How to Reference and Background Check Household Staff: Best Practices

Household staff, such as housekeepers, chauffeurs, chefs, and personal assistants, spend a significant amount of time in their employers’ households and places of business. Most of the time, they are responsible for maintaining and protecting your personal, private information. If you don’t adequately vet and verify your household staff before hiring them, you are putting yourself and your assets at risk. Therefore, conducting reference checks and background checks for your household is a critical part of the hiring process. In this blog, we will outline best practices for obtaining references and conducting background checks for your household staff. 

Why Screening Is Critical in Household Hiring

Screening your household staff before hiring is crucial for the safety and the well-being of your household. It’s critical to screen potential employees before hiring for the following reasons.

• Family safety and security: Proper screening of the candidates is a way to verify that they are not involved in any activities that may compromise your family’s safety and security. 
• Trustworthiness and reliability: Screening helps build trust with the household staff, enabling you to rely on them for important decisions. 
• Preventing identity theft and fraud: Checking and verifying your household staff’s personal and work information ensures that they are not involved in identity theft or fraudulent activities. This also helps ensure that your identity remains safe and protected. 
• Health and well-being: Screening and verifying the potential employees’ identities before placing them in your household prevents any activities in your home that may compromise your health and well-being.
• Professional fit and performance: Through proper screening and vetting, you can be confident in the candidates’ experience and better assess their professional fit and performance. 
• Legal compliance: Screening ensures that all candidates are compliant with the legal requirements for working in the intended position.

Understanding Reference Checks vs. Background Checks

The terms “reference checks” and “background checks” are often used interchangeably during the interview process of household staff candidates. However, these terms have different meanings. Depending on the position and the job description, background checks typically examine a candidate’s employment history, criminal record, personal background, and the validity and the legitimacy of professional licenses. On the other hand, reference checks assess a candidate’s performance in their previous roles and involve contacting their past employers. 

Why Reference and Background Checks Matter for Household Staff

Reference checks and background checks during the evaluation process can help ensure a successful hire. Below are a few reasons why these checks are critical.

Verification

References and background checks are part of the verification process for potential employees. This verification is crucial to determine their safety, security, and compatibility.

Integrity and Reliability

In addition to ensuring security, checking a candidate’s references and background is also a way to evaluate their sincerity and reliability in previous roles. This helps you assess the professional fit of the candidate in your household.

Performance Insights

References are crucial for determining the candidate’s performance throughout their career. Employers can determine whether or not to hire a candidate based on the performance insights they gain from reference checks.

Predicting Success

These checks are a good way to predict a candidate’s success in a particular role within your household. For instance, if the screening shows that the candidate is appropriately licensed, legally compliant, and doesn’t have a criminal record, they are more likely to be successful in your household.

Safety and Security 

Checking background and references does not just determine the legitimacy of the candidates. They are also essential to verify the candidate’s criminal record so that you can ensure your family’s safety and security. 

Quality of Service

Reference and background checks can provide significant information and insights about the quality of service you can expect from a candidate. These checks often involve obtaining references from candidates’ previous employers, which can help you decide whether to hire them. 

Cultural Fit

A reference and background check can reveal crucial information about the type of culture and environment the candidate is accustomed to or prefers. This, in turn, helps you determine whether the candidate is the right fit for your household environment. 

Preparing for a Reference Check

Employers should make sure to perform the following preparations before conducting a reference check on a candidate. 

Obtain Candidate Consent

To conduct a reference check, you must obtain the candidate’s permission. Speaking with them first also allows candidates to provide additional context about their past employment that may not be evident from reference checks. 

Clarify Job Description

Reference checks are typically the final step in the hiring process. In many cases, these checks are conducted after the candidate has signed the conditional contract, which outlines their job description. For the reference checks to be valid, both the candidate and the employer must have a clear understanding of the role.

Identify Key Competencies 

Reference checks should not be surface-level or rushed. They should be designed to confirm the key competencies of the candidate. For that to work well, you must first identify these competencies. 

Documentation

Whether you conduct reference checks via phone, email, or another medium, it’s essential to maintain a documented record of your interactions with the candidate’s previous employers or any other relevant parties, which ensures transparency in the process. A good practice is to send a document to the individual from whom you are obtaining the reference, so they have a clear understanding of the information you are seeking. 

Types of References

Below are some common types of reference checks that employers usually request when hiring household staff. 

Professional References

A professional reference is a person who can vouch for the candidate’s qualifications, experience, and work ethic. Most often, professional references are obtained from previous employers, supervisors, or colleagues. 

Character References

A character or personal reference refers to confirmation from someone who can attest to the employee’s character and qualities, such as honesty, integrity, professionalism, and interpersonal conduct. These references are usually obtained in the form of a letter from the candidate’s personal or professional contacts. 

Special Skill References 

Employers request special skill references for candidates who are under consideration for specific skilled roles, such as chefs and chauffeurs. These references are typically obtained from educational institutions where the candidate acquired their skills, previous employers, or peers. 

Academic References

An academic reference is a recommendation written by the candidate’s teacher, professor, or mentor to support and verify their academic background, educational performance, and character. These references are crucial in roles where education is mandatory.

