Hiring in Florida: An 8-Step Blueprint for Firms in the Construction Industry | Step 5: Verify Before Hiring: References & Background Checks are Essential
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- 7 min read
Step 5: Verify Before Hiring: References & Background Checks are Essential
Hiring the right person isn’t just about a great interview. Checking references and verifying background details can save you from costly mistakes. These steps confirm skills, uncover potential red flags, and make sure the candidate truly fits your team.
In construction, the stakes are even higher. One bad hire can lead to expensive errors, damage your reputation, or even cause legal trouble. Background and reference checks help reduce these risks by validating both qualifications and character.
The Need for Thorough Screening
About one-third of applicants admit to exaggerating their resumes and applications. This makes careful screening essential. Hiring someone who misrepresents their skills can have serious consequences, especially in construction, where precision and safety matter.
Criminal background checks are also critical. Construction workers often handle valuable equipment and work on sensitive sites. Verifying a clean record or proof of rehabilitation helps maintain a safe and secure workplace.
Background Check vs Reference Check: What are the Differences?
Background Check – This digs into a candidate’s history, confirming things like criminal records, past jobs, education, licenses, and certifications. It’s all about making sure what they’ve reported is accurate and spotting any deal-breakers.
Reference Check – This focuses on the human side. By talking to past employers or colleagues, you learn about the candidate’s work ethic, job performance, communication skills, and overall fit for your team.
What’s the difference? Background checks verify facts and uncover potential risks, while reference checks give insight into soft skills and character.
To get the full picture, do both. Together, they help you hire with confidence.
The Benefits of Background and Reference Checks
Hiring the wrong person isn’t just frustrating, it’s expensive. According to the Society for Human Resource Management (SHRM), poor hiring decisions cost U.S. businesses $223 billion over five years.
Reduced Turnover: Well-vetted hires are more likely to stay, saving you recruitment and training costs.
Lower Liability Risks: Screening helps you avoid candidates with unsafe behavior or missing certifications. This reduces the risk of lawsuits and penalties.
Prevent Theft and Fraud: Background checks identify candidates with theft or fraud convictions before they become a problem.
Boost Productivity: Employees who fit your culture and have the right skills perform better and stay motivated.
Improve Morale: Hiring reliable, qualified people builds trust and confidence among your team.
Enhance Reputation: Your workforce reflects your brand. Background checks help you maintain high standards and attract top talent.
Why Checks Save Money
Background and Reference checks aren’t just a formality, they’re an investment. Here’s what they deliver:
Customer Confidence: Clients trust companies that prioritize safety and integrity.
Compliance: Many construction roles require background checks by law. Staying compliant avoids penalties.
Employee Satisfaction: A safe, positive workplace boosts morale and performance.
When Should You Do Checks?
In Florida, you can run reference and background checks before making a job offer, but you have to comply with the federal Fair Credit Reporting Act (FCRA) and Florida Statutes Chapter 435. These laws set clear guidelines, including getting written consent, providing proper notices, and meeting screening standards.
Here’s what they require:
Written consent from the applicant before you run a background check.
Pre-adverse action notice if you plan to reject a candidate based on the report.
Time for the candidate to review and dispute the report before you make a final decision.
Compliance with any additional local laws that apply.
Background Checks
What Does a Background Check Entail?
Employers use background checks to confirm an applicant’s identity, qualifications, and safety for the role. Common searches include:
Criminal history
Employment verification
SSN trace
Professional license verification
Education verification
Motor vehicle records (MVR)
Credit history
Florida Background Check Essentials
Florida allows criminal records to be reviewed indefinitely, but FCRA limits reporting of older items, civil suits, judgments, and paid tax liens over seven years, and bankruptcies over ten years.
There’s no statewide “Ban the Box” law, though some local rules apply to public employers. Private employers can ask about criminal history but must follow Title VII to avoid discrimination claims.
State law also shields employers from negligent hiring claims if a proper background check shows no disqualifying offenses.
Types of Background Checks
Level 1: Name-based check of state records, including employment history, and criminal records.
Level 2: Fingerprint-based check through FDLE and FBI, required for roles with vulnerable populations. Disqualifying offenses include violent crimes and crimes against minors, elderly, or disabled individuals.
Other Key Points:
Sealed or expunged records cannot be considered.
Private employers may review all criminal records but should ensure relevance to the role.
Confirm Licenses and Certifications in Florida
Before you hire, make sure your candidate meets all state requirements. In construction, this isn’t optional, it’s about safety and compliance, especially for safety sensitive roles. Here’s how to verify credentials in Florida:
Check Licenses – Head to the Florida Department of Business and Professional Regulation (DBPR) website to confirm the candidate’s license status.
