How to select and approach the right professional referees

A job offer often feels certain until the final stage. At this point, a recruiter or hiring manager will ask for a list of referees. They will call these individuals to verify your experience, your character, and your ability to handle specific tasks. If your referees are unprepared, or if they cannot provide specific examples of your work, the momentum of your application can stall.

Many people make the mistake of simply listing the most senior person they know. While a high-ranking director carries weight, their testimony is less valuable if they have never actually seen your work or managed your daily output. A referee is not just a name on a page; they are a witness to your professional competence.

Prioritise direct observation over seniority

When selecting your list, the most important factor is how closely the person worked with you. A former manager who supervised your projects daily is almost always a better choice than a CEO who knows you only by reputation. Recruiters look for evidence of specific skills, such as how you handle deadlines, how you collaborate in a team, or how you respond to criticism.

A senior executive might be able to say that you are a person of high integrity, but a direct supervisor can say that you successfully managed a budget of fifty thousand pounds or that you resolved a technical error under pressure. The latter is much more convincing to a hiring manager.

If you are early in your career, a former teacher or a mentor can serve this purpose. If you are an experienced professional, aim for a mix. Having one former direct manager and one peer or client provides a well-rounded view of your professional behaviour. This variety shows that you can work effectively in different hierarchical structures.

Ask permission before you share contact details

Never include a person's name and phone number on a CV or a formal application without asking them first. This is a matter of professional courtesy, but it is also a practical necessity. If a recruiter calls a referee who was not expecting the call, the referee may be caught off guard. They might struggle to remember the specifics of your tenure or may not have the time to speak properly.

When you ask someone to be a referee, do so via a formal email or a scheduled call. Do not send a quick text message. You need to ensure they are comfortable with the request and that they feel they can provide a positive recommendation. It is perfectly acceptable for someone to decline. If they seem hesitant, it is better to find someone else than to have a lukewarm or confused reference.

Once they agree, provide them with the context of your job search. Tell them what kind of roles you are applying for and which companies are interested. This allows them to tailor their comments to the specific requirements of the position.

Prepare your referees for the call

Once you have secured your referees, your job is not finished. You must help them help you. A common problem is that referees often forget the details of a person's achievements once they have left a company. You can prevent this by sending them a brief summary of your recent work and the job description of the role you are pursuing.

Send a follow-up email once you know a recruiter is about to make contact. In this email, remind them of the dates you worked together and highlight two or three key projects you completed during that time. This acts as a prompt, ensuring that when the phone rings, they have your best achievements fresh in their minds.

If you are applying for a role that requires a specific technical skill, tell your referee. For example, if the new job requires heavy use of a particular software, remind them of the time you used that software to solve a problem in your previous role. This ensures their testimony is relevant and impactful.

Manage the logistics of the reference check

Different industries and countries have different norms regarding reference checks. In some regions, companies only confirm dates of employment and job titles to avoid legal complications. In others, detailed character references are standard. It is worth checking the local professional norms in the city where you are applying.

Always ensure the contact information you provide is current. A dead phone number or an old email address creates friction in the hiring process and can make you appear disorganized. If a referee is moving house or changing their professional email, update your records immediately.

Finally, always thank your referees once the process is complete, regardless of whether you get the job. They have invested their time and reputation in your career. Maintaining these relationships is vital, as you may need to approach them again in several years.

Things to try this week

• Review your current list of professional contacts and identify three people who can speak specifically about your work habits.
• Send a polite email to a former manager to ask if they would be willing to act as a referee for future applications.
• Create a short document for your own records that lists your key achievements and the dates of your previous roles to share with referees.
• Check the contact details of your most recent supervisors to ensure their phone numbers and email addresses are still correct.