Providing Reference Checks

Guide for Managers

What to say when you are asked to provide a reference for a current or former employee

• Provide a brief description of the duties and responsibilities of the position they held.
• Provide factual, relevant incident and behavioural examples rather than opinions.
• Focus on job-relevant behaviours that demonstrate the competencies.
• Provide concrete examples of how the employee has demonstrated the competencies, knowledge, skills and abilities of the position. 
• Qualify your statements.  For example, “It was our experience…..”or “In this situation…”
• Refer to specific tasks or projects. For example, “While he worked on project X…” or “As a member of the X team…”
• Avoid examples that highlight a candidate’s weaknesses
• Stay objective.
• Be truthful.
• Make any praise specific.  “When X managed this task, her work was outstanding.”
• Avoid responding to questions with one-word answers such as “good.”   

What to say when asked a question you feel is not appropriate

• Say “I’m not comfortable answering that.”

What to say when asked a question that may be discriminatory

• You cannot respond to questions about race, religious beliefs, colour, gender, physical disability, mental disability, age, ancestry, place of origin, marital status, source of income, family status or sexual orientation.
• Again say “I’m not comfortable answering that question.”

What can I say about an employee’s medical condition or disability, if one exists

• Nothing, however, you can respond to questions regarding attendance and limitations if they were addressed with the employee.

If you have any questions or require further assistance, please contact your Human Resource Representative - https://www.gov.nt.ca/careers/en/contact-us.