Characteristics of a good reference
How to approach a potential reference
References page outline
Sample reference list
Employment letters of recommendation

An employer who is considering you for a job will want to find out more about you by contacting your references.  Checking references is typically the final step before an employer makes an offer and it is one that is most critical.  Thus, it requires careful planning.  Keep in mind that you will want to have references who can provide a strong and most favorable assessment of you.

Here are some characteristics of a good reference:

• Knowledgeable about your work habits, character, special skills and potential
• Enthusiastic about you and your career plans
• Able to give detailed and accurate responses to questions about you as a candidate
• Well respected in their field or in the local community
  
  

How do you approach a potential reference?

First of all, begin early. Professors and former supervisors are busy people, so careful planning and persistent follow-up will be necessary. It is recommended that you secure at least five references. In most situations employers will request the contact information of three but in some cases up to five.
Supervisors from current or past places of employment will be very important. They can communicate your work habits, skills, accomplishments and professionalism. In addition to supervisors, professors as well as current and former co-workers may also serve as references, but priority should be given to supervisors.  Coaches and student organization advisers may also serve as references if you have difficulty securing professional ones. Again, it is important to remember that whomever you choose your references should able to speak to your accomplishments, character, skills and career interests. 
Being mindful of the following points will help guide you through the process of asking someone to serve as a reference:

• Get their permission
• Give them plenty of advance notice, at least four to six weeks is recommended
• Make appointments with your references to share your immediate and long-range goals
• Brief them on your background and types of jobs you are seeking
• Provide them with a resume to highlight your specific accomplishments and experiences
• Send a follow-up thank you note reiterating key points of your discussion
• When possible, give references advance warning when you know employers will be contacting them
• Keep them informed of the specific positions you are seeking and notify them when you accept a position
09/13/2007ng letters of recommendation for graduate school, be sure to consult our Obtaining Recommendations for Graduate School.


References page outline

In preparation for the job search, place references on a separate sheet according to the format below using the same paper and font style used for your resume:

References For (Your Name)
Your address, phone and e-mail
(format the top of your reference page like the top of your resume)
Their Name
Title
Business Address
Phone Number (preferably work)
E-mail address (if available)


Sample Reference List

You should list your strongest references first. Employers typically contact references by phone. They are usually requested after a second or final interview, but keep a current list on hand at all times. If you develop a good professional relationship with your references, they will gladly assist you in your search.

Employment Letters of Recommendation

Some employers may request letters of recommendation from your references.  When leaving a position you should always ask for a letter of recommendation from your manager.  Doing so will allow you to keep written documentation of your employment experiences even as your references move on to other places of employment. It is important that you maintain correspondence with your references as you will likely need your recommendation letters updated periodically. 
When you ask for a recommendation letter you should be very open about asking for one that is very positive and will reflect favorably upon your strengths.  If your reference needs some guidance on how to write the letter, offer some. The following template should be helpful.


Salutation

Paragraph 1

The opening paragraph explains the context in which the employer knows the candidate, including why they are qualified to write the recommendation.

Paragraph 2

The next paragraph highlights specific achievements of the candidate, including significant projects and notable contributions.  The recommender may also elaborate about the background and training of the candidate. 

Paragraph 3

Paragraph 3 draws the connection between the candidate’s skills and background and the industry or specific job being applied for. (In many situations you may request one letter of recommendation which may be used for similar positions; in other situations the recommender might be comfortable writing a tailored letter for one or more specific positions.)

Summary

The summary clearly states that the candidate is highly recommended for the position and hones in on the key reasons why.

Conclusion

The conclusion states the offer to provide more information and the recommender’s contact information.

Final Steps

Once your recommender completes the letter of reference ask for a copy and explain that you will be sending it along with your application materials when you apply for positions.  Don’t forget to send your recommender a thank you note expressing your appreciation for their time.