Polishing your resume and cover letter are typically the main things you are focused on as you prepare for a job search. One thing you might forget about or push down the priority list is gathering your professional references.
Employers may ask for reference details early in the hiring process or just before they make a job offer. Either way, having the right number of references prepared will show your professionalism and pave the way for a smooth hiring process.
Need help getting your references ready? In this article we explore:
How many references should I have?
Who should I choose to be my references?
Can I have too many references?
How do I approach my references for their help?
How to format your professional references
How many references should I have?
This can vary, but the minimum number of references to include with your job application is typically three or four. There may be situations where you are asked for more references, for example if you are applying for a role with the government, where six or seven references may be expected.
Aside from the three or four prepared, it’s a good idea to have a few “reserve” references too, just in case the hiring manager requests more references or a referee is unavailable at the time of the request.
Who should I choose to be my references?
Professional references should be individuals who can provide details of your skills, experience, and work ethic. This would exclude family and close friends who usually won’t be viewed as objective. Here are some examples of good references:
Supervisor or manager. Current or previous managers can let the hiring manager know how you performed in the workplace and verify your employment dates and salary.
Co-worker. Colleagues who have worked closely with you can provide insight into your skills, experience, and how you operate in the workplace and within a team.
Teacher. If you have limited work experience, then a teacher or college professor would be a great reference. Try to align your reference choice with the industry you’re targeting.
Clients. Clients are a great source for a reference if you’ve been working as a freelancer. A current or former client can vouch for your project management and communication skills, as well as the quality of your work.
Always include at least one reference from your current or most recent job, such as your boss, a happy client, or co-worker. Employers will be suspicious if you don’t include this information and it could negatively impact your chances of a job offer.
Can I have too many references?
While it’s always a good idea to have a few extra references in reserve, you don’t want to be sending the hiring manager a long list of references when this simply isn’t needed. This will just look unprofessional. If you’re not sure on the number of references required, check with the hiring manager so you are clear.
Typically, this will be three or four references, so select your top three or four referees who will tell the hiring manager why you are perfect for the job opening.
How do I approach my references for their help?
If you’re looking for the best way to approach references for help, follow these steps to secure some top-notch references for your job search:
1. Contact references in advance
Ideally call, visit, or email your references to see if they are willing to provide a reference. It’s best to contact them ahead of the game so they don’t get a call out of the blue from a hiring manager and feel blindsided. Here’s an example of how to request a reference politely:
“Do you feel comfortable giving me a reference for my upcoming job search?” or “Do you feel you could give me a positive reference in the next few weeks?”
2. Provide information on target roles
Give your reference some brief details of the types of roles that you are applying for and any key experience and qualities you would like them to highlight. Another option is to send your resume to remind them of your specific experience. Try not to bombard your reference with lots of information, as they will likely be busy and may get annoyed!
3. Confirm contact details
Ensure you have the correct contact information for your references, including their current job title, and find out how they prefer to be contacted by a hiring manager or recruiter.
- Maintain positive relationships with current/former colleagues, managers, and clients so you have a wide reference pool.
- Send a follow-up message to your references to thank them for their time. This may also encourage them to help you in the future.
- Pressure anyone who seems reluctant to serve as a reference. They will probably provide, at best, a neutral reference.
- Forget to request a general letter of reference when you leave a job. Recruiters prefer to speak to referees but it's still great to have a testimonial.
How to format your professional references
There is no specific format to follow when setting out your references. Creating a reference sheet is a great approach as can be provided to the potential employer when requested. This also avoids reference information taking up valuable space on your resume. Here’s an example:
John Smith
Email: emailaddress@gmail.com | Phone: 845-623-4567 Location: New York, NY | LinkedIn: LinkedIn.com/yourprofile/link
PROFESSIONAL REFERENCES
Anne Woodward - Former Manager Head of Sales, ABC Company (123) 456-7890 anne@abcco.com
Anne led my sales team at ABC Company over a three-year period.
James White - Former Colleague Sales Associate, ABC Company (123) 456-7890 james@abcco.com
James was my colleague for three years and we co-managed four key accounts.
Jenny Michaels - Client Business Owner, DEF Company (123) 456-0987 jmichaels@defco.com
Jenny was one of my clients while I was a freelance content writer.
David Smith - Voluntary Organization Volunteer Team Lead, RST Charity (123) 456 7891 dsmith@rstcharity.com
David oversaw volunteers at RST Charity where we supported the homeless community.
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Key takeaways
Prepare your professional references ahead of the game, as you never know when the hiring manager will request them.
Typically hiring managers request between three or four references. If you’re applying for roles with the government this will increase to six or seven.
Professional references should be individuals who can provide details of your skills, experience, and work ethic, such as a manager, coworker, client, or teacher.
Avoid sending too many references to the hiring manager. Follow their instructions on the exact number required and choose your best possible referees.
It’s a good idea to have a few reserve references, just in case the hiring manager asks for more references or a referee becomes unavailable.
Always contact your references in advance, make sure their contact details are up-to-date, and send a follow-up thank you note.
