You're almost through an application when you reach the references section. You can think of someone who knows your work. You may even have their number. But have you asked whether they're comfortable getting a call about you?

Ask before sharing anyone's contact information. Explain the kind of job you're pursuing, give them room to decline, and send a few useful details after they agree. That makes the request easier for both of you.

You don't need a formal speech. You need someone who can speak honestly about how you work and who knows they might hear from an employer.

Choose someone who has seen you work

A useful reference can describe what you did, how you handled responsibilities, and what it was like to work with you. A recognizable name won't help much if that person barely remembers you.

Think about former supervisors, team leads, coworkers, volunteer coordinators, instructors, or project supervisors. Read the application instructions first. If the employer specifically requests a former manager, a classmate may not meet that requirement.

Consider your relationship, too. Someone who worked closely with you a year ago may offer better examples than a senior leader you met twice. Choose people who can discuss work relevant to the role you're seeking.

If you're applying for your first job

Paid work isn't your only source of references. A teacher who supervised a long project or a coordinator who watched you volunteer may be able to discuss your reliability and teamwork.

Be clear about the relationship. A volunteer supervisor should be listed as a volunteer supervisor, rather than described as your former employer. Avoid relatives or friends unless the employer specifically accepts personal references.

Ask a clear question with room for an honest answer

“Can I put you down?” is short, but it leaves out a lot. Explain what you're applying for and ask whether the person feels comfortable recommending your work. You might write: “Hi Jordan, I'm applying for front desk roles and wondered whether you'd feel comfortable serving as a professional reference. We worked together on scheduling and customer support at the community center. I'd be happy to send my resume and information about the position.”

That gives them context and a real choice. If they're unsure or decline, thank them and ask someone else. You want a willing reference, not someone cornered into saying yes.

Reconnecting after a long time

Start by reminding the person how you know each other. Keep the update brief: “We worked together on the evening team at Northside Market in 2023. Since then, I've completed an office administration course and am applying for reception roles.”

Then make your request. Don't assume the relationship is still fresh just because you remember them well. Offer a reminder of a project you worked on together, without writing their recommendation for them.

Send information that makes the conversation easier

Once someone agrees, share the job description, your current resume, and a short explanation of why the work interests you. Include the employer's name if you know it and any timeline you've been given.

Mention two or three responsibilities they saw you handle. For example: “The position involves scheduling, so our work coordinating weekend coverage may be especially relevant.” You're helping them recall shared experience. You're not asking them to invent praise or repeat a script.

If the role changes while you're applying, send an update. A reference preparing to discuss your warehouse experience may appreciate knowing that the employer is considering you for a training position instead.

Confirm the details before you submit

Ask which email address and phone number they prefer you to share. Check their current job title and organization, and describe where you worked together if that's different from where they work now.

Follow the employer's requested format. A simple reference sheet can include the person's name, title, relationship to you, preferred contact details, and the organization where you worked together.

Keep this sheet separate from your public resume unless the application specifically requests otherwise. You don't need to publish another person's phone number everywhere your resume travels. Share only the information they've agreed you can provide.

Handle a current employer carefully

If your current manager doesn't know you're job searching, pause before listing them. Ask the prospective employer when references are contacted and whether you can provide a former supervisor instead.

You can say: “My current employer isn't aware of my search. Could we use my former supervisor at this stage and discuss any additional reference needs later?” An employer may have its own requirements, so get a clear answer before submitting contact details. Don't assume an application checkbox guarantees that nobody will call. If the instructions are unclear, ask the hiring contact directly.

Give a heads-up and close the loop

When an employer tells you it plans to contact references, let yours know. A brief message works: “Thank you again for agreeing to help. The hiring team at the company we discussed may contact you this week about the customer support position.” Afterward, thank them whether or not you get the job. If your search continues, check before using their information for additional applications, especially if some time has passed or the roles are quite different.

You can also update them when you've accepted a position. People who support your search usually appreciate knowing how it turned out.

What if you can't find enough references?

Start by checking the exact requirement. The employer may want a certain number of professional references, or it may allow a mix. Ask about acceptable alternatives rather than filling a field with someone who doesn't qualify.

Think through short projects, part-time work, community activities, training programs, and volunteer assignments. Don't invent a manager or ask someone to pretend they supervised you.

If you're changing fields, our guide to changing careers without starting over can help you connect previous work with your next role. For your own interview introduction, read how to answer “Tell me about yourself”.

Get your references ready before the next application

Choose a person, ask permission, and confirm how they'd like to be contacted. Doing that now gives them time to respond and gives you one less thing to scramble for later.

Ready to look for your next opportunity?

Browse jobs on MyCareers and review each employer's application instructions before submitting your references.