How should FM contractors reference-check cleaners and site staff?
FM staff work in other people's buildings, often out of hours and alone. References should ask about exactly that.
What should facilities management references cover?
Facilities management references should confirm dates and role, then ask about reliability on early and late shifts, conduct on client premises, honesty with keys and access, lone working and following site rules. Security officers also need an SIA licence check and often BS 7858 screening. RefAssure collects the references and employment history, with consent and a signed PDF for each worker.
Questions that fit FM roles.
Add these to an FM template once. Every consultant then sends the same questions.
Keys and access
Were they trusted with keys, alarm codes or access to secure areas? Any concerns?
Out of hours work
How reliable were they on early, late or weekend shifts with little supervision?
Lone working
Did they follow lone working and reporting procedures without being reminded?
Standards
Were cleaning, maintenance or portering standards met consistently, by the client's measure?
Client relationships
How did they deal with building managers, tenants and members of the public?
Would you re-employ?
A simple yes or no, with space for the referee to explain.
Security staff need more than a reference
Many FM contracts include manned guarding, door supervision, CCTV monitoring or key holding. That work is licensable, and the rules are different.
- SIA licence. Front-line licensable security work needs a licence from the Security Industry Authority. You can check a licence on the SIA's public register.
- BS 7858. Many clients expect security staff to be screened to BS 7858, the British Standard published by BSI. It includes a verified employment and activity history over a set period, with gaps explained. See BS 7858 screening.
- Client requirements. Government, data centre and financial clients may add their own vetting, such as BPSS. See BPSS checks.
RefAssure does not check SIA licences, criminal records or identity. It handles the references and employment history part, which is often the slowest piece of a BS 7858 file because it depends on past employers replying.
Cleaning and soft services
Cleaners and porters do not need a licence, but they often work alone in offices full of laptops, paperwork and post. Clients care about honesty and reliability far more than a CV. A short, focused reference from a previous supervisor answers that.
Engineers and multi-skilled technicians
For maintenance roles, ask the referee to confirm the trades and systems the person actually worked on, whether they worked to permits and method statements, and how they handled call-outs. Trade cards and qualifications are verified with the issuing body. The reference tells you whether the skills were used safely on real sites.
Supervisors are busy. We keep asking.
5 emails and up to 2 texts over 12 days, stopping the moment the referee replies.
FM reference questions
More in the full FAQs.
Do cleaners need references?
There is no general legal requirement, but most FM clients expect them and many contracts require them. Cleaners often have unsupervised access to client premises.
Does RefAssure do SIA licence checks?
No. Check licences on the SIA public register. RefAssure collects references and employment history with a signed audit trail.
How many years of history does BS 7858 need?
The standard sets a screening period, commonly five years, with longer periods for some roles. Check the current BSI standard and your client contract. See BS 7858 screening.
Can I use the client's own vetting form?
Yes. Upload it as a PDF or Word file and it becomes a template in about 20 seconds. Check it before use.
What about workers placed on client sites by an agency?
Client site packs usually ask for references, right to work and induction. See client site requirements.
What does it cost?
Your first reference is free. Then from 99p down to 80p each, with no monthly fee and no VAT added. See pricing.
Related guides
Trusted staff for other people's buildings.
Your first reference is free. Two minutes to send, and RefAssure chases the rest.