Sending an email with your professional references is often a final step in the interview process. It signals that a company is seriously considering you for the role, and how you handle this request reflects your professionalism. A well-crafted email can reinforce the positive impression you have made, demonstrating your organization, attention to detail, and continued enthusiasm. This communication is an opportunity to show you are efficient and prepared.
What Information to Provide for Each Reference
Before writing the email, gather all the necessary information for each person on your reference list. Providing a complete and accurate list makes the process smoother for the hiring manager. For each reference, you will need to present their full name, their current job title, and the name of the company where they work.
It is also necessary to clarify your professional relationship with each person. Stating whether they were a “Former Manager,” “Direct Report,” or “Senior Colleague” helps the hiring manager understand their perspective on your work. Finally, provide a current email address and a direct phone number for each individual.
How to Structure Your Email
The structure of your email conveys your professionalism and organizational skills. A clear format ensures the hiring manager can easily find what they need. Your subject line should be direct and easily searchable in a crowded inbox. Options like “References for [Job Title] Position” or “Following Up: [Your Name] – References” work well.
If you are replying to an existing email thread where the request was made, continuing that thread is often the best approach. For the salutation, use a formal and respectful greeting, such as “Dear [Hiring Manager Name],” which maintains a professional tone.
The body of the email should begin by clearly stating its purpose. A simple opening like, “As requested, here are my professional references for the [Job Title] role,” immediately sets the context. After listing your references, it is a good practice to briefly reiterate your interest in the position.
For the closing, use a professional sign-off like “Sincerely,” or “Best regards.” Follow this with your full name and contact information, including your phone number and email address. This signature block makes it easy for the hiring manager to get in touch with you if they have any follow-up questions.
Email Template for Sending References
Having a reliable template can remove the stress of drafting the email from scratch and ensure you include all necessary components. The following template is designed for clarity and professionalism, making it easy for the hiring manager to process the information. This example is effective because it is direct, well-organized, and maintains a polite and enthusiastic tone throughout.
Subject: References for [Job Title] – [Your Name]
Dear [Hiring Manager Name],
Thank you again for taking the time to speak with me about the [Job Title] position. I truly enjoyed our conversation and learning more about the team at [Company Name].
As requested, I have provided my list of professional references below.
Reference 1:
[Reference’s Full Name]
[Reference’s Job Title], [Reference’s Company]
Professional Relationship: [e.g., Former Manager]
Email: [Reference’s Email Address]
Phone: [Reference’s Phone Number]
Reference 2:
[Reference’s Full Name]
[Reference’s Job Title], [Reference’s Company]
Professional Relationship: [e.g., Senior Colleague]
Email: [Reference’s Email Address]
Phone: [Reference’s Phone Number]
Reference 3:
[Reference’s Full Name]
[Reference’s Job Title], [Reference’s Company]
Professional Relationship: [e.g., Direct Report]
Email: [Reference’s Email Address]
Phone: [Reference’s Phone Number]
I remain very interested in this opportunity and am happy to provide any additional information you may need.
Best regards,
[Your Name]
[Your Phone Number]
[Your Email Address]
Best Practices Before You Hit Send
Before you send your email, a few final checks can ensure the process concludes professionally. First, contact your references and confirm you are sharing their information. This is a professional courtesy that also prepares them to expect a call or email, allowing them to give a more thoughtful endorsement.
Always proofread your email carefully for any spelling or grammatical errors, as mistakes can detract from the professional image you have built. Sending the email promptly, ideally within 24 hours of the request, demonstrates your efficiency and continued interest.
Finally, include the reference list in the body of the email rather than as a PDF attachment. Including it directly in the body is more convenient for the hiring manager, who can read it immediately without opening a separate file.