Securing a new role requires strong professional references who can attest to your past performance. Contacting former employers to secure their endorsement is a delicate process that demands careful planning and professionalism. Approaching this step strategically ensures your application package is complete and the feedback provided to prospective employers is consistently positive.
Preparation: Identifying and Vetting Potential References
Before making any outreach, carefully select the individuals best positioned to speak about your work ethic and accomplishments. The most impactful reference is typically a direct supervisor who managed your day-to-day work, rather than a former colleague or a human resources representative. While HR can confirm employment dates, a former manager offers the specific performance insights that recruiters seek.
Vet past professional interactions to confirm the relationship ended on good terms and that the feedback will be genuinely supportive. A reference who offers lukewarm praise can be detrimental, so only select those who consistently recognized your contributions. You must also gather specific internal data, including your exact employment dates, official job titles held, and the company’s address. This precise information is often required for verification on reference check forms.
Confirm the reference’s current contact details and professional title, as people frequently change roles after you have left the organization. Using outdated information can lead to delays or the request being missed entirely.
Crafting the Reference Request: Format, Tone, and Content
The initial request should generally be delivered through a professional email, as this provides the recipient time to review the details and respond thoughtfully. A brief phone call can precede the email if you have not connected recently, but the formal ask and all necessary details should be documented in writing. The tone of the message must be respectful and appreciative, acknowledging their time and past mentorship.
Begin the communication by briefly reminding the former employer of your professional relationship. Reference a shared project or specific accomplishment to prompt their memory. For instance, open with a line such as, “I hope this email finds you well; I often reflect on our successful work redesigning the Q3 marketing strategy.”
The purpose must be stated clearly and concisely, asking for explicit permission to list them as a professional reference. Never provide their contact information to a prospective employer without securing their affirmative consent first, as this is a breach of professional etiquette. You must also include the job description or the target company name for the position you are seeking. This allows them to tailor their remarks to the specific requirements of the role.
When phrasing the request, use language that gives them an easy option to decline without awkwardness. A phrase like, “If you feel comfortable providing a positive reference for this role, I would be deeply grateful,” is better than a simple demand. Provide a soft deadline or an expected timeframe for when the prospective employer might reach out. This gives the reference time to prepare their talking points. Close the request by confirming that you will follow up with all necessary materials if they agree, ensuring they understand this is only the first step.
What to Do After Your Former Employer Agrees
After receiving affirmative consent, send a prompt and sincere thank you note, recognizing the professional favor they are extending. This initial gratitude reinforces the positive relationship and signals that you value their willingness to assist in your job search. Following the thank you, assemble a concise package of materials to make their task as easy as possible.
This package should include your updated resume, the job description for the role in question, and a bulleted list of specific accomplishments you would like them to highlight (e.g., “Mention the 15% efficiency increase on Project X”). Providing these specific talking points ensures the reference is aligned with your narrative and reinforces achievements relevant to the new position.
You must also provide the exact contact details of the reference checker, the deadline for submission, and the preferred method of contact (phone call or online form). Clarify whether the reference needs to be prepared to answer behavioral questions or simply confirm dates and titles, setting the expectation for the level of detail required. This proactive organization significantly improves the quality and timeliness of the feedback provided.
Navigating Difficult Reference Scenarios
Job seekers occasionally encounter challenges, such as a former company having a strict policy that prohibits managers from providing personal references. In these environments, Human Resources usually only confirms dates of employment and official job titles (a verification of employment). When facing this limitation, identify a manager who has since left the company and can speak to your work outside of the former employer’s policy.
If your departure from a previous role was less than ideal, seek out a reference from that company who can speak positively about your work before the situation soured. If a direct supervisor is not an option, consider a senior colleague or a client from that period who can attest to your professional contributions.
Should a prospective reference decline your request, accept their decision gracefully and immediately move on to your next option without pressing the matter. A reluctant reference is unlikely to provide the enthusiastic endorsement your application needs, and their refusal is a clear signal to seek support elsewhere. Always maintain a roster of potential references that is deeper than the number required by the prospective employer.