Employment references for care workers: what to collect and how to chase

What the regulations ask for

For everyone employed in a regulated activity, Schedule 3 of the 2014 Regulations (which CQC inspects against in England) includes:

• Satisfactory evidence of conduct in previous employment concerned with health or social care, or with children or vulnerable adults.
• Where someone previously worked with children or vulnerable adults, satisfactory verification, so far as reasonably practicable, of why that employment ended.
• A full employment history, with a satisfactory written explanation of any gaps.

In practice that means a reference from each recent employer in care, verified as genuinely coming from that employer, and asking why the person left.

Making references reliable

• Send requests to a work email address or verified phone number for the organisation, not only a personal contact the candidate gave.
• Compare what the referee says (dates, role, reason for leaving) with what the candidate told you, and follow up on differences.
• Ask about gaps in the employment history in writing, and keep the explanation on file.
• Record when each request was sent and when the reply arrived.

Chasing without losing the candidate

Good candidates take other jobs while references sit unanswered. A fixed routine helps: send requests as soon as you decide to offer, remind referees after two days and again a few days later, and phone if there is still no reply. Tell the candidate which references are outstanding; they can often nudge a former manager faster than you can.

This guide is general information, not legal advice. CQC decides what counts as 'satisfactory'; see the sources below.