Presenting professional references is a final step in the hiring process that is often undervalued compared to the time spent on crafting a resume or preparing for interviews. A professional reference is a person who can attest to your character, work ethic, skills, and qualifications to a potential employer. Having a polished, well-prepared reference list demonstrates organization and respect for the company’s process. Providing strong contacts who are ready to advocate for your candidacy can be the difference-maker when a hiring manager is deciding between two equally qualified final candidates.
Selecting the Right People
Choosing the correct individuals to serve as references involves assessing their professional relationship with you and their ability to speak to your current job target. The most impactful references are typically former direct supervisors, as they are best positioned to speak authoritatively about your performance, responsibilities, and measurable impact in a professional setting. When former supervisors are unavailable or inappropriate to contact, consider senior colleagues, clients, or vendors who worked closely with you.
It is most effective to select references whose experience aligns with the specific skills or competencies required for the job you are targeting. For instance, if the role requires strong project management, select a person who can offer concrete examples of your success in that area. Aim to secure at least three professional references, focusing on the quality of the testimony they can provide rather than just the number of contacts you supply.
Preparing Your References
Before providing any contact information to a potential employer, you must obtain explicit permission from each person to use them as a reference. This mandatory professional courtesy ensures they are willing and able to speak on your behalf and prevents them from being surprised by an unexpected call. Once permission is secured, you should provide them with a detailed briefing that includes the job description, the name of the company, and your current resume.
This briefing allows your reference to tailor their comments to the specific role and highlight the skills most relevant to the employer. You must also warn them about the timeline, informing them when they should expect a call and, if possible, from whom the call will originate. Giving this advance notice ensures they are prepared to speak positively about your professional strengths when contacted.
Gathering and Formatting the Required Information
The professional reference sheet must be created as a separate document, distinct from your resume or cover letter, and should not include the phrase “References available upon request.” This document should feature a header identical to the one on your resume, ensuring a cohesive look across all application materials. Consistent font style and size should be used throughout the reference sheet.
For each person listed, you must include:
- Their full name
- Current job title and the name of their company
- Their preferred phone number
- Their professional email address
- A brief, clear description of your relationship (e.g., “Direct Supervisor from 2019–2022”)
Organizing this list meaningfully is beneficial, placing the references who can best speak to the target job’s requirements at the top of the page. The final document should be saved and delivered as a PDF file to ensure the formatting remains intact.
Strategic Timing and Delivery
The reference list should never be included with your initial application materials. Employers typically request this information only once they are seriously considering you for the role. The standard practice is to provide the document only when explicitly requested by the hiring manager or recruiter, usually toward the end of the interview process, often after the final interview and before a formal offer is extended.
Delaying the submission until this final stage respects the time of your contacts, ensuring they are only contacted when a job offer is imminent. If you are currently employed and concerned about confidentiality, postpone the submission for as long as possible, ideally until a conditional offer is pending. When delivering the document, sending it as a clearly named PDF attachment via email is the most common and professional method.
Maintaining Your Reference Network
The relationship with your professional references does not end once you submit their contact information to the employer. You should immediately follow up with a brief message to confirm that you have shared their details and that they may be contacted soon. This serves as a final reminder and allows them to prepare for the call.
After the reference checks have concluded, send a personalized thank-you note expressing gratitude for their time and effort. Showing this appreciation helps maintain the relationship for future needs. Finally, update your references on the outcome of the job search, whether you were hired or not, which completes the loop and demonstrates professional courtesy.