Referees: how to choose and prepare them

You’re applying for work. Perhaps you’re seeking a career change or promotion. You may be returning to work after a break or wanting to enter a new sector or industry.

No matter what your reason, hunting for a job often involves being asked for references.

This expert article gives tips on choosing the right referees. It also gives tips on how to handle your referees, so you don’t put them in an awkward position.

How important are referees?

Choosing a referee is a vital part of your job hunt. You may perform at the top level in an interview and even be the prospective employer’s #1 choice, but if your references aren’t up to scratch you might not be offered the position.

This is why choosing the best referees is paramount. You don’t want to be caught having a referee who barely knows you or can’t speak with 100% confidence about your skills (hard and soft), experience and personal attributes.

How many referees do I need to present?

Often the job description or job ad will let you know how many referees are wanted. It’s typically 2.

If you’re being proactive and presenting referees – even if not required to do so – aim for the strongest possible.

How do I choose the best referees?

The most logical referee is someone you’ve worked for directly and closely with. This is a who can sing your praises and be specific about you as an employee or contractor.

It can be your existing employer for sure, but if they don’t know you’re in the marketplace then this won’t be possible. It might not also be possible if you’re leaving your current job because you clash with your employer. Using referees in these cases may put you at risk of receiving negative comments or feedback.

In these cases, choose someone you’ve worked with previously and got along well with. Ideally, this should be a supervisor, line manager or a direct report. These should be people you can count on to talk positively about your skills and other attributes. This includes your ability to work with others, reliability and professional approach. If required, you can also select to have a trusted colleague you current work with as a referee.

If you don’t have a lot of experience in full-time employment, ask a teacher, lecturer or tutor to be a reference. You can also use people you’ve volunteered with, or people you’ve worked for on a temporary or part-time basis.

Who shouldn’t I choose to be a reference?

Do not use a friend, family member or neighbour as a referee. Potential employers will see them as biased.

How do I ask someone to be a referee?

This is super important. First, make sure you ASK. No referee likes to be caught off guard with a phone call telling them they’ve been listed for a reference when they don’t know they have.

When asking, email or call the potential referee and:

• explain you’re looking for work
• explain why you’re looking for work
• ask if they will be a referee for any jobs that come up (or one you’re applying for)
• ask for their preferred contact details for prospective employers
• confirm you’ll keep them up-to-date each time you apply for a job and name them as a referee
• thank them for agreeing to be a reference.

Briefing referees

It’s essential to update your referees every time you use them. This is best by email, since it’s efficient (then follow up with a quick phone call telling them you’ve sent an email).

Briefing a referee means providing them with succinct information. This includes:

• the position title
• a brief summary of the role or – even better – the job description
• the name of the organisation you’re applying to work for
• the key attributes and skills being advertised
• a couple of sentences about what the organisation does
• the name of the person who will conduct the reference check (if possible).

See an example email below.

Example email to a referee

Hello xx

Thank you for offering to be a referee as I continue my search for meaningful work. I am writing to let you know that I have been selected for an interview for a position and have included your name as a reference.

The position title is Senior Marketing Manager.

The role is head of a small marketing team. I would be responsible for strategic planning and implementation of multi-faceted marketing plans to drive new business and major change initiatives.

The organisation is a small, national not-for-profit called xx. The organisation is expanding and needs to broaden its client base and build new business. Its core function is to support children and young people who are facing terminal illnesses. Fundraising is a big part of the job.

My interview will be held on xx so you may hear from the organisation after that for a reference. In the meantime, I have attached the job specifications for your information.

Again, many thanks for being a referee. And do not hesitate to contact me on [add best number] if you have any questions.

Regards,

[add your name]

Final tips

• Never include a referee name and contact details without first getting their permission. It could cause them embarrassment if they get a call and haven’t a clue what’s going on. this will only make you look unprofessional for not following protocol. It will also make you look unorganised.
• Always brief a referee each time you submit a new job application so they can prepare.
• Always thank a referee who has been contacted by a prospective employer, for their time and effort.
• Keep your list of referee details up-to-date. Providing incorrect contact details will do no more than frustrate the person who is conducting the referee check.
• Don’t use a friend, family member, partner or neighbour as a reference as they won’t be accepted.

Learn more

References: do’s and don’ts

How to write a winning resume

Top 22 interview questions and sample answers