Professional references are important components of any job search, verifying a candidate’s past performance and capabilities. Securing endorsements from previous supervisors is often required to move forward in the hiring process. Reaching out to an old boss, especially one who supervised your work years ago, demands tact and professional preparation. Careful planning ensures the request is well-received and the manager can provide a relevant, positive endorsement despite the passage of time.
Strategic Preparation Before Contact
Before drafting any communication, select the most appropriate former supervisor. Choose the manager who oversaw the most relevant projects or skills required for the new opportunity, ensuring their endorsement speaks directly to the job description. Verify their current contact information and company affiliation, as roles often change over time.
Investigate the former company’s internal policies regarding reference provision. Many larger organizations route all requests through Human Resources, which may only confirm dates of employment and job title. Knowing this limitation allows the job seeker to tailor the request, perhaps asking the former manager for a personal reference instead of an official company one.
Provide the manager with sufficient notice before the reference is needed. A minimum of two weeks is recommended to give the former supervisor time to fit the request into their current schedule. This advance notice demonstrates respect for their time and ensures they are not rushed.
How to Structure the Initial Request
The initial communication should be sent via email, providing a clear, professional record. Use a clear and concise subject line, such as “Reference Request – [Your Name] – [New Company/Role],” to signal the purpose immediately. Briefly re-introduce yourself in the opening, perhaps referencing a specific project or shared success to jog the manager’s memory.
The body of the message should mention the specific opportunity being pursued, including the company name and the nature of the role. This context helps the former manager understand the scope of the request. The goal of this first email is to gauge their willingness to provide a positive endorsement.
Ask directly: “Would you be willing and comfortable serving as a professional reference for me for this role?” This phrasing allows the manager to decline gracefully if they cannot provide a strong recommendation. Assure the manager that a detailed reference packet will only be sent upon receiving their agreement, avoiding bulky attachments at this stage.
Providing the Reference Toolkit
Once the former manager confirms their willingness, immediately send a comprehensive reference toolkit. This package streamlines the manager’s preparation by providing all necessary information.
The toolkit should include:
- A copy of the specific job description, highlighting the skills and responsibilities the employer is seeking.
- The candidate’s most updated professional resume, ensuring the manager uses correct job titles and dates.
- A list of two or three specific, positive anecdotes or projects the manager can discuss confidently.
- Suggested talking points that include quantifiable results, such as “leading the Q3 project that resulted in a 15% efficiency gain.”
- All logistical information, including the name, title, and contact information of the person who will be calling them.
The toolkit must also state the exact company name and the method by which the reference will be collected (phone call or online form). Clearly state all relevant deadlines and the preferred time window for contact. Providing a clear timeline ensures the reference is submitted promptly and does not delay the hiring decision.
Handling Common Challenges with Former Managers
Locating a former manager who has left the company requires dedicated effort, often involving searching professional networking sites or contacting mutual former colleagues. If the manager is difficult to track down, leverage your professional network to secure the current contact information.
If the professional relationship was merely neutral, carefully weigh the risks before asking for a reference. A neutral reference that only confirms employment dates can be less helpful than no reference at all, especially when competition is high. If the request is urgent, communicate the time constraint clearly in the initial email, stating the due date. Maintain patience and professionalism, recognizing that the former manager is doing a favor.
Post-Reference Etiquette and Follow-Up
Once the reference has been successfully provided, send a prompt, personalized thank-you. This acknowledgment can be a concise email or a physical card, and it should specifically mention the effort the manager took to speak on your behalf. Expressing gratitude helps solidify the professional relationship for future needs.
Keep the former manager updated on the outcome of the job search, regardless of whether you received the position. Sharing the final decision demonstrates respect and closes the loop on the request. Maintaining this connection ensures the manager feels their time was valued and makes future requests easier.