Official form guide
Form Reference checking form: Reference checking form
The Reference checking form is a template from the Fair Work Ombudsman to help employers verify an applicant’s background when hiring. Use it during the recruitment process before you decide who to hire.
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Form Overview
Fair Work Ombudsman Form Reference checking form - Reference checking form
The Reference checking form is a template from the Fair Work Ombudsman to help employers verify an applicant’s background when hiring. Use it during the recruitment process before you decide who to hire.
Risk Radar
Scan points- 1Never contact a referee without the applicant’s explicit permission.
- 2Contacting a current employer without consent
- 3Asking questions that could be discriminatory
- 4Failing to record the referee’s consent
- 5Not keeping a copy of the completed form
Plain English
Think of this as a checklist you fill out while you talk to someone who knows the job candidate. It guides you through the questions to ask and records the answers so you can compare candidates fairly.
Submission Date
- Filing date: Complete the form after you have obtained referee details and permission, and before you make the final hiring decision.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- When you are hiring a new employee and need to verify the applicant’s work history.
- To confirm claims made in an interview about duties, performance and character.
- If you want a structured set of questions to ask a past or current employer.
- When you have the applicant’s written permission to contact referees.
- To gather consistent information before making a final hiring decision.
Form selector
Use this form or another form?
Security‑sensitive role
Requires criminal history verification
✓ Verify if a police check is required before using this template
Working with children or vulnerable people
Legal requirement for child‑related work
✓ Confirm child‑related obligations first
Government procurement position
Clearance needed for classified info
✓ Check clearance policy before proceeding
Internship or volunteer role
No formal employment contract needed
✓ Use a simple reference email instead
Deadline or filing window
There is no statutory deadline; use the form before you finalize the job offer.
Before you submit
- 1Applicant’s written consent to contact referees is on file.
- 2Referee has agreed to provide a reference and understands the 10‑minute time estimate.
- 3All mandatory fields (date, position, phone, referee details) are completed.
- 4General and job‑specific questions are written clearly and relevant to the role.
- 5Any additional factors (reliability, punctuality, professionalism) are listed.
- 6Contact details for follow‑up are included at the end of the form.
- 7A copy of the completed form is saved in a secure HR folder.
- 8Privacy obligations under the Australian Privacy Principles are observed.
- 9You have noted any concerns raised by the referee for further discussion.
How to file this form
- 1Complete the template with all required information.
- 2Save a digital copy in your organisation’s HR document library.
- 3Store any paper copies in a locked filing cabinet.
- 4Record the date the reference was taken and the referee’s name.
- 5Update the applicant’s recruitment file with the completed form.
- 6If required, forward a summary to the hiring manager for decision‑making.
Known limitations
- 1The form is a template only; it does not create a legal contract.
- 2It does not replace a formal background or police check where required.
- 3Information provided by referees is not guaranteed to be accurate.
- 4The form does not cover privacy‑impact assessments for sensitive data.
- 5It should not be used for positions exempt from reference checks under award or agreement.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
Almost done reviewing the fields?
Fillable formOpen in Editor->The Reference checking form is a template from the Fair Work Ombudsman; no recent updates are noted.
What changed or needs a fresh check
- Replace all <red> placeholder text with your specific details.
- Insert the applicant’s name, position applied for and contact details.
- Add your name and business details in the introduction script.
- Confirm you have obtained the applicant’s permission to contact referees.
- Tailor job‑specific questions to the skills required for the role.
Quick Facts
Downloads & source
Sources
- SRCForm purpose: template to help check applicant’s references when hiringconfirmed in source.
- SRCSuggested steps (obtain details, decide questions, contact referees, choose applicant)confirmed in source.
- SRCIntro script includes name, applicant, business, permission to proceedconfirmed in source.
- SRCGeneral questions listed (relationship, capacity, dates, duties, reason for leaving)confirmed in source.
- SRCPerformance questions (overall performance, strengths, development areas)confirmed in source.
- SRCSpecific factors (reliability, punctuality, attendance, professionalism)confirmed in source.
- SRCClosing question about re‑employmentconfirmed in source.
- SRCContact details for further information at end of formconfirmed in source.
- SRCReference to Fair Work learning course URLconfirmed in source.
- SRCInfoline phone number 13 13 94confirmed in source.
Common confusion points
Forgetting to ask the referee’s permission before starting the questions.
Using the current employer without the applicant’s explicit consent.
Leaving placeholder <red> text in the final document.
Skipping the job‑specific question section, leading to incomplete assessment.
Not recording the exact dates of the applicant’s previous employment.
Assuming the referee’s answers are legally binding evidence.
Overlooking the need to note the time the reference was taken.
Failing to store the completed form securely according to privacy rules.
Source transparency
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