Choose at least three people who have seen your work up close and will describe it specifically and positively: recent managers first, then colleagues, clients or professors. Ask each of them before you give out their name, send them your resume and the job description, and keep their details on a separate reference page that you hand over when an employer asks.
A reference you have not spoken to is a risk. A reference you have briefed is an advocate.
Key takeaways
- Employers check references late, usually when only a few candidates are left. Being asked for them is a good sign.
- Pick people who supervised you or worked closely with you and can give examples, not people with impressive titles who barely know your work.
- Always ask first, and ask in a way that lets the person say no.
- Brief every reference: the job, your resume, and two or three things you hope they will mention.
- Keep references off your resume. Put them on a separate page in the same style.
- Thank your references and tell them how it turned out.
01
What do employers use references for, and when do they check?
The clearest description comes from the US Office of Personnel Management, which writes hiring guidance for federal agencies. It defines reference checking as an evaluation of an applicant’s past job performance, based on information from people such as supervisors, peers and subordinates who have known and worked with the applicant. According to OPM, it is used to:
- verify the accuracy of what applicants said in resumes, questionnaires and interviews
- predict success by comparing the applicant’s experience with the competencies the job requires
- uncover background information that other steps did not bring out
OPM also describes the usual timing and method. Reference checking is usually done near the end of the selection process, after the field has been narrowed to a few competitors. Most checks are conducted by phone, a structured call takes about 20 minutes, and OPM recommends a minimum of three contacts.
Private employers set their own practices, but the logic carries over. Your references need to know your work well enough to answer detailed questions, and they need to be easy to reach.
A reference check is not the same as a background check. See what shows up on an employment background check for that process.
02
Who should you choose as a reference?
Start from the question a hiring manager will ask: “What was this person like to work with, and how good were they?” Choose people who can answer it with examples.
| Reference | Why they work | Watch for |
|---|---|---|
| A recent direct manager | Saw your results and your habits day to day | Hard to use while your search is confidential |
| A manager from a previous job | Shows a pattern across employers | Details fade after several years, so remind them |
| A senior colleague or project lead | Knows how you work with others | Make clear they did not supervise you |
| A client or customer | Speaks to service, reliability and results | Check that your employer’s rules allow it |
| A professor, advisor or internship supervisor | Best choice for students and recent graduates | Pick someone who knows your work, not just your grade |
| Someone you managed | Useful when the job involves leading people | Use alongside a manager, not in place of one |
Do not list family members or friends who have never worked with you. Do not list anyone you have not asked.
If you cannot use your current manager because your search is private, say so. Offer a former manager, a colleague who has left the company or a client, and tell the recruiter that your current employer can be contacted once you have an offer.
03
How do you ask someone to be a reference?
Purdue’s Online Writing Lab puts the rule in capital letters: you should always contact your references before including them on a reference sheet. Asking also tells you something. A quick, warm yes is what you want. Hesitation means you should choose someone else.
- Ask early. Line up your references when you start applying, not on the day an employer wants them.
- Ask for a strong reference. “Would you be comfortable giving me a strong reference?” gives the person an easy way to decline.
- Offer to help. Say you will send your resume and the job description.
- Confirm their details. Ask for the title, phone number and email address they want you to use, and when they are hard to reach.
Subject: Would you be a reference for me? Hi [Name], I hope you're doing well. I'm applying for [type of role] positions, and I'd like to list you as a reference. You saw my work on [project or team] more closely than anyone, so your view would mean a lot. Would you be comfortable giving me a strong reference? If the timing is bad or you'd prefer not to, I completely understand. If you're happy to help, I'll send my current resume and a short note on the roles I'm targeting, so you know what an employer might ask about. Please also tell me the best phone number and email address to give them. Thank you, [Your name] [Phone]
04
How do you prepare your references?
Purdue’s advice is to give each reference a copy of your resume and talk to them about the job you are seeking, so they know how best to represent you. Do that in writing so they can find it again.