How to Conduct a Reference Check

Reference checks must be conducted in a professional, structured, and legal manner. Here are the steps for obtaining a reference check for potential household employees.

Gather the References

Ask the candidate to provide quality references, such as their previous employers, supervisors, colleagues, and teachers. For transparency and legality, you must always get written permission from a potential employee to conduct reference checks.

Schedule the Conversation

Shortlist the references you want to check, particularly those that are relevant to the job description. Send an email to the references, introduce yourself and your purpose, and ask them pertinent questions. You can also ask them to schedule a call instead. 

Verification of Identity

To begin a reference check, verify the identity of the reference. This verification ensures that you are speaking with a legitimate reference source and not someone substituted for a reference in error.

Key Questions to Ask 

You can ask the reference about the candidate’s behaviours and qualities:

• Handling of confidential information.
• Reasons for leaving previous employment. 
• Problem-solving in emergencies.
• Strengths and areas for improvement.
• Communication skills with family members and other staff.

Cross-Checking Information 

Take notes throughout the process so you can refer back to them later for cross-checking. Request letters of recommendation, professional and educational certificates, and other relevant documents to support the candidate’s application. 

How to Conduct a Background Check

Background checks are different from reference checks. While reference checks can be somewhat subjective and personal, background checks are typically used to verify factual information about a candidate. Below is an outline of this process.

Identity and Employment Verification

Identity and employment verification confirm the candidate’s identification and records of their previous employment. These background checks are typically obtained from previous employers.

Criminal Record Check

A criminal record check is a common type of background check for many jobs, particularly where safety is paramount. This check involves looking into criminal activities or charges in the past, as well as any current engagement in illegal activities. Your local police service will usually conduct this type of background check; however, regulations vary by jurisdiction. 

Financial and Credit Check 

Financial and credit checks are conducted to evaluate the candidate’s financial history and assess their financial management skills, as well as potential financial risks. These checks are conducted by reviewing the candidate’s payment records, credit card status, loans, and other relevant information.

Driving Record and License Verification

Driving record checks and license verification are a critical evaluation step for candidates who are under consideration for jobs that require driving. Chauffeurs are required to be highly professional and attentive, and their driving records can offer significant insights into their work ethic and skills.

Education and Certification Verification

Education and certification verification is a type of background check that involves cross-checking the candidate’s stated educational background. Any degree, diploma, or training certificate a candidate presents can be verified by contacting the educational institute they attended. 

Social Media and Online Presence 

Social media and online presence checks are conducted to review the candidate’s public online presence, assessing their character and determining professional suitability. These checks help you find out whether the candidate is involved in any cybercrime, online scams, or creating inappropriate content. 

Legal and Privacy Considerations

When conducting background and reference checks, it’s essential to be mindful of the laws and the implications of these actions, especially regarding transparency and privacy. You must always get the employee’s written permission before contacting their previous employer, supervisor, or any other reference. In most cases, candidates are willing to provide references. You must maintain a record of every conversation you have with the candidate’s references, including calls, to ensure transparency. Regardless of the information you gain through references or background checks, make sure your decision does not reflect bias or discrimination. You must also keep the information private and only use it for the purposes intended. 

Red Flags to Watch For 

Reference and background checks are a good way to evaluate a candidate and verify their qualifications. However, in some cases, even these checks are not entirely accurate. Below are some warning signs to keep in mind.

• Vague answers or reluctance to share details: If a reference is not sharing many details or answering ambiguously, it may mean they are either unwilling to share information or are not the right reference. 
• Inconsistent employment history: An inconsistent employment history, characterised by frequent job changes, may indicate that the candidate struggles to work in a stable environment over the long term.
• Hesitation in recommending the candidate: If a reference does not sound certain during their recommendation of the candidate and hesitates to respond positively, it may indicate that they are not the right reference or do not truly wish to recommend the candidate. 

Best Practices for a Secure Hiring Process

To ensure that the candidate you hire is a great fit for a position within your household, follow the best practices below.

Combine Reference and Background Checks with Trial Employment or Probation Periods 

Depending on the information you receive through background and reference checks, you can create a trial or probation period for the employee. During this period, you can assess the applicant’s candidacy by assigning them various tasks in different scenarios. If they perform well and seem like a good fit in your household, you can hire them permanently after the trial period ends.

Maintain Records for Compliance and Future Reference

Always keep a record of the employee data, including the references and the background check conducted during the hiring process. This record is not only necessary for compliance, but it may also come in handy in the future if the need arises.

Communicate Openly with Candidates to Build Trust 

Candidates should understand what the hiring process looks like from start to finish. If you are conducting reference and background checks, make sure the candidate is aware of the individuals you plan to contact. Respectfully and openly communicate each step to build trust with the candidate and a potential household staff member. 

Contact Us Today for Expert Household Hiring Support 

Reference checks and background checks are not just a formality; they are an essential part of the hiring process and an indispensable way to find a suitable candidate. However, obtaining references, creating and sending request emails, asking the right questions, watching out for red flags, and recording the information in a compliant manner can be taxing. A professional domestic staff recruitment agency can take the burden off your shoulders. Charles MacPherson Associates works with highly experienced placement specialists who can vet the right candidates and find you a perfect fit for every position in your household or estate. Schedule a call today.