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Editable checklist
A reference check form keeps referee calls consistent, and a pre-employment verification checklist makes sure the identity, work rights and licence checks are finished before the worker arrives. This free Word file combines both in one document for warehouse, manufacturing and trades roles.
Part A is the verification checklist, Part B is a ten-question reference call with ratings, and Part C records the decision. Use it for direct hires, or to confirm the checks an agency has done.
Enter your details below and we will send the editable Word file to your inbox. Complete one set for each worker.
Why consistent checks protect you
Sites that check licences and work rights only when something goes wrong end up with gaps. A written checklist makes the checks routine and shows what you looked at and when. The Department of Home Affairs sets out employer responsibilities on its page for employers and labour hire organisations, and the Labour Hire Authority explains host duties for Victorian sites on its host information page. Our guides on verifying an electrician's licence and visa restrictions for casual workers cover two of the most common pitfalls.
What is inside the document
Part A, verification checklist: eleven checks with what to see, who did it, the result and the date, including VEVO, licence cards, qualifications, pay confirmation and site-specific requirements.
Part B, reference check form: referee details, a consent line, an opening script, ten questions on reliability, safety, quality, teamwork and supervision, and a 1 to 5 rating grid.
Part C, decision record: outcome, conditions, approver and date.
Record keeping and regulator links: guidance on storing records and where to confirm current requirements.
Who should use it
HR coordinators, site managers and supervisors who hire direct, and host employers who want to confirm what their labour hire agency has checked. It suits roles with licence requirements, such as forklift operators and electricians, and sites with customer or audit requirements.
Keep the checks proportionate and private
Run only the checks the role and your site policy call for, and get the worker's agreement before contacting referees or running a visa check. Collect only information relevant to the role, store it securely and share it only with people who need it. This document is a practical starting point, not legal advice.
Related Resources
- how to verify an electrician's licence
- visa restrictions for casual workers
- Labour Hire Authority guidance for hosts
- Home Affairs guidance for employers and labour hire organisations
Frequently Asked Questions
What is VEVO and when should I use it?
VEVO is the Department of Home Affairs' free online system for checking a visa holder's work rights and conditions. You need the visa holder's permission to run the check. Use it before a non-citizen starts work, and record the visa type, expiry and any limit on hours.
Do I have to check the agency's labour hire licence?
In Victoria, hosts must only use licensed providers, and the Labour Hire Authority recommends checking the public register. Other states have their own rules, so check the position for the state where the work is done.
How many referees should I call?
Two is a common starting point, including the most recent supervisor. Choose a number that suits the role and write it into Part A so every candidate is treated the same way.
Can I ask a referee about reasons for leaving?
Yes, as long as the question relates to the role and you have the candidate's consent to contact the referee. Keep notes factual and store them securely.
Does an agency's check replace mine?
Not completely. Ask the agency to confirm in writing what it has checked, and verify the checks that matter most on your site, such as licences and tickets, yourself.
Checks done on day one are checks done too late. Download the document, run Part A before the worker arrives and keep the record on file. If you would like workers placed with their checks already in hand, request staff from Chandler Personnel.