Hi [Name], Thanks again for agreeing to be a reference. Here is what's happening: Role: [Job title] at [Company] Who may contact you: [recruiter or hiring manager name], probably by phone, around [dates] Why I want it: [one sentence] If it comes up, these are the things I'd most like them to hear about: 1. [Project or result you worked on together] 2. [A skill the job requires, with an example they saw] 3. [How you handled something difficult] My resume and the job description are attached. I'll let you know as soon as I hear anything. [Your name]
Three more habits make a difference:
- Give a heads-up each time. When an employer says it will check references, tell your references that day, with the company name and the job.
- Do not script them. Remind them of facts and let them use their own words. Rehearsed praise sounds rehearsed.
- Rotate if you are applying widely. If the same person is called often, check in before you list them again.
05
How do you format a reference page?
Put references on their own page, with the same header as your resume: your name and contact details at the top. Purdue’s Online Writing Lab lists what to include for each person: name, title or position, department or company, address, telephone number and a brief statement of how you know them. Add an email address as well, so the employer can arrange the call.
[Your name] [City, State] | [Phone] | [Email] REFERENCES [Reference name] [Title], [Company] [City, State] [Phone] | [Email] [Name] was my direct manager at [Company] from [year] to [year]. [Reference name] [Title], [Company] [City, State] [Phone] | [Email] [Name] led the [project] team I worked on for [length of time]. [Reference name] [Title], [Organization] [City, State] [Phone] | [Email] [Name] was my client at [Company] and worked with me on [what].
List the most relevant reference first, and save the page as a PDF. Leave references off the resume itself, along with the line “references available on request.” The space is better used on your experience, as our guide on how to write a resume explains.
06
When do you hand over references, and what happens next?
Give references when you are asked for them. Some application forms require them at the start. Otherwise the request tends to come after interviews, often around the final interview.
- Before you send the page, confirm that each person is available over the next week or two.
- After the checks, thank each reference, whatever the result. Tell them when you accept a job.
- If an employer wants a written document, that is a different request. See how to ask for a letter of recommendation.
- If you left a job on bad terms, plan which references you will use. Can employers find out you were fired covers what a former employer may confirm.
Employers may also run a background check through an outside company. In the United States, the FTC says the employer must tell you and get your written permission before asking a background reporting company to run one.
FAQ
Frequently asked questions
How many references do you need for a job?
Have at least three ready, and a fourth or fifth if you can, so you can choose the best match for each job. OPM’s guidance for federal hiring recommends a minimum of three reference contacts. Use the number the employer asks for when it gives one.
Who should you not use as a reference?
Avoid family members, friends who have never worked with you, anyone who does not know your recent work and anyone you have not asked. Also avoid a person who hesitated when you asked. A lukewarm reference can do more harm than a missing one.
Should you put references on your resume?
No. Keep them on a separate page and provide it when an employer asks. The same goes for the line “references available on request,” which uses space without telling the reader anything.
Do employers actually call references?
Assume they will. OPM’s guidance for federal hiring says most reference checks are conducted by phone, usually near the end of the process when only a few candidates remain. Give numbers your references answer.
What if you cannot use your current manager as a reference?
That is common when your search is confidential. Offer a former manager, a colleague who has left the company or a client, and tell the recruiter that your current employer can be contacted after an offer is made.
When do employers check references?
Usually late. OPM’s guidance says reference checking is usually conducted near the end of the selection process, after the field has been narrowed to a few candidates. Some employers ask for names earlier, on the application form, and may still wait to contact them.
Sources
- US Office of Personnel Management: Reference Checking: what reference checks are for, who is contacted, when and how.
- Purdue Online Writing Lab: Reference Sheets: contacting references first, briefing them and what a reference sheet includes.
- FTC: Employer Background Checks and Your Rights: the written permission an employer needs before a background reporting company runs a check.
Published by Jobbie and last updated on October 6, 2026. This guide is general information for job seekers, not legal, tax or financial advice. Spotted something wrong? Tell us.