Unreliable Reference Checks: Risks and Solutions for Employers in Malaysia

Hiring the right person can feel like a gamble sometimes. You rely on resumes, interviews, and reference checks to make the best decisions.

But, what happens when the references you trust aren’t reliable? Misleading or incomplete reference checks can lead to bad hires, and that’s costly.

In Malaysia, this issue is more common than you think.

Some refer to sugarcoat feedback, while others might skip important details. The result? Employers end up with a candidate who’s not the right fit.

But don’t worry. There are ways to fix this. In this post, we’ll cover the risks of unreliable references and how you can improve your hiring process. Let’s dive in!

What are unreliable reference checks?

Reference checks are a normal step in hiring.

It’s when employers reach out to a candidate’s previous bosses, colleagues, or other professional contacts to confirm their work history, skills, and personality.

If you've done right, they help you understand if the candidate is a good fit for your company.

But not all reference checks are reliable. Sometimes, the information you get isn’t accurate or complete.

When reference checks are unreliable, you don’t get the full picture. This can lead to hiring someone who’s not the right fit for your team.

Reasons Why Referee Sometimes Does Unreliable Reference Checks

Unreliable reference checks can happen for a few reasons:

Bias or favoritism. Referee might give bias reviews to help a friend, even if it’s not entirely true.
Fear of backlash. Some referees hold back negative feedback because they’re worried about upsetting the candidate.
Limited knowledge. The referee might not have worked closely enough with the candidate to provide useful insights.
Outdated or vague feedback. If your candidate shares details from years ago or doesn’t focus on the role you’re hiring for, the check isn’t helpful.

Why are reference checks important?

Hiring someone is a big decision, and reference checks help make sure you’re making the right one.

They give you an extra layer of confidence before bringing someone onto your team.

1. Validation of candidate claims

Resumes and interviews tell you what the candidate wants you to know. Reference checks help you confirm if it’s true.

You can verify details like their job title, responsibilities, and how well they performed. It’s a simple way to avoid being misled by exaggerated or false claims.

2. Cultural fit assessment

Skills matter, but so does personality. Through references, you can get a sense of how the candidate worked with others and whether they’ll fit into your company culture.

A referee might share examples of their teamwork, communication style, or adaptability. These things you can’t always gauge from an interview alone.

3. Risk mitigation

No one wants to deal with hiring regrets.

Reference checks help you spot potential red flags, like performance or past behavioural issues, before they become your problem.

It’s a key step in protecting your team and company from unnecessary risks.

Risks of unreliable reference checks

When reference checks go wrong, they can cause big headaches for your hiring process.

Here’s why unreliable reference checks can be risky for your business.

1. Bias or subjectivity

Sometimes, referees let personal feelings cloud their judgement.

They might give overly good feedback to help a friend or share unfairly negative opinions due to a past conflict.

This kind of bias can mislead you into making the wrong decision.

2. Limited or vague responses

Ever get feedback like, “They’re a good worker?” and not much else?

Generic answers like these don’t help you learn anything useful about the candidate’s real abilities or fit for the role.

3. Lack of transparency

Some referee hold back honest feedback out of fear, such as legal concerns, privacy issues, or not wanting to burn bridges with candidates.

This leaves you with incomplete or sugarcoated information.

4. Falsified or inaccurate information

Unfortunately, not every candidate plays fair. Some might give fake references or exaggerate their past roles and achievements.

Without careful checks, you might end up trusting the wrong people.

5. Incomplete reference checks

Skipping or rushing through reference checks can be just as bad as not doing them at all.

You could miss out on critical details that might have changed your mind about a candidate.

How to avoid unreliable reference checks?

Bad reference checks can cost you time and money, but the good news is that there are simple steps to make them more reliable. Here’s how you can improve your process:

1. Developed a standardized process

Create a set of consistent questions to ask every referee. This makes it easier to compare candidates and ensures you don’t miss important details.

For example, always ask about their specific responsibilities, strengths, and areas for improvement.

2. Ask for multiple references

One perspective isn’t enough. Request two or three references from different roles, like a manager, a colleague, or even a client.

This gives you a fuller picture of how the candidate performs in various settings.

3. Verify reference information

Make sure the references are legit. Cross-check their details on LinkedIn or the company’s website.

If something feels off, like a reference who can’t recall key facts about the candidate, it’s with investigating further.

