Recruitment in social care is hard enough without the extra hurdle of inadequate references. Yet far too many providers are still tormenting their peers with “dates-only” references for their former care staff: the bare minimum of start and finish dates, with no real assurance of character, conduct, or suitability. This practice is not just unhelpful, it is potentially negligent.
Regulation 19 of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 requires providers to operate robust recruitment procedures and to hold the Schedule 3 information for every person they employ. That includes satisfactory evidence of conduct in previous employment concerned with health, social care, or work with vulnerable people. A dates-only reference does not satisfy this and it’s frankly rude to give them to a fellow provider. Anyone who issues them should be embarrassed: it is effectively saying “we do not want the responsibility of telling you whether this person was safe, competent, or trustworthy.”
Busting the “bad reference” myth
One excuse often trotted out is that “you can’t say bad stuff in a reference.” This is simply not true. ACAS is clear that references must be accurate and fair. That means evidence-backed honesty is entirely lawful. If an employee was subject to disciplinary proceedings, safeguarding concerns, or capability issues, you are entitled and in fact obligated in this sector to say so. You can’t make unfounded or discriminatory statements but if you can prove it then you can say it, and should say it.
Why you should not settle for less
- Regulatory compliance: Schedule 3 requires you to evidence conduct, employment history, and reasons for leaving, not just dates.
- Risk management: A dates-only reference does nothing to flag potential safeguarding or performance concerns.
- Sector standards: Every weak reference chips away at confidence across the industry.
You should never be so desperate to fill a rota gap that you take on someone who is lazy, uncaring, or incompetent. Sadly, many such individuals have drifted through the system for years, shielded by dates-only references and a culture of desperation hiring. That has to stop. Every poor-quality recruit puts people at risk, demoralises good staff, and undermines the entire sector. A dodgy recruit costs more than a vacancy ever will.
Following up
If you receive a dates-only reference, do not just shrug and file it. Contact the referee again in writing and by phone if necessary. Make clear that, as a regulated provider, you require responses to specific questions about conduct, safeguarding, and re-employment suitability to meet your Schedule 3 obligations. You may find yourself begging for confirmation at least that the candidate did not leave under a cloud; whatever you can get is useful.
There will be times when there are valid reasons for a dates-only reference, or you soon realise the referee is as much use as a hoist with no sling. If you can’t get the reference information but the applicant is otherwise impressive, discuss the situation with them and conduct a risk assessment. They may have other evidence of their good conduct such as supervision and appraisal records or useful character references. As the CQC’s guidance says, “This information may be in the form of a Reference from a previous employer – but need not be. Written appraisal documentation may also be relied upon to demonstrate an employer’s view of an individual’s conduct. Written evidence from other persons would also be acceptable if it provides information regarding an individual’s conduct.”
Note any explanations or refusals and keep email chains. CQC will want to see that you pursued due diligence, even if another provider would not play ball. Whatever you decide, document your efforts and decision. Balance with other evidence – references are part of safer recruitment, alongside DBS, employment history, qualifications, and structured interviews.
Verifying what you get
- Check authenticity
- Cross-check dates
- Look for gaps
How the Z Cares App can help
The Z Cares App recruitment module includes tools for managing references. You can request and review them once received, and record your verification all from within the Zapp. Referees complete an easy online form after verifying their email.
TLDR
References are not a box-ticking exercise. They are part of your safeguarding armour. Dates-only references are rarely helpful, and any provider issuing them should reflect on whether they are upholding their obligations to the sector. If you are serious about protecting people and meeting Regulation 19, pursue full and frank references, use tools like the Z Cares App to track and verify them, and do not stop until you have what Schedule 3 demands. Anyone with the cheek to send you a dates only reference deserves the hassling!
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