A professional reference is a third-party endorsement of your work ethic, skills, and reliability, usually provided by a former manager. Many job seekers, particularly those transitioning careers, recently graduating, or re-entering the workforce, face the challenge of not having a readily available list of past supervisors. Employers are increasingly receptive to endorsements from credible sources beyond the traditional boss-employee structure. Identifying and cultivating these non-traditional contacts is the first step toward building a strong reference portfolio.
Where to Look Beyond Former Supervisors
Professors, teaching assistants, or faculty advisors are excellent resources if you are a recent graduate or changing fields. They can speak to your analytical abilities, dedication to long-term projects like theses, and performance under rigorous academic deadlines. Focus on individuals who oversaw a significant project or capstone rather than those who simply taught a large lecture course.
Volunteer work demonstrates commitment, time management, and specific applied skills outside of a paid role. Coordinators or supervisors from these organizations can attest to your reliability, teamwork, and the concrete results you delivered for their mission. This is especially useful when previous paid employment is scarce or irrelevant to the new role.
Individuals who have guided your professional development or worked alongside you in a formal capacity can offer insight into your industry knowledge and career trajectory. A mentor can speak to your proactive learning and dedication to career growth, while an industry peer can validate your technical competence and soft skills within a specific professional context.
For freelancers, consultants, or those in service-oriented roles, clients provide powerful testimonials about your professionalism, communication, and ability to deliver on contract terms. Similarly, vendors with whom you managed a complex relationship can confirm your negotiation skills and financial acumen.
When a direct supervisor is unavailable due to company closure, non-cooperation, or policy restrictions, a senior colleague can fill the gap. Choose a peer who was aware of your accomplishments and held a higher-level title, ensuring they can credibly vouch for your day-to-day work ethic and project contributions.
Leveraging Personal and Character References
Character references are non-professional contacts drawn from long-time community members like neighbors, spiritual leaders, or family friends. While they cannot speak to specific job skills, they can attest to your integrity, honesty, and overall stability. They are typically used only for specific purposes like housing applications, security background checks, or for strictly entry-level jobs requiring little prior experience.
When using a character reference, it is important to brief them on the professional qualities the employer seeks, such as reliability and communication. Although they are not discussing your work performance, they should frame their personal observations in terms of professional attributes. Always treat these as a final option for professional positions, as employers generally prefer evidence of workplace performance.
Strategies for Gaps in Employment History
A significant employment gap often complicates the reference search. One effective strategy is to create a recent, relevant portfolio of work that demonstrates current skills, even if the work was unpaid or for a short-term contract. For self-employment, supervisors from short-term contracts or satisfied, repeat clients can function as professional references.
If the gap involved upskilling, such as obtaining a certification or completing a specialized course, the instructor or program administrator can serve as a reference. They can speak to your dedication, ability to master new material, and successful completion of complex projects. Frame the skills learned as current, transferable competencies that required discipline and focus, turning the gap into a growth period.
The Mechanics of Asking for a Reference
Once you have identified potential contacts, the process of formally asking for a reference requires tact and clarity. Initiate the request with a polite email or phone call, ensuring you provide a brief context about the specific job you are applying for and why you chose them. Always ask the question as, “Would you be comfortable providing me with a positive reference for this role?” instead of simply asking if they will be a reference.
This phrasing allows the contact to decline gracefully if they do not feel they can provide a strong endorsement. If they agree, immediately provide them with the job description and your updated resume. Confirm their current contact information and preferred method of communication to streamline the process for the hiring manager.
Preparing Your References for the Call
The effectiveness of a reference hinges on how well they are prepared before the employer contacts them. After your contact agrees, supply them with a comprehensive package of materials, including the full job description and your most recent resume. This ensures consistency between your application and the reference’s confirmation.
Develop and share a concise list of talking points, reminding the reference of specific projects, skills, or situations they witnessed firsthand that align with the job requirements. For example, detail the project where you managed a budget or negotiated with a difficult client. Inform your reference about the logistics of the outreach, such as whether they will receive a phone call or an automated online form, and give them a likely timeframe for contact. Thank them for their time and promise to follow up with an update on the hiring process, maintaining the relationship for future needs.