Who should you choose as a job reference?

Choose someone with direct knowledge of your work. Former managers, close colleagues, clients, internship supervisors and teachers are among the possibilities identified by Career.io. Match the person to the work involved in your next role.

A professional reference is someone an employer can contact about your qualifications. The University of Washington distinguishes this contact list from a written recommendation and advises choosing people who know your strengths and experience. Read its reference guidance.

Make a shortlist with evidence beside each name

• Write the project or responsibility this person observed.
• Identify the skill it demonstrates for the new position.
• Check whether you can explain your working relationship clearly.
• Ask whether they would feel comfortable giving a positive reference.

Hypothetical example: you are moving from a small online shop into customer support. Consider the supervisor who reviewed your replies and handled escalations with you. Ask them about discussing that work, rather than choosing a senior executive who barely knows you.

For a first job, consider a tutor or volunteer supervisor who has observed relevant responsibilities. Use the guide to finding a job without experience to organize the examples you want to discuss.

Do you need a reference or a recommendation letter?

Check the employer's wording before asking anyone to write a document. A references list identifies people who can discuss your qualifications. A recommendation letter supports a particular application. The University of Washington explains the distinction and notes that someone on your list does not necessarily need to supply a letter.

Use a simple clarification: “Would you like contact details for people you can speak to, or a written recommendation?” Save the answer with the application. Follow the stated format instead of sending several documents just in case.

If a letter is required, share the recommendation letter guide with the writer if useful. Agree who will send it and where it should go.

How do you write a reference request email?

Include the role, your reason for asking this person and a clear choice to accept or decline. Career.io recommends asking politely and allowing a refusal. It also identifies email as an option that gives the recipient time to consider the request. See its request guidance.

Reference email template

This is an editable template, not an account of a real application. Replace the brackets and remove anything that does not fit your relationship.

Subject: Reference request for my [job title] application

Hi [name],

I'm applying for a [job title] position at [organization]. Would you be comfortable being a professional reference for me?

I'm asking because you worked closely with me on [specific responsibility or project]. The position involves [relevant work], so your perspective on that experience would be useful.

If you agree, I'll send my current resume, the job description and any confirmed timing. If you cannot help at the moment, I understand.

Thank you for considering it, [your name]

If you already speak regularly

Keep the opening shorter: “I'm applying for [role]. Would you be comfortable discussing our work on [project] as a reference?” Wait for an answer before sending contact details to the employer.

For a former manager reference, name the team or assignment you shared. Avoid asking them to endorse responsibilities they did not supervise. If the answer is hesitant, thank them and approach someone else, consistent with Career.io's advice on handling reluctance.

How far in advance should you ask?

Ask early enough for a considered response. The University of Washington suggests two weeks before an interview or relevant reference deadline. For a recommendation letter, it recommends at least four weeks. Treat these as its planning recommendations, rather than deadlines every employer follows. See the timing advice.

Build your plan around the actual deadline

1. Confirm when the employer needs the information.
2. Send the request with that date clearly stated.
3. Allow time to approach another suitable person.
4. Record who has agreed before preparing the final list.

If the request arrives late, explain that directly: “The recruiter has asked for references by [date]. Would you have time to help? I understand if the notice is too short.” Do not present urgency as a reason they must agree.

If no answer arrives, send a brief reminder and approach another candidate. Do not treat silence as permission. Career.io explicitly advises asking before listing someone as a reference. Permission guidance.

What should you send after someone agrees?

Send your current resume and explain the job. Confirm their current title and contact details, then tell them when you share their information. These are preparation steps recommended by Career.io.

Professional references list template

• Applicant: [your name and position sought].
• Reference: [full name].
• Current position: [confirmed title and organization].
• Relationship: [how you worked together].
• Working period: [accurate dates or period].
• Contact: [email or telephone they agreed to share].

Repeat the entry for each requested reference. Keep your private notes about permission separate from the version you submit. Check the employer's requested number and format before sending.

Give useful context without writing their answer

Hypothetical example: a freelance designer is applying for an in-house role. They ask a previous client to discuss how they handled feedback on a brochure project. Their briefing includes the job description and a reminder of the agreed deliverables.

Use that level of specificity. Invite the person to speak from their own experience. Do not supply invented results or ask them to describe you as a team manager if you worked independently.

The reference check process is the employer's contact with your references to learn more about you, typically after an interview according to the University of Washington. Ask your recruiter when contact is expected, then pass along the confirmed timing.

What if your situation makes asking awkward?

State the constraint clearly and ask for a practical arrangement. Avoid promising a reference before the person agrees. Use the following approaches as suggested wording, not as claims about what every employer will accept.

Your current manager does not know you are leaving

Tell the recruiter: “My current employer is not aware of my search. Could we use a former supervisor at this stage?” Ask when current-employer contact would be required and agree on the next step before providing details.

You have been out of touch

Start with a reminder: “We worked together on [project] when I was [role]. Since then, I have [brief update].” Then make the reference request. For broader preparation after time away, use the guide to returning after a career break.

Your first choice declines

Reply with thanks and move on. Do not ask them to justify the decision. Career.io recommends accepting a refusal graciously and choosing another person. Advice on declined requests.

For future applications, keep in touch through relevant updates about your work. The professional networking guide can help you plan those conversations. Keep each message personal and useful.

How should you follow up afterward?

Close the loop when you know the outcome. Thank the person for their time, whether or not you receive an offer. If your search continues and you may ask again, tell them. Career.io recommends these updates.

A short thank-you message

Hi [name], a quick update on the application: [outcome]. Thank you for agreeing to be a reference and taking the time to support me. [If relevant: My search is continuing, and I'll check with you before sharing your details for another role.]

Keep this message separate from your note to the interviewer. For that communication, use the interview thank-you email guide. If an offer arrives, work through the job offer evaluation guide before deciding.

Finish your preparation this week: select suitable people, personalize the request and record their answers. Prepare the contact list only after permission arrives. Add a reminder to share the outcome so the conversation does not end when you submit their details.