How to Conduct Remote Reference Checks in 2025

This blog has been originally published on the Remote First Recruiting site

Many founders and remote leaders overlook reference checks when hiring—a costly mistake that can lead to poor hires and wasted time. In 2025, conducting remote reference checks is easier and more essential than ever. 

Here are three straightforward ways to verify a candidate’s background and ensure they’re the right fit for your remote team.👇

Why Reference Checks Matter

Reference checks provide insight into a candidate’s past performance, work ethic, and compatibility with remote work. They help you:

• ✅ Confirm skills and experiences listed on their resume.

• ✅ Understand their strengths and areas for growth.

• ✅ Avoid hiring mistakes that can cost time and money.

Skipping this step might save time initially, but it can lead to regret if a candidate turns out to be a poor fit. 😢

1. Phone Calls: Quick and Direct

Phone calls remain one of the most effective ways to conduct reference checks. They allow for real-time conversations and nuanced feedback.

How to do it:

• Schedule a 10-15 minute call with the candidate’s reference.

• Prepare specific questions like:

  • "How did they handle remote collaboration?"

  • "What were their biggest contributions to the team?"

  • "Would you hire them again for a remote role?"

Pro tip: Take notes during the call and ask follow-up questions based on their responses.

2. Video Calls: For Deeper Insights

A video call adds a layer of connection and allows you to read body language. This method is ideal for key hires where understanding the reference’s enthusiasm (or lack thereof) is critical.

How to do it:

• Use tools like Zoom or Google Meet to schedule a 10 minute video call.

• Focus on open-ended questions like:

  • "Can you describe their remote communication style?"

  • "How did they adapt to challenges in a virtual environment?"

  • "What advice would you give for managing them effectively?"

Pro tip: Look for subtle cues—hesitations or overly generic answers may indicate areas to probe further.

3. Email: Efficient and Documented

Email is the fastest and most scalable option for reference checks. It’s perfect for confirming basic details or when time zones make scheduling calls difficult.

How to do it:

• Send a concise email with clear questions, such as:

  • "What was their role and main responsibilities?"

  • "How did they perform in a remote work setting?"

  • "Are there any areas they could improve?"

Pro tip: Use email responses as a written record to share with other decision-makers.

Best Practices for All Methods

1. Get Permission: Always ask the candidate for permission to contact their references and have them reach out to references first to give them a heads up you’ll be contacting them. This helps with quicker response times!

2. Be Consistent: Use a standard set of questions to compare feedback across candidates.

3. Focus on Remote Work: Tailor questions to evaluate how well they thrive in a distributed environment.

Remote reference checks in 2025 are a crucial step in the hiring process. Whether you prefer phone calls, video calls, or emails, the key is to prioritize this step to ensure you’re making informed hiring decisions.

Need help with smart hiring or building your remote team? 

Our recruiting agency specializes in finding top talent in Latin America, North America, and beyond. 

Book a time with us here.

-Krista & the RFR Team✌️