Choose And Manage Your Professional References is a key focus of this guide. References seem like a minor part of the job search until they are not. I have seen offers rescinded because of what a reference said, and I have seen candidates lose to a competitor because their reference gave a lukewarm response to a direct question. Your references are one of the few parts of the hiring process you can prepare and manage in advance. Here is how to do that well.
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Who to choose as a reference
The strongest references are former managers who supervised you directly and can speak to your specific performance, your growth, and the impact you had on the team. These are the references hiring managers ask for and weight most heavily. A peer reference is valuable but secondary. A personal character reference is rarely relevant unless specifically requested.
Choose people who are enthusiastic about you, not just neutral. The difference between a reference who says ‘Yes, she was a solid performer’ and one who says ‘She is one of the best hires I have ever made and I would hire her again tomorrow without hesitation’ is enormous. You should know before you list someone which kind of reference they will give.
If you do not have a former manager you can use, consider other supervisors: a client you worked closely with, a professor who knew your work well, a mentor who can speak to your professional capabilities, or a skip-level manager who can vouch for your contributions.
How to ask someone to be a reference
Ask before you list them. This sounds obvious but is regularly overlooked. Surprising someone with a reference call they were not expecting is awkward for them and risky for you.
When you ask, be specific. Tell them what role you are applying for, what skills you hope they can speak to, and roughly when the call might come. Give them the option to say no without awkwardness: ‘I wanted to ask if you would be comfortable serving as a reference for this type of role. I completely understand if the timing is not right or if you would prefer not to.’
The people who agree to be references for you with genuine enthusiasm are the people to list. Someone who agrees but seems reluctant or distracted during the conversation is a risk. Better to have a smaller list of strong advocates than a longer list with one uncertain element.
How to prepare your references
Once someone agrees to be a reference, brief them. Tell them what job you are applying for, what the role requires, and which of your experiences or skills you would most like them to highlight. Send them your current resume so they have context for what you have been doing since you last worked together.
This preparation serves two purposes. It ensures they are telling a coherent story that aligns with how you are presenting yourself to the employer. And it makes their job easier, because a reference who has been briefed can give specific, relevant answers rather than fumbling to remember the details of your work.
Also let them know when they should expect to be contacted. A reference who receives an unexpected call and has to say ‘I actually was not sure I was listed for this role’ is not giving you the strong opening impression you need.
Managing your reference list over a long search
If your job search extends over several months, check in with your references periodically. Let them know how the search is going, what roles you have applied to, and whether they have been contacted. People’s schedules and situations change, and you want to know early if someone is no longer able to serve as a reference.
Also diversify your list. Three to four references is the standard, and they should represent different contexts if possible: a former manager, a peer at the same level, and ideally someone who can speak to your most recent work. If all of your references are from a job ten years ago, that is a red flag to a hiring manager.
After a reference call happens, send a quick thank you note to the person who took the call. Let them know you appreciate their time and keep them updated on the outcome. Maintaining that relationship even after the immediate need is passed is both professionally gracious and practically important for future searches.
Red flags that will hurt you
A reference who gives vague answers to direct questions is almost as damaging as a bad reference. ‘He was a reliable employee’ in response to ‘Was he one of the top performers on your team?’ is not a glowing endorsement. If someone cannot speak enthusiastically to your specific performance, they probably should not be a reference.
Former managers who left the company on difficult terms, who were themselves terminated, or with whom you had a conflict are high-risk references regardless of what they might say. Even if they agree to give you a positive reference, their credibility as a source is compromised.
Also be aware that employers sometimes call people beyond your listed references. They may contact a former colleague they know through their own network, or someone who appears on your LinkedIn connections. The people you have not listed as references should also not have anything negative to say.
When references come up in the process
Most employers ask for references near the end of the process, typically after a final interview and before the offer is formally made. Providing references too early is not necessary and can come across as eager in a way that weakens your negotiating position.
Have your reference list formatted and ready to send quickly when it is requested. A clean document with each reference’s full name, their relationship to you, their current title and company, their phone number and email address, and a one-sentence note on what they can speak to is professional and easy for the hiring team to use.
If an employer asks for references earlier in the process than expected, you can politely ask whether you can provide them after you have had a chance to speak further with the team. In most cases that is a reasonable request, but read the room. Some companies have standard processes that are not worth pushing back on.
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Frequently Asked Questions
How many references should I have?
Three to four is standard. More than five is rarely necessary and can actually signal a lack of confidence in your existing references, as if you are hoping that volume compensates for quality.
Should I put ‘references available upon request’ on my resume?
No. This phrase was standard practice decades ago and is now considered redundant. Employers assume you can provide references. List them on a separate document and share when asked.
What if a former manager gives a bad reference?
If you suspect a reference might be harmful, stop using them and find a replacement. You can also have a trusted colleague call the reference posing as a prospective employer to hear what is being said. Some professionals also use reference checking services for this purpose.
Can a current employer be listed as a reference?
Usually not, unless you are open about your job search with your current employer. Most candidates specifically exclude current employers from their reference lists for obvious reasons.