A well-prepared list of professional references represents one of the final steps in securing a job offer. A positive report from a previous colleague or manager can often be the deciding factor between receiving an offer and continuing the job search. Understanding the proper etiquette for selecting and formatting this list ensures a smooth conclusion to the hiring process.
When to Provide References
The modern standard dictates that references should not be included directly on the resume. Job seekers should also avoid using the phrase “References available upon request,” as employers assume this is true and the space is better used for detailing achievements. The reference list should be a separate, standalone document provided only at a specific point in the process.
This document is typically requested after an applicant has progressed through the initial screening and interview stages. Employers generally ask for the list immediately before or just after the final interview, as they prepare to make a hiring decision. Having the list ready is important to avoid delays when the employer is ready to proceed.
Selecting the Right Professional Contacts
Individuals chosen should provide a detailed, professional assessment of the applicant’s work performance. Ideal references are former direct supervisors, managers, or senior colleagues who have observed the applicant’s work ethic and accomplishments firsthand. For those with limited professional experience, a former professor or academic advisor who oversaw significant projects can serve this purpose.
The most effective references are those whose experience aligns with the requirements of the specific job. Selecting contacts who can speak directly to the skills and responsibilities listed in the job description makes their feedback more relevant. Family members, personal friends, or contacts from non-professional settings should never be used, as they cannot offer the required objective assessment of work capabilities.
Preparing Your References and Seeking Consent
Before submitting any contact’s name, the applicant must obtain explicit permission to use them as a reference. This step ensures they are willing and prepared to speak on the applicant’s behalf. Submitting a list without prior consent risks an awkward or unenthusiastic response when the hiring manager calls.
The applicant should provide the reference with specific information about the job opportunity. This includes the exact job title, the company name, and a brief overview of the role’s primary responsibilities. Supplying them with an updated copy of the resume and the job description is also helpful. This preparation allows the reference to refresh their memory and tailor their comments to the position’s requirements.
Formatting the Official Reference List
The reference list must be presented on a separate, professional document. It should maintain the same design standards as the applicant’s resume and cover letter, using the same font, margins, and header format for a cohesive presentation. The top of the page should clearly list the applicant’s full name, phone number, and professional email address.
For each contact, the document must provide a clear, itemized listing of their current professional information. This includes the reference’s full name, current job title, and the name of the company where they work. The applicant must also list the reference’s professional email address and a professional phone number where they can be reached during business hours. Avoid listing personal addresses or non-work-related contact information to maintain professionalism.
Managing References Throughout the Hiring Process
Once the reference list has been submitted, the applicant should keep these contacts informed about the status of the job application. Providing periodic updates, such as noting that a final interview has been completed, allows the reference to anticipate a potential call from the employer. This ongoing communication ensures the reference is not caught off guard and remains ready to provide a timely response.
Tracking which contacts have been reached by the hiring company can help manage expectations regarding the hiring process. Once the job search concludes, whether with an offer or a rejection, send a personalized thank-you note or email to every person on the list. Acknowledging their time and effort maintains the professional relationship for future opportunities.
Key Mistakes to Avoid
A common oversight is listing too many references; three to five professional contacts are sufficient for most roles. Applicants must also verify that all provided contact information remains current and accurate before submission. An outdated phone number or email address can unnecessarily stall the hiring process.
Another mistake is failing to inquire about a former employer’s corporate policy regarding reference checks. Some larger organizations mandate that all reference requests be directed to the Human Resources department, which may only confirm dates of employment and job titles. Neglecting to send a follow-up thank you or update to the references after the hiring process is complete is also a missed opportunity to maintain a strong professional network.