PATHWAY 02 · PRACTICAL REFERENCE TOOL
Care worker reference request and verification template
Use a factual care worker reference request, verification record and reconciliation template for domiciliary care safer recruitment.
Applies to: Designed for domiciliary care employers in England. Apply your recruitment policy, data-protection duties and the requirements of the relevant regulator.
- Practical guide
- 12 min read
- Reviewed 30 July 2026
- 3 official sources checked
What this guide covers
- Obtain consent and details
- Send a proportionate request
- Verify the source
- Compare the evidence
Quick answer
Request facts, verify the source and reconcile discrepancies.
Request factual, role-relevant information and confirm that the response came from someone authorised to provide it. A standard or limited reference is not automatically adverse evidence.
Reconcile dates, duties and material concerns with the application and give the applicant an appropriate opportunity to clarify discrepancies before the final suitability decision.
Who should use this template
Use it when obtaining and reviewing employment references for a domiciliary care appointment.
- Registered managers
- Recruitment and HR teams
- Care-provider owners
- Decision-makers reviewing Schedule 3 evidence
Decision process
Turn a reference response into usable evidence
Keep the request, verification and final decision as distinct recorded steps.
- 01
Obtain consent and details
Follow the recruitment policy and confirm the referee information supplied by the applicant.
- 02
Send a proportionate request
Ask for factual employment and role information relevant to the appointment.
- 03
Verify the source
Confirm the organisation, referee authority and response route independently where appropriate.
- 04
Compare the evidence
Check dates, title, duties and material information against the application and interview.
- 05
Clarify discrepancies
Record enquiries and give the applicant an appropriate opportunity to respond.
- 06
Record the decision
Document how the reference contributed to the wider suitability decision.
Printable working template
Care worker reference request and verification record
Send the request section through an approved secure route. Complete verification and reconciliation internally rather than asking the referee to make the appointment decision.
Applicant and request
- Applicant name
- Role applied for
- Referee organisation
- Referee name and position
- Applicant relationship to referee
- Request date and secure response route
Factual employment confirmation
- Confirmed job title
- Confirmed employment dates
- Main duties relevant to the proposed role
- Employment relationship and referee authority
- Whether supplied details match the organisation’s records
- Reason for leaving, if policy permits disclosure
Role-relevant information
- Role-relevant concerns the referee is lawfully able to disclose
- Whether information requires clarification with the applicant
- Limits imposed by the referee organisation’s policy
- Name and authority of person completing the response
- Response date
Internal verification
- Organisation checked independently
- Contact route checked
- Referee authority checked
- Verification method
- Verification owner and date
- Unresolved authenticity concern
Comparison and clarification
- Dates compared with application
- Title and duties compared with application
- Material discrepancy
- Applicant clarification
- Additional follow-up required
- Follow-up owner and deadline
Decision-maker reconciliation
- Reference evidence relied upon
- Information given limited weight and why
- Any suitability risk assessment
- Outcome within wider recruitment decision
- Decision-maker and date
Do not request sickness history, general health information or excessive disciplinary detail. A missing, limited or policy-standard reference is not automatically adverse evidence. This template does not determine suitability by itself.
Practical checklist
Reference control checklist
A returned form is not complete evidence until its source and content have been reviewed.
- Applicant consent and referee details handled under policy
- Request is factual and role-relevant
- Referee identity and authority checked
- Organisation and contact route verified
- Dates and duties compared with the application
- Missing or standard references treated neutrally
- Material discrepancies clarified
- Lawfully disclosed concerns assessed in context
- Decision-maker reconciliation recorded
- Reference retained with appropriate access
Reference evidence to retain
- Reference request and date
- Response in its original form
- Referee name, role and authority
- Verification route and date
- Application comparison
- Discrepancy enquiries
- Applicant clarification
- Risk or suitability review
- Final reconciliation note
Reference failure points
Source not verified
A personal address or document is accepted without checking who supplied it.
Opinion replaces fact
A subjective re-employment answer carries more weight than verified duties, dates and evidence.
Limited response treated adversely
An organisation’s standard-reference policy is mistaken for evidence against the applicant.
Excessive information requested
The request seeks sickness history, general health information or irrelevant disciplinary detail.
Discrepancy left unresolved
Conflicting dates, duties or concerns are filed without enquiry or a decision.
Check the source
Official sources for reference decisions
Apply current recruitment, data-protection and regulatory guidance to the individual role and information received.
Continue learning
Continue the suitability decision
Use the reference alongside the role criteria, interview and other required evidence.
A RESTRAINED WORKMAX CONNECTION
Keep recruitment evidence with the workforce record
Workmax can help organise workforce documents and onboarding records after the provider defines its checks and makes the suitability decision. It does not verify references or decide whether to appoint.