Here is the exact process I use to vet contractors and new hires (learned the hard way)
Had a contractor situation a while back that cost me about $4,000 and a solid month of delays. Guy seemed completely legit. Came referred by someone I trusted. Gave all the right answers in conversation. Turned out he had done basically the same thing to two other small businesses in the area before me.
After that I built a simple process I run every time before anyone new gets access to my operation. Sharing it here because I genuinely wish someone had laid this out for me before I learned it the expensive way.
The actual steps
Step 1 — Basic identity check before any real conversation
Before I talk money or start dates with anyone, I run a quick people search on them. I use ClearCheck which checks identity records, address history, criminal databases, and watchlists all at once. Takes about two minutes. Costs less than $30 for one check. What I am looking for: does this person actually match the identity they gave me? Is there anything in the records that should make me ask harder questions? Most checks come back completely clean and I move forward with more confidence. Twice in the past year something flagged and I was really glad I checked before I committed.
Step 2 — Call the references yourself, do not email them
On a phone call you can hear hesitation in a way a written response hides. Ask them one question: would you hire or work with this person again, without hesitation or with some hesitation? The second part of that question changes how people answer. Listen for pauses.
Step 3 — Small test before the full commitment
For contractors especially I try to start with a small paid task before the main project. Not always possible but when it is, it shows you how they communicate under a real deadline and whether their work actually matches the pitch.
Step 4 — Simple written agreement even for small jobs
Not to be adversarial. Just to create shared expectations from the start. Scope, payment terms, and what happens if things go wrong. A one-page document is enough for most situations.
The whole process adds maybe one day to my timeline before bringing someone new in. I have not had a serious contractor or hire problem since I started running it consistently. The identity check step in particular has been worth it several times over.
Anyone else have a process they use? Curious what others do, especially for recurring contractor relationships where you already know someone a bit.