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Reference checking is often seen as one of the biggest bottlenecks in the hiring process.. But in practice, it doesn’t have to be.
To better understand what actually drives responses, we analyzed anonymized data from the Refapp platform, covering hundreds of thousands of completed reference checks across industries and countries.
One thing becomes clear: when the process is simple, relevant, and well-prepared, references are far more likely to respond and to do so quickly.
Why references don’t respond
Low response rates are rarely about unwillingness. More often, they come down to friction.
References are typically busy professionals. If the process:
- takes too long
- feels unclear
- or requires coordination
…it is more likely to be postponed or ignored.
In other words, response rates are less about reminders and more about how the process is designed from the start.
What the data suggests
One of the clearest insights is that response behavior varies depending on context.
For example, we see differences between roles. Response rates tend to be higher for more senior positions, while they are generally lower for junior roles.
This does not reflect the process itself, but rather differences in experience and preparation. Senior candidates are often more used to managing reference requests and may have more established professional relationships. For junior candidates, the process can be less familiar.
This highlights an important point:
Response rates are not just operational. They are behavioral and, importantly, can be influenced.
The role of candidate preparation
One of the most effective ways to improve response rates is often overlooked: preparing the candidate.
When candidates:
- understand how the reference process works
- know what their references will be asked
- and inform their references in advance
…the likelihood of a response increases significantly.
A prepared reference is far more likely to recognize the request, prioritize it, and respond without delay.
Channel and accessibility matter
Another important factor is how the request is delivered.
Our data suggests that both channel choice and accessibility influence response behavior. Reaching references through the right channel, and in some cases combining channels such as SMS and email, can lead to faster responses than relying on a single method alone.
This likely reflects everyday communication habits. Many professionals check text messages more frequently than email, especially during a busy workday.
Making the request easy to access in a channel the reference already uses helps reduce friction and shorten response times.
Simplicity drives completion
The design of the questionnaire itself also plays a key role in response rates.
Reference forms that are easy to understand, clearly structured, and quick to complete tend to generate better engagement from references.
Long and unstructured forms with many open-ended questions can feel time-consuming, especially for busy professionals responding between meetings or outside working hours.
Structured, behavior-based questions not only improve the quality and consistency of the data collected. They also make the process easier and faster for references to complete.
A practical perspective
Improving response rates is rarely about one single change. It is the result of several small decisions that reduce friction throughout the process.
For hiring teams, this means focusing on:
- preparing candidates and setting expectations
- reaching references through appropriate channels
- keeping the process simple and accessible
- and designing questions that are easy to answer
Taken together, these factors make it easier for references to respond without the need for repeated follow-ups.
The bigger picture
Response rates are not just a metric. They directly affect both the speed and quality of hiring decisions.
When references respond quickly and consistently, hiring processes move forward with fewer delays, the need for manual follow-up decreases, and the overall experience improves for both candidates and recruiters.
Even relatively small improvements in response rates can have a meaningful impact on time-to-hire.🤝
About the Reference Checking Trends Report
This article is part of the Reference Checking Trends Report: Insights from Refapp Data, a series based on anonymized data from the Refapp platform.
By analyzing hundreds of thousands of reference checks across industries and countries, the series explores how reference checking works in practice today and what hiring teams can learn from real behavioral data.