Reference check notes should identify the reference's working relationship to the candidate, the job-related question asked, the response, and any limits on what the reference could observe. Follow the agency's approved reference process before arranging or documenting the conversation.
Record context before conclusions
| Field | Fictional example |
|---|---|
| Working relationship | Former project colleague, not direct manager |
| Relevant period | Worked together on a reporting project |
| Question | What responsibilities did the candidate own? |
| Response | Prepared reporting and coordinated inputs |
| Limitation | Reference did not observe budget decisions |
This is an invented documentation example, not a reference result or a guide to legal requirements for reference checks.
Preserve the boundary of the observation
A colleague who saw one project may give useful evidence about that work without being able to assess the candidate's entire role. Do not expand “reliable on our project” into a universal performance judgment.
Distinguish direct observation from something the reference heard from others. If the wording is uncertain, clarify it. Keep quotation marks for wording you can verify rather than polished paraphrases.
Keep the questions tied to the role
Use the agency's approved questions and focus on relevant responsibilities. Avoid adding unrelated personal information to the note just because it appears in the conversation. If a question falls outside the agreed process, route it to the appropriate owner rather than improvising.
When evidence differs from a candidate's earlier account, record the difference neutrally and follow the established clarification process. One account should not silently overwrite the other without review.
Review the output before using it
Check speaker attribution, relationship, time period, and the strength of any conclusion. A generated summary may omit the reference's caveat, which can materially change how the response should be interpreted.
Use the source-context guide to preserve the record and discrepancy handling for neutral clarification. Recruit Recap supports selected Meet, Teams, and Zoom meetings with a visible opt-in bot; do not assume direct telephone capture for a reference call. This template does not authorize recording, replace the agency's reference policy, or establish that any statement has been independently verified.