Follow the employer’s instructions about when and how to provide references. Before sharing anyone’s name or contact details, get their permission, confirm their preferred contact information, and give them context about the role. Keep a separate reference list ready; send it with your application only when requested.
When should you provide job references?
Check the job posting and application for the timing and format. An employer may ask for references in an online application, request a separate attachment, or ask later in the hiring process. Use the form and timing the employer specifies rather than sending extra personal information with an unsolicited résumé. Purdue OWL describes requests appearing on company forms or as an addendum, and the University of Texas at Austin notes that references may be submitted in a document or online application.
A reference is someone an employer may contact to ask about your work, skills, or conduct. It is different from a recommendation letter, which is a written endorsement. Follow the employer’s request for contact details or a letter; do not substitute one for the other without checking.
Who should you choose?
Choose people who know your work or performance well and can speak to qualities relevant to the role. Former supervisors are often useful, but the best choice depends on your experience and the employer’s rules.
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- Employment references: Former managers or supervisors who observed your work.
- Professional references: Colleagues, clients, or other people who worked with you in a professional setting and can discuss relevant skills.
- Academic references: Instructors or vocational counselors who can speak to your performance, especially if you have limited work history.
- Volunteer or community-work references: Coordinators or supervisors who directly observed meaningful work or responsibilities.
CareerOneStop distinguishes employment, professional, academic, and personal references. It recommends personal references when other types are unavailable. Avoid choosing someone solely because they are close to you: select a person who can give an honest, relevant account, and check whether the employer permits that type of reference.
Ask permission before listing anyone
Contact each potential reference privately before sharing their name or contact details. Ask whether they are willing to serve as a reference and whether they are comfortable with the employer receiving their information. Confirm how they prefer to be contacted and check their current title, organization, email address, and phone number.
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Give the person useful context: send your current résumé and the job description, and explain which skills or experience the role emphasizes. When you know an employer may contact them, tell them which employer and position so they are not surprised. Update them on the outcome and thank them for their time.
What to put on a reference list
Use the fields the employer requests. If a separate list is acceptable, keep it simple and consistent, with one clearly separated entry per person. A general entry can include:
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- Reference’s full name.
- Current job title and organization.
- Your relationship, such as “former supervisor” or “course instructor.”
- Work email and phone number.
You may put your own name and contact details in the page header so the sheet is identifiable. Add details such as how long you have known the person or the dates you worked together only if requested or useful for explaining the relationship. Do not guess at a reference’s current title or include contact details without permission.
Example format:
Name: [Reference name]
Title and organization: [Current title], [Organization]
Relationship: [Former supervisor at Organization, 2022–2024]
Email: [Address]
Phone: [Number]
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Should references go on your résumé?
Usually, keep contact details on a separate list and provide them when an employer asks. Guidance varies: the University of Victoria describes adding references at the end of a résumé or using “References available on request,” while the University of San Francisco advises providing references when requested rather than listing them on the résumé. Purdue OWL also describes an addendum as one possible format. The practical choice is to keep a separate list ready and follow the specific employer’s directions.
There is no universal number of references established by these career-service sources. New Jersey Department of Labor Career Services recommends having four to six professional references available and says most employers will want to talk to three; the University of San Francisco recommends three to five when references are requested. These are local career-office recommendations, not measured industry-wide requirements. Supply the number the employer asks for.
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What if you do not want your current employer contacted?
Do not list your current manager without permission. If an application asks for a current-employer contact before you are ready to disclose your job search, contact the recruiter or hiring representative and ask whether that check can wait. Explain the concern plainly and follow the application’s instructions; no universal timing or confidentiality guarantee applies to every employer.
Quick Recap
A quick checklist before you submit
- Read the posting and application to confirm whether references are needed now or later, and in what format.
- Select people with direct, relevant knowledge of your work or performance.
- Ask each person’s permission and confirm their preferred contact channel and current details.
- Share your résumé and the job description, and alert them when a particular employer may contact them.
- Submit only the information requested, using the employer’s form or an approved separate list.
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