4. Use behavioral-based question

Ask for real-life examples instead of vague opinions.

For instance, instead of asking, “Were they a good team player?” try, “Can you share a time when they handled a conflict in the team?”

These questions force referees to provide specific and relevant feedback.

5. Cross-check with other data

Don’t rely solely on reference checks. Compare what you learn with other information, like interview notes and resume details.

If something doesn’t match up, like conflicting timelines, it’s a red flag worth exploring.

6. Use professional reference checks services

If you want to save time and reduce errors, consider using tools or services designed for reference checks.

List of Unreliable Reference Check Questions

Here’s a list of unreliable reference check questions that may not provide useful or accurate insights about a candidate:

1. Overly General Questions

"What do you think of the candidate?"
"Would you hire them again?"
"Did you enjoy working with them?"

These questions are too vague and may elicit subjective or biased responses without meaningful detail.

2. Leading Questions

"The candidate seems like a great team player, right?"
"Wouldn’t you agree they’re very dependable?"
"You didn’t have any issues with their performance, correct?"

These questions guide the reference toward a specific answer, potentially skewing the feedback.

3. Hypothetical or Speculative Questions

"How do you think they would perform in this role?"
"Would they fit into our company culture?"
"How do you think they’d handle managing a team?"

References can’t reliably predict future performance or compatibility in a different environment.

4. Questions About Personal Characteristics

"What kind of person are they outside of work?"
"Do they seem like a nice person?"
"What hobbies or interests do they have?"

These questions are irrelevant to professional performance and may lead to biased or inappropriate answers.

5. Irrelevant or Illegal Questions

"What is their age, marital status, or religion?"
"Do they have children or plan to start a family?"
"What is their nationality or immigration status?"

These questions are inappropriate, may violate laws, and do not relate to job qualifications.

6. Overly Critical Questions

"What’s the worst thing about working with them?"
"What mistakes did they make most often?"
"What complaints did others have about them?"

These questions focus disproportionately on negatives and may not reflect the candidate’s overall capabilities.

7. Yes/No Questions

"Did they do their job well?"
"Were they good at teamwork?"
"Did they meet deadlines?"

These don’t encourage detailed responses and fail to provide valuable context.

8. Questions About Performance Outside the Reference’s Scope

"How did they perform in a leadership role?" (if the candidate wasn’t a leader under the reference’s supervision)
"How were their technical skills?" (if the reference isn’t qualified to evaluate those skills)

Such questions may lead to inaccurate or uninformed answers.

9. Overly Personal Questions

"Did they have any personal conflicts with others?"
"What were their political or social views?"
"Were they ever difficult to get along with socially?"

These are irrelevant to professional performance and could encourage biased responses.

10. Ambiguous or Misleading Questions

"How did they compare to others in their role?" (without specifying the comparison criteria)
"What kind of feedback did they typically receive?" (without defining whether it’s formal or informal feedback)

Such questions lack clarity, leading to incomplete or misunderstood answers.

Best practices for conducting reliable reference checks

Getting accurate and useful information from reference checks doesn’t have to be complicated. Here are some best practices to help you get the most out of the process:

1. Be transparent

Let candidates know upfront that you’ll be checking their references.

Explain why it’s part of your process and how the information will help in making a fair hiring decision.

This builds trust and gives the candidate a chance to prepare their referees.

2. Create an open environment

When speaking with referees, make them feel comfortable sharing honest feedback.

Let them know their input is confidential and crucial for hiring the right person.

For example, you could say, “Your honest feedback will help us place them in the right role.”

3. Ask the right questions

Focus on questions that reveal more about the candidate’s behavior and skills.

Instead of generic queries like, “Were they good at their job?” ask specific questions like, “How did they handle tight deadlines?” or “Can you give an example of how they solved a problem at work?”

4. Listen actively

Pay attention to more than just words. Tone, hesitation, or enthusiasm can tell you a lot.

For instance, if a referee hesitates before answering a question about reliability, it might be worth digging deeper.

5. Document responses

Take clear notes during the call or email exchange. Write down both key points and any examples the referee shares.

This makes it easier to review later and helps ensure consistency when comparing candidates.

Are you hiring in 2025?

Start your hiring journey with AJobThing today! Post your job ads, connect with top talents, and streamline your recruitment process with our easy-to-use platform.