidate | Ana Ruiz |
| Role applied for | Barista, part-time |
| Referee name | Marcus T. |
| Referee position and business | Cafe manager, Bridge Street Roasters |
| How they know the candidate | Managed her for 14 months |
| Dates the candidate worked there | February 2026 to April 2027 |
| Consent to this call | Ana gave us Marcus as a referee and agreed to this call on 11 February 2027 |
| What the job involved | Opening barista four mornings a week, on a two group machine, plus cash up on weekends |
| Reliability and attendance | On time for the open, which is the hard shift to fill. Two sick days in 14 months, both called in early. |
| Working with others | Good with the kitchen when it was loud. Quiet rather than loud in a team, but says what she needs. |
| Working under pressure | Steady through a queue. Slowed down when the second machine went out, and asked for help rather than letting it back up. |
| What they did well | Consistent pours, and regulars who came in for her shifts. |
| Where they needed support | Took a few weeks to get comfortable calling orders. Got there with practice. |
| Would you work with them again | Yes, without hesitation. |
| Anything else you would want to know | She is better on an open than a close, and she knows it. |
| Checked by, and date | Lena M., 11 February 2027 |
What is in the file
- Template, blank, with each question down the side and room for the answer.
- Example, the same sheet filled in for Harbourside Coffee.
- How to use, with the steps and the mistakes below.
How to fill it in
- Ask the candidate for referees and for their consent before you call anybody.
- Ask every candidate the same questions in the same order, so the answers can be compared.
- Write the answer as it was given, not as a conclusion you drew from it.
- Keep the completed form with the recruitment file, and nowhere else.
Common mistakes
- Calling a referee the candidate did not nominate, or a current employer without permission
- Questions about age, health, pregnancy, family responsibilities, race, religion or union membership, which are not relevant to the job and carry real risk
- A reference check done after the offer has already gone out
Sources
The official pages this wording was read against, on 21 October 2026.
- Fair Work Ombudsman, Hiring employees
- Fair Work Ombudsman, Protection from discrimination at work
- Fair Work Ombudsman, Record-keeping
When a spreadsheet stops being enough
Nothing in a reference check belongs in a rostering system. Roster Flow holds the shift, the clock in and the approved hours, and the recruitment file stays where you keep employee records.
Questions
What is on the reference check form?
16 questions down the side, running from candidate to checked by, and date. The example beside them is filled in for Harbourside Coffee: the same questions for every candidate, with the answers written down as they are given.
Does the reference check form work anything out for you?
No. It is a form with 16 questions to answer in your own words, not a calculator. Nothing on it is a formula.
Can I use the reference check form in Google Sheets?
Yes. Open reference-check-form.xlsx from Google Drive, or use File, then Import, then Upload with reference-check-form.csv. The form and its example come across either way.
Is the wording in the reference check form ready to use as it is?
The reference check form is a starting point for Harbourside Coffee or any business like it, to adapt rather than sign. The wording was checked against the official sources on 21 October 2026, it is not legal advice, and it has not been through a workplace relations professional.