Why Most Reference Checks Fail—and How to Fix Them
The typical reference check goes like this: you call, the reference confirms the VA worked for them, says they were "great to work with," and the call ends in four minutes. You learn nothing useful.
That outcome is not the reference's fault. It is the result of asking the wrong questions. According to a 2024 study by LinkedIn Talent Solutions, 83% of hiring managers reported that reference calls "rarely provided new information"—but when structured reference interviews were used, that number dropped to 31%.
The method matters more than the step itself.
Who to Contact—and Why It Matters
Request at least two references from the last 18 months of the VA's work history. Prioritize:
- Former clients over personal references (always)
- Clients whose business resembles yours in size or industry
- References who directly managed or assigned work to the VA—not colleagues or peers
Politely decline character references from friends or family. These produce zero signal and waste your time.
If a candidate cannot provide two professional references from the past 18 months, ask why directly. Legitimate explanations exist (long-term single-client relationships, confidentiality agreements). Evasion is a different matter.
Questions That Generate Real Information
Avoid questions with yes/no answers. The goal is to hear the reference describe specific events and patterns.
For reliability:
- "Can you describe a situation where the VA had to manage a tight deadline? How did they handle it?"
- "Were there any periods where communication became difficult or inconsistent?"
For quality of work:
- "What types of tasks did they handle best? Where did you see them struggle?"
- "Did you ever have to redo or revise their work significantly? Can you give an example?"
For working relationship:
- "How did they respond to feedback or corrections?"
- "Would you hire them again if you had a role that fit their skills? If not, why not?"
That last question is the most revealing single question in a reference check. Listen carefully to the answer—and to any hesitation before it.
Reading Between the Lines
References rarely say outright negative things about former workers. But they communicate disapproval through tone, hesitation, and qualification. Be alert to:
- Long pauses before answering a direct question
- Praise that is vague and general ("She was always very pleasant")
- Answers that redirect to skills rather than results ("He was very organized" with no examples)
- Any version of "It depends on what you need"
These patterns do not necessarily disqualify a candidate, but they warrant a follow-up question.
Handling International References
For VAs based outside your country, time zone differences and language barriers can make reference calls difficult. In these cases, a written reference questionnaire sent by email is an acceptable alternative—but it should ask the same structured questions, not just request a general testimonial.
Be aware that cultural norms around professional reference giving vary. In some regions, written references are standard and highly formal. In others, a voice call is expected. Adjust your approach to the candidate's professional context.
What to Do with Conflicting Reference Feedback
If one reference is strongly positive and another is lukewarm or mixed, dig into the discrepancy. Ask the stronger reference: "We heard from another reference that communication could sometimes be a challenge. Did you experience that?" The answer will usually clarify whether the mixed signal reflects a skills gap or a specific situational mismatch.
According to the 2025 Remote Work Institute, candidates with two strongly consistent positive references had a 74% long-term retention rate versus 51% for candidates with mixed or inconsistent reference feedback.
Building a Reference Check Into Your Standard Process
Treat reference calls as a standard step, not an optional one. Block 20 minutes per reference, prepare your questions in advance, and take notes during the call. The investment is small compared to the cost of a bad hire.
For access to virtual assistants whose professional references have already been verified, visit Stealth Agents.
Sources
- LinkedIn Talent Solutions, The Value of Structured Reference Interviews, 2024
- Remote Work Institute, VA Retention Predictors Study, 2025
- Virtual Assistant Industry Report, Q1 2026