Professional references, particularly those from former supervisors, carry significant weight in the hiring process. A past manager’s perspective provides employers with valuable insight into a candidate’s work performance and professional conduct. While asking a former boss for this favor can feel awkward, a clear, professional strategy maximizes the chance of securing a positive endorsement. This article outlines a structured approach to ensure you present your former employer with everything they need to advocate for your candidacy effectively.
Preparation Before Making Contact
Before initiating contact, objectively assess the professional relationship you maintained with the former supervisor. Consider the context of your departure, performance reviews, and the overall rapport established. If the relationship ended poorly or your performance was inconsistent, select an alternative reference who can provide a more enthusiastic testimonial.
The new job opportunity’s relevance to the past role must also factor into the decision. A reference from a former manager whose responsibilities align closely with the new position will be more compelling to the prospective employer. This alignment allows the former boss to speak directly to the necessary skills and experiences with greater authority and specific examples.
Confirm the manager’s current contact information and professional status. Make the request well in advance of any application deadline, providing ample time to consider the request and prepare. Never list a former boss as a reference without first securing their explicit permission.
Selecting the Best Communication Channel
Determining the appropriate medium for the initial request depends on the elapsed time and the nature of the previous working relationship. Email generally serves as the most professional and easily trackable method for a formal request, offering a clear record of the communication. This channel is effective when reaching out after many years or when the relationship was strictly professional.
If the relationship was recent and maintained a higher degree of personal connection, a brief phone call or a well-composed LinkedIn message may be suitable. Avoid casual channels like text messages or direct messages on personal social media platforms, as these appear unprofessional. Ensure the message is concise and respectful of the manager’s current workload.
Crafting the Initial Reference Request
The communication should begin with a polite and brief re-introduction, especially if several years have passed. Remind the manager of a specific project or achievement completed under their supervision to jog their memory of your work quality. This personalized recall helps establish a positive frame of reference for the request.
Immediately state the purpose of the message and the specific favor you are asking. Frame the request by asking if they would feel comfortable providing a “strong, positive reference.” Using “strong” and “positive” manages expectations and allows the manager to decline if they cannot honestly provide that level of endorsement.
Provide a concise overview of the new role, focusing on two or three aspects that make it a logical next step. Explain why the position is an excellent fit for your skills, connecting back to the abilities you demonstrated while working for them. This context helps the manager tailor their response to the new opportunity.
Mention the prospective employer and the approximate timeline for the reference check. Specify whether the reference will involve a phone call, an online form, or a written letter, if known. Providing this logistical detail allows them to assess the time commitment required.
Offer the former boss an easy way to decline the request without feeling obligated. Conclude the message by asking, “If you are able to assist, please let me know, and I will immediately forward you the necessary materials.” This phrasing requires a clear affirmative response before proceeding.
Providing Essential Background Materials
Once the former manager agrees to provide the reference, immediately send a comprehensive package of materials to assist their preparation. The goal is to minimize their effort while maximizing the relevance and impact of their endorsement. This information package should be delivered promptly, ideally within the same day of their affirmative response.
The package should include:
- The full job description for the position, with relevant skills or experience requirements highlighted.
- Your current, updated resume, ensuring the manager has the most recent summary of your career progression.
- A bulleted list of three to five specific, quantifiable achievements from your time working together. These points should focus on projects where you excelled or skills that directly relate to the new role.
- The exact logistics of the process, including the name and title of the person who will be contacting them and the anticipated date or window for the contact.
If the reference is an online form, provide any specific login information or instructions needed to complete the submission successfully. Providing these details ensures the process moves forward efficiently.
Managing the Reference Process and Follow-Up
After sending the background materials, a gentle reminder is appropriate if the deadline is approaching and the reference has not yet been confirmed. A message sent two to three days before the anticipated contact date serves as a helpful nudge. Simply reiterate the expected contact method and the date, thanking them again for their time.
Once the expected contact date has passed, follow up to confirm whether the reference check was successfully completed. This step closes the loop and allows you to inform the hiring manager if any issues or delays arose. A quick email asking, “Did the recruiter successfully connect with you?” is sufficient.
The final step is to send a thoughtful, personalized thank-you note, regardless of the job application outcome. A well-written note acknowledges the manager’s time commitment and effort in supporting your career goals. Consider sending a physical, hand-written card for a personal touch.
The thank-you should briefly mention a specific point they highlighted during the reference call, or simply express appreciation for their strong endorsement. Maintaining this professionalism helps preserve the relationship, ensuring they remain a willing reference for future opportunities.
Addressing Difficult Scenarios
If a former boss declines the request, accept their decision gracefully and immediately secure an alternative. Do not press them for an explanation; simply thank them for their honesty and respect their boundaries. A polite refusal is preferable to an unenthusiastic or damaging endorsement.
Neutral References
In some cases, the former manager may inform you that company policy restricts them to only confirming dates of employment and job title. This is known as a neutral reference. While not ideal, it is not necessarily a barrier to employment. If this occurs, ensure you have other, non-management references who can provide the necessary context and positive performance details.
If you suspect the manager will only offer a neutral reference, focus your reference list on former colleagues, clients, or managers from other departments who can speak directly to your professional abilities. It is better to provide a prospective employer with three strong, enthusiastic references than to include one that is strictly factual and lacking in detail.