Professional references are individuals who can attest to your professional history, work ethic, and specific competencies for a potential employer. The standard practice for managing these contacts has evolved, moving away from including them directly on the application document. Preparing a strong roster of contacts and understanding the precise timing for their presentation is a major component of a successful job application. This guide outlines the proper strategy for selecting, preparing, and submitting your professional reference information.
Why References Should Not Be Included on Your Resume
Including reference contact information directly on a resume is an outdated practice. The primary concern is protecting the privacy of the individuals who have agreed to vouch for your qualifications. Listing their private contact details on a document that may be widely distributed exposes them to unnecessary contact and potential spam.
A resume should be a concise marketing document focused exclusively on your qualifications and achievements. Allocating significant space to list names, titles, and contact details detracts from the limited space needed to showcase relevant professional experience and skills. Every line on the resume is valuable and should be dedicated to making the strongest case for an interview.
Hiring managers typically do not check references until after the final interview stage, when they are considering a candidate for an offer. Providing the information too early is premature and grants unnecessary access to your contacts. By withholding the list until requested, you ensure your references are only contacted when the hiring process has narrowed, respecting their time.
Strategic Placement of the “References Available” Statement
Many job seekers wonder if they should include the phrase “References available upon request” at the bottom of their resume. This statement signals that you have a prepared list of contacts ready to be shared. While historically common, many contemporary resumes omit this line entirely because it is universally understood that a candidate will provide references when asked.
Omitting the statement saves one line of space, which can be used for more impactful content about your professional history. If you choose to include the phrase, it should be placed discreetly at the bottom of the resume, below your contact information and experience sections. This confirms your readiness without cluttering the document or taking up space dedicated to your achievements.
Selecting the Best Professional References
Selecting the right people requires careful consideration of their relationship to your professional performance. The strongest references are former direct supervisors or managers who can provide specific, firsthand examples of your work ethic, problem-solving abilities, and contributions. Senior colleagues, clients, or vendors with whom you had a direct working relationship can also offer valuable external perspectives on your professional conduct.
Avoid listing family members, personal friends, or peers who cannot speak directly to your professional competencies in a supervisory capacity. If your job search is confidential, do not list your current supervisor unless you have informed them of your departure plans. Always choose individuals who are enthusiastic about your candidacy and who have witnessed your performance in a role relevant to the position you are seeking.
Compiling and Formatting the Dedicated Reference List
Once you have identified the right individuals, create a separate, dedicated document to compile their information. This reference list should be treated with the same professionalism as your resume and cover letter, ensuring a consistent brand image. The document should be titled clearly and include your name and contact information at the top, matching the header of your resume.
Essential Information to Include
For each contact, a prospective employer needs comprehensive data to facilitate the outreach process. You must provide:
- The person’s full legal name.
- Their current professional job title and company affiliation.
- Their preferred contact methods, including a direct phone number and professional email address.
- A brief, one-sentence description of the relationship, such as “My direct supervisor at [Company Name] from 2018–2021.”
Recommended Formatting and Layout
The formatting of the reference sheet should mirror the visual style of your resume, utilizing the same font, margins, and professional layout. Use a clean, readable font like Calibri or Times New Roman, sized between 10 and 12 points. Present the information clearly in distinct blocks for each reference, ensuring the hiring manager can quickly scan and locate the contact details.
Crucial Reference Etiquette: Asking Permission and Preparation
Obtaining explicit permission before listing someone as a reference is a requirement of professional courtesy. Never assume someone is available or willing to participate without first contacting them directly to confirm their agreement. Contacting them allows you to verify their current job title and contact information, ensuring the data you provide to the employer is accurate.
Once they agree, prepare the reference so they can provide a strong, relevant endorsement. Preparation involves sending them your current resume and the specific job description for the role you are seeking. This context enables them to tailor their comments to the requirements of the position rather than offering a generic recommendation.
Briefly highlight two or three specific achievements or projects you worked on under their supervision that align with the job requirements. This guidance serves as a reminder and ensures they emphasize the most relevant details when contacted by the potential employer. Maintaining open communication with your references demonstrates respect and maximizes the effectiveness of their endorsement.
Submitting Your Reference List: Timing and Delivery
The dedicated reference list should only be submitted when an employer explicitly requests it, which typically occurs after a second-round or final interview. Providing the list too early can overwhelm the hiring manager and indicates a lack of understanding of the standard hiring timeline. The request for references is a positive signal, suggesting the company is moving toward a final hiring decision.
Once the request is made, promptness in delivery is expected, ideally within an hour or two. The reference sheet should be saved as a PDF file to preserve the formatting and ensure it cannot be accidentally altered. Sending the list as an attachment in a professional, brief email confirms your responsiveness and preparedness.
This controlled delivery ensures your references are only contacted at the most opportune moment, confirming the positive impression you have already made. Submitting the document in this manner maintains professionalism throughout the closing stages of the job search.