Employment reference checking for UK employers and HR teams
RefAssure gives UK employers and HR teams a consistent, GDPR-compliant way to complete pre-employment reference checks — with candidate consent built in, automated chasing, and professional PDF reports. From 99p per reference, no monthly fees.
Why employer reference checking needs to be consistent
When every hiring manager handles references differently, the result is inconsistent evidence, compliance gaps, and hours of admin that should be spent elsewhere.
Inconsistent processes
Different hiring managers ask different questions in different ways. Some chase referees, some don't. The result is patchy evidence and an indefensible paper trail.
GDPR exposure
Approaching referees without documented candidate consent is a GDPR risk. Most employer reference processes have no formal consent step at all.
HR admin burden
Chasing referees by phone and email eats into HR time. Each manual reference takes 45–90 minutes of active effort that could be spent on strategic work.
Delays to start dates
Slow references delay offers and push back start dates. Candidates accept other offers. The cost of a slow reference process is a lost hire.
A consistent reference process for every new hire
Six automated steps from candidate added to PDF report in your HR files — the same process every time, whoever runs it.
Add the candidate
Enter name, email and mobile. Select your HR reference template. Under 2 minutes — the same process every time.
Candidate consent collected
RefAssure contacts the candidate by email and SMS. They consent to reference checking and provide referee details — documented and timestamped automatically.
Referee request sent
Branded email with a secure form link sent automatically. No login required for referees — click, complete, submit.
Automated chasing
5 email chasers + 2 SMS reminders sent over 12 days. Zero HR time required after setup.
Reference complete
Referee submits. You are notified instantly. Responses stored securely and linked to the candidate record.
PDF report for HR files
Professional PDF with full audit trail and consent record generated automatically. Ready for HR filing and any regulatory review.
Reference checking guides for regulated sectors
If you hire in a regulated sector, compliance requirements go further than standard employer checks. RefAssure supports them all.
Care Providers
CQC-compliant reference checking for care homes, domiciliary care and supported living providers.
Read moreEducation & Schools
KCSIE-compliant references for schools, MATs and education providers hiring teaching and support staff.
Read moreHealthcare Providers
Reference documentation for NHS and private healthcare employers, clinical and non-clinical roles.
Read moreManual employer references vs RefAssure
See what your HR team's current process looks like — and what changes when you automate it.
| Manual process | RefAssure | |
|---|---|---|
| Candidate consent | Rarely collected formally | Written, timestamped, automatic |
| Consistency | Varies by hiring manager | Same structured process every time |
| Referee chasing | HR emails and phone calls | 5 emails + 2 SMS, automated |
| HR time per reference | 45–90 minutes active effort | Under 2 minutes to set up |
| Audit trail | Email threads and saved docs | Full timestamped trail per reference |
| PDF for HR files | Typed up or formatted manually | Auto-generated on completion |
| Scales with headcount | More hires = more HR time | Same 2-minute setup regardless |
| Cost | £15–40 in HR time per reference | From 99p per reference |
Employer reference checking — questions answered
While there is no universal legal requirement for all employers to take references, most organisations carry out pre-employment reference checks as standard practice. For regulated sectors including care, education, healthcare, financial services and security, references are a legal or regulatory requirement. Beyond compliance, references reduce the risk of mis-hires and provide documented evidence of due diligence.
A thorough employment reference should confirm: dates of employment, job title and role, reason for leaving, performance and conduct, attendance and reliability, suitability for the role applied for, and whether the previous employer would rehire. RefAssure lets employers build custom templates to capture exactly the information they need for each role.
Yes. RefAssure is built around UK GDPR requirements. Before any referee is contacted, the candidate is asked to give written, timestamped consent. This satisfies the requirement to have a clear lawful basis for processing employment data. All data is held on UK servers and every action is logged to provide a full audit trail.
Approaching referees without the candidate's knowledge can constitute a GDPR breach. It can also damage the candidate relationship if referees contact them first. RefAssure collects written consent from the candidate before any referee is approached — this is both best practice and, in regulated sectors like education, an explicit requirement.
Yes. Add unlimited team members — HR staff, hiring managers, department heads — to one account at no extra cost. Credits are shared across the account, so your entire organisation runs references from the same pool. No per-user fees, no seat limits.
Credits start from £9.99 for 10 references (99p each). There are no monthly fees, no contracts, and credits never expire. This makes it cost-effective whether you hire one person a month or fifty — you only pay for the references you use, and any unused credits carry forward indefinitely.
More from RefAssure
A reference process your HR team can be proud of
Consistent, GDPR-compliant, and fully automated. Give every new hire the same thorough reference check — without the admin burden.
From 99p per reference · No monthly fees · Credits never expire · UK data hosting