Run Background Checks: Verify criminal history, professional licenses, and workers’ compensation compliance.
Use the DMS Background Check: Complete the DMS Criminal Background Check Request Form and submit it through the Florida Department of Law Enforcement (FDLE).
Consult Industry Associations: They can recommend qualified candidates and confirm credentials.
These steps will help ensure that the employee meets all necessary licensing and certification requirements in Florida.
Certain job roles are considered ‘safety-sensitive positions,’ and certain requirements must be met to ensure safety.
What is a Safety-Sensitive Position?
A safety-sensitive position is any job where performance directly impacts safety, either for the employee or others. If someone can’t do the job correctly, it could lead to serious incidents. Think roles involving heavy machinery, hazardous materials, or tasks where mistakes put people at risk.
The most common construction related safety-sensitive positions include:
Heavy Equipment Operators
Scaffold Builders
Concrete Finishers
Structural Steel Erectors
Tunnel Boring Machine Operators
Rigging Specialists
Project Safety Managers
Electrical Line Workers
Tower Crane Operators
Welding and Cutting Technicians
How to Conduct Background Checks
A clear process makes hiring safer and smarter. Here’s what to do:
1. Define the Scope: Figure out which checks matter for the role, criminal history, past jobs, education, and more.
2. Get Consent: Always get written permission before running a check. In some Florida counties, you can only do this after a conditional job offer because of local “Ban the Box” rules. These counties and cities include Miami-Dade, Broward, Daytona Beach, Fort Myers, Gainesville, Jacksonville, St. Petersburg, Tampa, Tallahassee, and Tamarac.
3. Use Trusted Providers: Partner with reputable background check services to ensure accurate, compliant results.
Reference Checks
What Is a Reference Check?
A reference check is contacting people who have worked with the candidate, usually former supervisors, co-workers, or professors, to get feedback on their skills and work habits. This happens near the end of the hiring process, once you’ve narrowed down your top choices.
Here’s how it works:
The candidate shares names and contact details for their references.
You reach out by phone or email and ask focused questions like:
“How would you rate the candidate’s ability to work on a team?”
It sounds straightforward, but the key is asking the right questions. A reference check isn’t just a quick chat; it’s your chance to confirm facts and learn how the candidate performs on the job.
Why Do Reference Checks Matter?
Reference checks give you insights you’ll never get from a resume or an interview. They help you:
Verify the Basics – Confirm job titles, dates, and responsibilities.
Gauge Performance – Learn how the candidate handled stress, deadlines, and teamwork.
Check Cultural Fit – Ask about attitude and adaptability to see if they’ll mesh with your team.
Spot Red Flags – Look for inconsistencies, poor attendance, or vague answers.
Build Confidence – Positive feedback reassures you and makes onboarding smoother.
Plan Training – References often reveal strengths and weaknesses, so you can tailor support from day one.
How to Conduct Reference Checks
Want to get the most out of a reference check? Here’s how to do it right:
Prepare Questions: Create a list in advance so you stay focused and gather useful details.
Schedule Enough Time: Calls often take longer than you think, so don’t rush them.
Ask Open-Ended Questions: Avoid yes/no answers. try:
“How would you describe the candidate’s ability to handle stress?”
“Can you share an example of how they worked with a team?”
Choose Work-Related References: Talk to supervisors, coworkers, or clients, not family members.
Know the Legal Limits: Avoid personal questions about marital status, kids, or anything protected by law.
Question Examples:
Start with the basics:
When did you work with the candidate?
What was their job title and main responsibilities?
Then move to performance:
How well did they handle deadlines and pressure?
How did they deal with conflicts?
Would you rehire or recommend them?
Finally, give them space: “Is there anything else you think I should know?”
Finishing Up
Once you have all the information from the background and reference check
Verify Information: Compare what you learned with the candidate’s resume.
Review Results Carefully: If you spot red flags, weigh them against the job requirements before deciding.
Communicate Clearly
Be upfront with candidates about the background check process, it builds trust and keeps you compliant with laws like the Fair Credit Reporting Act (FCRA). When done right, background and reference checks aren’t just an expense; they’re an investment. They help reduce turnover, improve safety, and protect your company’s reputation.
For construction businesses, these steps can make or break success. A solid reference check confirms what interviews reveal, uncovers what they don’t, and helps you make informed decisions. In many cases, it’s the difference between hiring a reliable team member and dealing with costly turnover.
