How to handle a telephone request for references

What should supervisors or managers do when they receive a telephone call requesting information on an existing or former employee?

1. Request the identity of the caller. Take the caller's name and telephone number so that the information provided by the caller can be confirmed as accurate. (Instead of giving reference immediately, tell the caller you will call them back after you get approval from the employee or ex-employee to release information.)
2. Ask why the information is being sought.
3. Ask for a written request from the person seeking the reference. (Make sure it has the contact information for the ex-employee.)
4. Contact the employee or ex-employee before giving out information. (If you would like to have the employee back, try to re-recruit him/her.)
5. Request written authorization from the employee.
6. Provide the information in writing.
7. Confirm the dates of employment and positions held.

If you would like to see a sample copy of our right to release information form go to the Members Only tab and look up Reference Release Form.