If you’re a candidate, are you familiar with the term “Backdoor references”?
At the final stage of an interview, you're likely unsurprised if you're asked for references – three or four contacts that your interviewers can reach out to confirm employment, or ask a few additional questions.
But many companies often rely on a hidden, yet powerful tool in their hiring processes known as "backdoor references." In this post, we'll share what backdoor references are, how companies use them, and what to consider if you want to use them in an interview process.
What are backdoor references?
Backdoor references, also known as "off-the-record" references, are informal conversations or inquiries that employers make about a job candidate outside the traditional reference-checking process. These conversations typically happen with people the candidate has worked with or knows but aren't listed as formal references on the candidate's application. The candidate may not have listed them to avoid bothering them, or because they were unsure of their relationship dynamics or suitability as a formal reference. These informal checks aim to gain a more unfiltered perspective on a candidate's professional conduct and capabilities. These could be:
Other people who have worked with the candidate at their previous company, but weren’t listed as a reference. These connections might be discovered through mutual LinkedIn connections, by researching past team structures, or even through shared professional networks. The goal is to get an unvarnished view from someone who collaborated directly with the candidate, providing insights into their daily working style and contributions.
Vendors or employees at partner companies who have worked with the candidate and also know the interviewing team. These external perspectives can offer unique insights into a candidate's collaboration style, professionalism, and external reputation in managing relationships with key stakeholders. Their feedback can highlight a candidate's ability to work across organizational boundaries.
Mutual connections the hiring managers notices they share on LinkedIn. This often provides a direct and efficient way to gather information from a trusted source within the interviewer's own professional circle, adding a layer of personal endorsement or caution. Such connections can offer insights into a candidate's network and reputation within specific professional communities.
Others in the industry who are part of the same professional organizations or groups as the candidate. These networks can be a rich source of candid feedback about a candidate's professional standing, reputation for contributions to the field, and overall industry engagement. They can speak to a candidate's influence and interactions outside a specific company.
How companies use backdoor references
1. At the very end of the interview process: References only come up at the very end of an interview process, when a company is close to making a decision – and the same is true of backdoor references. These references are typically only contacted if the company is truly serious about hiring the candidate, but wants to make 100% sure they are the right fit. This final verification step helps mitigate hiring risks, confirm alignment with company values, and ensure a higher probability of a successful hire before extending an offer. It serves as a last-check mechanism before making a significant investment in a new employee.
2. Affirming fit: One of the primary uses of backdoor references is to gain insights into a candidate's personality and how well they might fit into the new company. Hiring managers often seek feedback from employees who have worked with the candidate before to gauge whether their values, communication style, and work ethic align with the organization's culture. This is critical for team cohesion, ensuring a productive working environment, and promoting long-term retention of talent by minimizing cultural mismatches.
3. Validating skills and experience: While a candidate's resume may highlight their skills and experience, backdoor references provide an opportunity to verify these claims independently. Companies can reach out to former colleagues or peers who have witnessed the candidate's work firsthand, ensuring they possess the necessary qualifications and can perform the job duties as described. This helps confirm the practical application of stated abilities in real-world scenarios, beyond what formal credentials or self-assessments might suggest.
4. Uncovering red flags: Companies may use backdoor references to uncover any potential red flags that didn't emerge during the formal interview process. These could include issues related to teamwork, communication skills, reliability, or professional conduct, which can be critical in making hiring decisions. Identifying such concerns early can prevent costly mis-hires, reduce potential team disruptions, and protect the company's reputation from the negative impact of a bad hire.
5. Gathering candid feedback: Backdoor references sometimes result in more candid and unfiltered feedback compared to traditional reference checks. Candidates tend to be more guarded when selecting their formal references, as they know those individuals will present them favorably and are often prepped. Informal conversations, however, can reveal valuable insights into a candidate's day-to-day performance, ability to handle conflict, and overall impact within a team, offering a more complete picture of the candidate that might not otherwise surface.
What are best practices for using backdoor references in hiring?
When a company decides to contact backdoor references, there are several crucial factors to keep in mind to ensure ethical and effective use.
Approach these conversations with sensitivity and respect for the privacy of both the candidate and the reference. Be clear about the purpose of your inquiry, ensuring the conversation remains focused on the candidate's qualifications and work-related attributes, while strictly avoiding any personal questions. This includes obtaining implicit or explicit consent from the candidate where appropriate and ensuring strict confidentiality of the reference's identity and comments to protect all parties involved.
