How to Ensure Reference Checks Are as Effective as Possible

In the world of executive and senior hiring, especially in Real Estate & Hospitality where the stakes are high and reputations matter, reference checks remain one of the most powerful tools for validating a candidate’s suitability. But too often, they’re treated as a tick-box exercise, an afterthought at the end of an otherwise rigorous process.

When done well, reference checks can reveal a candidate’s leadership style, red flags, team impact, cultural fit, and commercial performance, insights that no CV, interview, or psychometric test can fully provide.

So how do you ensure reference checks are not only conducted, but conducted effectively?

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Why Reference Checks Still Matter

While the hiring process has evolved with technology, AI, and online assessments, reference checks continue to play a crucial role in de-risking senior hires.

In the Real Estate & Hospitality sectors, where track record, integrity, and relationship-building are everything, a thorough reference process can make the difference between a great hire and a costly mistake.

Here’s why they matter:

• Validate what’s been said in interviews
• Reveal what hasn’t been said (e.g. how they really lead under pressure)
• Assess team impact and cultural dynamics
• Understand reputational standing in the market
• Spot red flags, or confirm top-tier potential

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Common Pitfalls in Reference Checking

Let’s first address what makes reference checks ineffective:

• Asking vague or generic questions
• Only checking with referees provided by the candidate
• Rushing the process or outsourcing it to junior staff
• Failing to tailor questions to the role
• Not probing when answers are too polished or vague

The result? Missed insights, wasted time, or hiring someone who looks good on paper but doesn’t perform in practice.

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7 Steps to Make Reference Checks Truly Effective

1. Start With a Strategy

Don’t wait until the final offer stage to think about references. Plan for them early in the process:

• Who should be contacted (direct reports, peers, line managers, clients)?
• What are the core competencies or concerns to validate?
• What context do you already know that you’d like to test or expand?

Your reference strategy should match the seniority and complexity of the hire. For executive roles, 3–5 references are common, often across multiple levels.

🎯 Tip: Don’t just verify facts, aim to gather perspective.

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2. Use Independent Sources Where Possible

While candidate-provided referees are important, they are often biased (and sometimes coached). To balance this:

• Supplement with back-channel references (done discreetly and ethically)
• Ask your search partner for independent market intel
• Where possible, validate claims with past clients or collaborators

In the Real Estate & Hospitality world, where networks overlap, off-list feedback is often where the real insight lives.

⚖️ Note: Be mindful of privacy and confidentiality. Informal references should never breach professional boundaries.

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3. Tailor the Questions to the Role

Generic questions like “What were their strengths?” don’t cut it, especially for senior hires. Instead, tailor questions to the role’s challenges.

Examples:

• “How did they handle pressure during major deals or tight deadlines?”
• “What was their approach to managing investor relationships?”
• “How did they lead through organisational change or restructuring?”
• “Were there any red flags that only became clear after they joined?”
• “How did they perform in market downturns?”

Always ask for concrete examples, not general impressions.

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4. Probe for Cultural and Team Fit

Even a brilliant performer can struggle if they don’t align with the company’s working style or values. Ask:

• “How did they get along with peers and subordinates?”
• “What kind of team environment brings out their best?”
• “Were there any interpersonal challenges or management complaints?”
• “How did they handle feedback, especially when they didn’t agree with it?”

Look for consistency across responses. One outlier may be a personality clash; multiple signals suggest a pattern.

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5. Listen for What’s Not Being Said

Experienced reference checkers know that tone and hesitation can say as much as the words themselves.

Listen for:

• Evasiveness or over-qualification (e.g. “Well, they were technically strong, but…”)
• Repetition of generic terms with no examples
• Referees who sound overly scripted or reluctant to elaborate

Don’t be afraid to say: “That’s helpful, can you give me a specific example?”

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6. Document Everything Thoroughly

Create a standard template for recording references, especially if multiple stakeholders will review them. Include:

• Who was interviewed
• When and how (phone, Zoom, in-person)
• Key takeaways: performance, leadership, red flags, commercial impact
• Verbatim quotes where useful

This ensures transparency and helps hiring managers weigh the information alongside interview feedback.

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7. Use Insights to Shape the Onboarding Plan

The reference process shouldn’t end with a hire/no-hire decision. Use the findings to tailor the onboarding and success plan.

Examples:

• If references say the candidate needs strong structure, ensure they have that in their first 90 days.
• If they thrive on feedback, assign a mentor or regular check-ins.
• If they had past conflict in matrix organizations, clarify decision rights early.

This creates a smoother transition and sets them up for long-term success.

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Final Thoughts

Reference checks, when done right, are one of the most revealing, and underrated tools in executive hiring. In real estate, where deals, relationships, and reputations define success, it’s critical to go beyond surface-level questions.

By approaching reference checks as a strategic conversation, not a formality, you gain deeper insight into who a candidate really is, and how they’re likely to perform in your environment.

In short: don’t just verify. Investigate, validate, and prepare. That’s how the best hiring decisions are made.

Want to make smarter, lower-risk hiring decisions?
Learn how our Talent Advisory Services help real estate businesses run more effective, insightful reference checks that go beyond the basics.
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