A professional reference is an individual who can attest to your qualifications, skills, and work ethic for a potential employer. Securing strong endorsements is a standard part of the hiring process, where a hiring manager contacts these individuals to verify the claims made in your resume and interview. The insights they provide can confirm your suitability for a role and influence the final hiring decision.
Choosing the Right People to Ask
The most effective references are people who have direct knowledge of your work performance and professional character. These individuals can speak with authority about your skills, accomplishments, and how you handle responsibilities. Their firsthand experience lends credibility to their recommendation, which hiring managers value.
Consider individuals from your professional and academic background, such as:
- Former managers or direct supervisors, as they can provide a comprehensive overview of your role and contributions.
- Senior colleagues who collaborated with you on projects, as they can speak to your teamwork and specific technical abilities.
- Professors or academic advisors who oversaw your work, which is a good option for recent graduates.
- Mentors who can offer perspectives on your discipline and potential.
The ideal reference is not only someone who thinks highly of you but also someone who is articulate and can clearly communicate your strengths with specific examples of your successes. Before finalizing your list, reflect on your professional relationships and identify individuals who have witnessed your best work and with whom you have maintained a positive connection.
When and How to Make the Request
Always ask for permission before providing their contact information to a prospective employer. This common courtesy ensures they are not caught off guard and have time to prepare. It is best to make this request as you begin applying for jobs, rather than waiting until an employer asks for your list.
You can make your request via a phone call or an email. A phone call is more personal and allows you to gauge their immediate reaction. However, an email provides the person with more time to consider your request and is often seen as more formal and less intrusive. An email also allows you to include initial details without overwhelming them.
Start by reminding them of your connection and then clearly state your request. Provide some context about the type of role you are pursuing. It is also professional to give them an easy way to decline, showing that you respect their time and comfort level. For instance, you could write, “I’m applying for a Project Manager position at XYZ Company, and I was hoping you would be willing to serve as a reference for me. I completely understand if you’re too busy or don’t feel comfortable.”
Your initial message should be a request for permission, not a demand. Mention that if they agree, you will send over more detailed information to help them prepare. A sample opening could be, “I hope you are doing well. I’m reaching out because I’m in the process of applying for new roles, and I was wondering if you would be open to being a professional reference for me.” This approach is respectful and sets a professional tone for your interaction.
Providing Necessary Information
Once someone has agreed to be your reference, your next step is to equip them with the information they need to give a strong, specific endorsement. Sending a well-organized follow-up email with key documents is a standard professional practice.
Your information packet should include an updated version of your resume to give them a current overview of your skills and experiences. It is also helpful to provide a direct link to the job description for the position you are applying for, so they understand the qualifications the employer is seeking.
In your email, briefly explain why you are interested in this particular role and what makes you a good fit. You can also guide their focus by reminding them of specific projects you worked on together or skills you demonstrated that are relevant to the new position. For example, you might say, “The hiring manager seems particularly interested in candidates with strong data analysis skills. I was hoping you could speak about the quarterly reporting project we collaborated on.”
Following Up and Showing Gratitude
After you have provided your reference’s information to a potential employer, it is good practice to send them a brief update. A quick email letting them know their name has been passed along allows them to anticipate a call or message. This ensures they are prepared and can respond promptly, which reflects well on you as a candidate.
Once you know the reference check has been completed or you have an update on the job, send a thank-you note. An email is perfectly acceptable for this purpose and serves to acknowledge the time and effort they took to support you.
Thanking your references is about more than just good manners; it is about maintaining your professional network. These relationships can be valuable throughout your career, and showing appreciation reinforces your connection. A simple message expressing your thanks will leave a positive impression and keep the door open for future requests.