Be ready for the back door reference

If you are a mid- or senior-level candidate in the later stages of interviewing with a potential employer, you need to be aware of the "back door reference." Back door references are unofficial reference checks — when a potential employer reaches out to someone not listed as a reference to get unfiltered feedback about you. They're common at the executive level or in tight-knit industries and I have seen otherwise promising candidacies come to an immediate end as soon as the back door call is made. If you are interviewing for a VC or PE-backed company, or are in a tight-knit industry, you should assume that a back door reference is coming.

What are the signs that back door references may be happening?

• You notice a spike in profile views on LinkedIn from second-degree connections at the hiring company. I would especially watch for board members, recruiters, or senior executives.
• Someone from a past job who you haven’t talked to in a while mentions you’ve “come up in conversation.” This is especially common in tight-knit industries, where I have even seen second- or third-degree connections report to others that they received an unexpected call. Once you are the subject of an industry grapevine, you can assume conversations are happening.
• There’s an unexpected stall in your interview process after you were gaining momentum. If you are at the decision stage and things go radio silent, it's time to watch your LinkedIn profile and check with connections in common to see what may be happening.

So, you've confirmed, or at least guess with some confidence, that your potential employer will be or is currently doing back door references. Is there anything you can do? Absolutely. The key is to get ahead of the communications wherever possible and mitigate any downside risk.

How to predict who might be contacted

• Assess the hiring company and their decision process. If your candidacy includes interviews with board members and investors, the executive team may be asking them to tap their respective networks for insights about you. Again, this is very common in VC and PE-backed companies where the board plays an active role in leading the company.
• Map your network and find common links. Think about who knows you in the hiring company’s orbit — former colleagues, peers, clients, competitors, or even ex-bosses. Who might the recruiter, executive team, or board know that could speak about you? Don't forget to review LinkedIn to find common connections.
• Look at your digital footprint. See who you're publicly connected with and featured alongside (webinars, panels, press) and think like a recruiter or hiring manager: “Who would I call to get the real scoop?"

How to manage potential risk

• Preemptively reach out. If you suspect someone in your past might be called, contact them in advance, and set the stage. For example, maybe send an email along these lines: "Hey, I'm exploring a role at X. I thought you might be someone they'd call. Wanted to give you a quick heads-up and fill you in on what I’ve been working on."
• (Try to)control the narrative. In that outreach email, share your framing of the new opportunity and how you’ve grown or pivoted since working with them. Simply providing the language and context could shape what they'll say if contacted — even subconsciously.
• Clean up old tensions. If there's a potential detractor, consider damage control in the email. A simple outreach like, "We had our ups and downs, but I’ve always respected your perspective. Just wanted to say I’ve learned a lot from that experience." can go a long way. If nothing else, you have tried to mend fences and move forward, which may nudge them to do the same.
• Coach your formal references. Feel free to let them know you're aware backdoor references may happen, and provide them some basic themes so they can reinforce them to the hiring company.
• Position yourself transparently in interviews. The less room for surprise or spin from others, the better. If you had a mixed experience at a previous employer, be candid and balanced, and emphasize how you have grown and that you still respect and value the experience.
• If you are worried about specific person badmouthing you, you can even mention it proactively. Perhaps say something like: "We didn’t part on the best terms, but I’ve learned from it. Happy to talk about that situation if it ever comes up." You may also offer a formal referee who is likely to speak more favorably about your experience.

The bottom line

Assume back door references will happen if you're at a senior level or interviewing for a sensitive role, especially in VC, PE, or small industries. As the interview process progresses, get ahead of the calls by reaching out to potential referees and letting them know that they may get a call. While you cannot control every conversation that may be happening, you can definitely lower the risk of the process derailing your candidacy.

Good luck out there!