Selecting the right professional references can directly influence a hiring decision. While a strong resume and successful interviews get you to the final stages, endorsements from your contacts serve as validation for a potential employer. The people you select provide third-party verification of your skills and professional history. A strategic approach to choosing these individuals can strengthen your candidacy.
What is a Professional Reference?
A professional reference is a person who can objectively attest to your qualifications, work habits, and on-the-job performance based on direct experience. Hiring managers use these conversations to verify the information you provided in your resume and interviews. They seek to understand your specific contributions to projects, your ability to collaborate, and your overall reliability. This helps them gain a clearer picture of how you operate in a professional setting.
A reference check is a tool for gathering specific evidence about your past performance. Employers will ask targeted questions about your strengths, areas for development, and your reasons for leaving a previous role. They are looking for consistent stories and concrete examples that align with the claims you have made. Unlike a personal reference, who might speak to your character in general terms, a professional reference provides context directly related to the workplace.
Who to Ask to Be a Professional Reference
Former Managers or Supervisors
Individuals who have directly managed you are often the most impactful references. They can speak about your role, responsibilities, and accomplishments with authority. A former manager can confirm your job title, dates of employment, and provide specific examples of your performance. Their perspective offers a direct assessment of your work quality and professional conduct.
When speaking with a potential employer, a former supervisor can discuss your ability to meet deadlines, the complexity of the projects you handled, and how you responded to feedback and workplace challenges. They can offer a holistic view of your contributions, including both your technical skills and your interpersonal abilities. This type of reference provides a comprehensive endorsement that covers the full scope of your employment and performance.
Current or Former Colleagues
Colleagues you have worked with closely can offer a different but equally valuable perspective on your capabilities. They can provide a ground-level view of your teamwork and collaboration style. A peer can attest to your reliability in day-to-day tasks, your willingness to support other team members, and your problem-solving approach during collaborative projects.
This type of reference is useful for highlighting your interpersonal skills. A former teammate can share specific instances of how you communicate, handle disagreements, or contribute to a positive team environment. This peer-to-peer validation demonstrates to a potential employer that you are a cooperative and effective member of a team.
Mentors or Advisors
A mentor or professional advisor can speak to your capacity for growth and your commitment to professional development. They have insight into your ambitions, your ability to receive and implement constructive feedback, and your long-term career goals. This perspective shows a potential employer that you are a proactive and coachable individual who is invested in your own improvement.
Clients or Customers
For roles that are client-facing, a reference from a former client or customer can be exceptionally persuasive. These individuals provide an external perspective on your professionalism and ability to deliver results. A satisfied client can confirm your ability to manage accounts, understand customer needs, and maintain positive business relationships. This is also a primary reference for freelancers, who should select clients that can speak to their expertise and project management skills.
Professors or Academic Advisors
For recent graduates or those with limited professional experience, professors and academic advisors are an excellent choice for a reference. They can speak to your intellectual curiosity, discipline, and subject matter expertise. An academic reference can attest to your ability to handle rigorous coursework, meet deadlines, and grasp complex concepts, making them a suitable alternative when a lengthy work history is not available.
Volunteer Coordinators
If your paid work experience is sparse, a volunteer coordinator or the manager of an organization where you have volunteered can serve as a strong reference. This person can vouch for your commitment, reliability, and work ethic in a non-traditional setting. It demonstrates a willingness to contribute and take on responsibility, which are transferable qualities that employers look for.
Who You Should Not Ask
Choosing the wrong person to serve as a reference can undermine your credibility. Family members and friends should never be used as professional references. Their personal connection to you creates an inherent bias that hiring managers will immediately discount. Their endorsement lacks the professional context needed to be valuable.
You should also avoid asking anyone who cannot speak positively about your work performance, including a manager from a job you left on poor terms. If you must use a reference from that company, consider asking a different manager, a senior colleague, or a contact from a cross-functional team who can speak positively about your contributions. A lukewarm or negative reference is worse than no reference at all and can jeopardize your candidacy.
Similarly, avoid selecting someone who is unaware of your recent work or accomplishments. A reference who has not worked with you for many years may not be able to provide relevant or specific examples of your current abilities. The most effective references are those who have recent, direct knowledge of the skills and experiences you are highlighting for the new role.
How to Ask Someone to Be a Reference
Always ask for permission before providing their name and contact information to a potential employer. An unexpected call can put your contact in an awkward position and may result in a less-than-enthusiastic endorsement. A simple email or phone call to request their participation shows respect for their time.
Once someone has agreed, it is your responsibility to equip them with the necessary information to provide a strong recommendation. Send them an updated copy of your resume and the job description for the position you are targeting. This context allows them to tailor their comments to the specific requirements of the role. Highlighting a few key accomplishments or skills you want them to emphasize can also help guide the conversation effectively.
Finally, keep your references informed about your progress in the job search. Give them a heads-up when you have reached the final stages of an interview process and expect they may be contacted. After they have been contacted, it is a professional courtesy to send a thank-you note expressing your appreciation for their time and support, regardless of the hiring outcome.
Handling Employment Gaps
For those re-entering the workforce after a significant gap, it is acceptable to use references from positions held before the break, especially if they were long-term roles. You can supplement these with contacts from any volunteer work, freelance projects, or continuing education undertaken during your time away. The key is to demonstrate continued engagement and reliability.