Consider information gathered from backdoor references as just one part of the overall evaluation process, alongside formal references, interviews, and other assessments. This approach ensures a well-rounded understanding of the candidate and enhances the company's ability to make informed hiring decisions, preventing any single piece of information from disproportionately influencing the outcome. Potential biases from informal sources should always be weighed against objective data and other validated inputs to form a balanced perspective.
Make sure that any information gathered is used exclusively for the hiring decision and is not shared indiscriminately within the organization. By demonstrating discretion and trustworthiness, a company can build and maintain positive relationships with potential references and uphold ethical standards in the hiring process. Misuse of information can lead to legal issues, damage the company's reputation as a fair employer, and make it harder to attract future talent who value privacy and professional integrity.
How can candidates prepare for backdoor references?
While you cannot control who an employer contacts informally, you can take steps to manage your professional presence and relationships effectively.
Maintain Professional Relationships: Consistently foster positive working relationships with colleagues, managers, and external partners. Your professional reputation is built over time through your daily interactions and contributions. Even after leaving a role, a positive impression can serve you well, as former colleagues may be contacted years later.
Be Aware of Your Online Presence: Ensure your LinkedIn profile is up-to-date and accurately reflects your experience and skills. Understand that shared connections can be a gateway for informal inquiries. Manage your privacy settings as appropriate but assume some public visibility and curate your professional narrative carefully. A strong, consistent online presence reinforces your professional brand.
Perform at a High Level: The most effective preparation is consistent high performance in your roles. Positive feedback, a strong work ethic, and a collaborative spirit are the foundations of good informal references. Your work speaks for itself, and a track record of success and positive interactions will naturally lead to favorable unofficial references.
Consider Who Might Be Contacted: Reflect on past colleagues, vendors, or industry connections who might be known to your potential employer. While you don't need to alert everyone, being aware can help you mentally prepare for potential informal outreach and ensure you've conducted yourself professionally with all individuals who could offer feedback.
Why Recruiting from Scratch Knows This
Recruiting from Scratch has deep, first-hand experience with hiring practices, including the use of backdoor references. Since our founding in 2019 in New York City, we have specialized in Engineering and AI/ML roles at seed through Series C startups. We have made 0+ technical placements at 549+ startups, giving us a unique data-driven perspective on effective hiring strategies. Our average time to fill is 29 days, demonstrating our efficiency in connecting top talent with leading startups. Based on 0+ technical hires we've made since 2019, we consistently observe the nuances of reference checks, both formal and informal. Our 90+ NPS score reflects the trust and satisfaction our clients experience, further validating our expertise in the recruiting field.
FAQ
How long does it take to hire a staff engineer?
Based on our data from 0+ placements, the average time to fill a technical role is 29 days, from when the requisition opens to an offer being accepted. This timeline applies to various technical positions, including staff engineers, across the seed through Series C startups we work with. This efficiency is crucial for startups looking to scale quickly and secure top talent.
What does a contingency recruiting firm charge?
Contingency recruiting firms typically charge a fee as a percentage of the placed candidate's first-year base salary. At Recruiting from Scratch, our contingency fee ranges from 25-30% of the first year base salary for placed engineers, reflecting industry standards for specialized technical recruitment of high-demand roles. This fee model aligns our success directly with that of our clients.
What is the average salary for a placed engineer?
In our data from 0+ placements, the average salary for engineers we've placed is approximately ~$252K. This figure reflects compensation at seed through Series C startups for Engineering and AI/ML roles, showcasing competitive market rates for top talent in these critical fields. These salaries demonstrate the value placed on highly skilled technical professionals.
When was Recruiting from Scratch founded?
Recruiting from Scratch was founded in 2019 in New York City. Since then, we've focused on helping high-growth startups find top engineering and AI/ML talent, quickly establishing ourselves as a trusted partner in the startup ecosystem for critical technical hires. Our rapid growth reflects the demand for specialized recruiting services.
What types of roles does Recruiting from Scratch specialize in?
Recruiting from Scratch specializes in Engineering and AI/ML roles. We focus on placing talent at seed through Series C startups, supporting their growth with critical technical hires who drive innovation and product development. Our specialization ensures deep market knowledge and access to a targeted talent pool for these in-demand areas.
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