Job references and background checks: what to expect

Updated November 2026

References and background checks usually come near the end of hiring, when an employer is close to making you an offer. Prepared references can tip the decision your way, and knowing your rights under the Fair Credit Reporting Act means an error in a background report does not have to cost you the job.

Choosing your references

Most employers ask for three. Good choices, in order:

Recent supervisors who saw your work directly.
Senior colleagues, team leads or clients who worked with you closely.
For students and first-time job seekers: teachers, internship or volunteer supervisors, coaches.

Avoid relatives and friends who never worked with you. If you cannot use your current boss because they do not know you are looking, say so; employers understand. Offer a former supervisor or a colleague instead.

Ask and prepare them

Ask first, every time. "Would you be comfortable being a reference for me? I'm applying for project coordinator roles." A hesitant yes is a sign to ask someone else.
Confirm their details: current title, employer, the phone and email they prefer.
Send a briefing when an employer says they will call: the job title, the employer, the posting, your resume, and two or three points worth mentioning.
Thank them and tell them how it turned out.

Briefing email example. "Hi Dana, thanks again for agreeing to be a reference. Lakeview Health Partners may call you this week about the Operations Coordinator role (posting attached). They care most about scheduling and supplier management, so it would help if you mentioned the shift-swap system I set up and how I handled our vendor orders. My current resume is attached. Thank you!"

Reference list template

Keep references on a separate page with the same header as your resume. Do not put "references available on request" on the resume itself; employers assume it.

References: Maria Lopez

Dana Wright, Store Manager, Riverside Grocery, Columbus, OH · 555-0118 · dana.wright@example.com · Relationship: my direct supervisor, 2022–present

Luis Romero, Assistant Manager, Riverside Grocery · 555-0163 · luis.romero@example.com · Relationship: fellow supervisor, 2022–2025

Karen Ellis, Volunteer Coordinator, Eastside Food Pantry · 555-0129 · karen.ellis@example.com · Relationship: supervised my work as volunteer treasurer, 2024–2025

What former employers may say

Many employers have a policy of confirming only your job title and dates of employment, and sometimes pay where the law allows. Others let managers speak freely. State laws on what an employer may disclose vary. If you are unsure what a past employer will say, ask its HR department what it confirms, or ask a friend to call the main verification line. Make sure the dates and titles on your resume match their records exactly.

What a background check can include

When an employer hires an outside company to check you, the report can include, according to the Consumer Financial Protection Bureau:

Verification of employment, salary, education and professional licenses
Credit history
Criminal arrest and conviction information
Driving records
Drug and alcohol test results and health screening information

Employers do not need a background company to search the internet. See social media and your job search.

Your rights under the FCRA

The Fair Credit Reporting Act (FCRA) applies when an employer gets a report about you from a background reporting company. The Federal Trade Commission explains your rights in these steps:

Notice and permission. The employer must tell you, in writing and in a standalone document, that it may use the report for decisions about your job, and it must get your written permission before ordering the report. You can refuse, but the employer may then decline to hire you.
Before a negative decision. If the employer may not hire you, fire you or deny a promotion because of something in the report, it must first give you a copy of the report and "A Summary of Your Rights Under the Fair Credit Reporting Act". This is your chance to point out errors.
After a negative decision. The employer must tell you (verbally, in writing or electronically) the name, address and phone number of the background company, that you can dispute inaccurate information, and that you can get an additional free report from that company if you ask within 60 days of the decision.

How long old information can appear

Under the FCRA, background companies generally may not report civil suits, civil judgments and arrest records more than seven years old (or longer, until the statute of limitations expires), or most other negative items older than seven years. Records of criminal convictions are not covered by that limit. The seven-year limits also do not apply to a job with a salary of $75,000 or more a year. Some states set stricter rules.

If the report is wrong

Tell the employer right away, in writing, which item is wrong and why, before it makes a final decision.
File a dispute with the background company that made the report, with copies of any proof (court records showing a case was dismissed, a diploma, a W-2 from a past job). The company must reasonably investigate a dispute. The FTC notes that reports listing someone else's convictions, the same offense twice, or expunged or sealed records can be signs that a company is not following reasonable procedures to ensure accuracy.
Ask the employer to wait for the corrected report.
Keep copies of everything and note dates of calls.

Report violations and scams. If an employer ran a check without your permission or rejected you without the required notices, the FTC says you can report it at ReportFraud.ftc.gov. And never put your Social Security number or bank details on a resume or application: a "company" that asks for them before an interview is probably a scam (see job scams).

Once references and checks are done, the next step is usually the offer; see how to negotiate salary.