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A reference list for employment is a separate document naming people who can speak about your work, skills, or work style. Prepare one before you need it, but send it only when an employer asks—or when the application instructions say to include it. Ask every reference’s permission before sharing their contact information.
What is an employment reference list?
An employment reference list, also called a reference sheet or reference page, gives a prospective employer contact details for people who can describe your experience and qualifications. References may be former or current supervisors, coworkers, clients, academic contacts, or people who supervised your volunteer work. CareerOneStop explains the different types of references and notes that employment references generally carry more weight than personal references: CareerOneStop’s guidance on references.
Keep the sheet separate from your résumé unless the employer specifically requests otherwise. Have a current copy ready so you can provide it promptly when asked. University career-service guidance from USF Career Services and the University of Toronto Mississauga Career Centre likewise treats references as a supporting document and advises following the instructions for the position.
Sample employment reference list
Use this structure as a starting point. Replace the bracketed text with your information, and include only contact details your references have agreed to share.
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[Applicant name]
[Phone number] | [Email address]
References
[Reference full name]
[Current title], [Organization]
Relationship: [Former supervisor at Organization, colleague, instructor, client, or other accurate relationship]
Phone: [Agreed-upon phone number]
Email: [Agreed-upon email address]
Context: [One short factual sentence about when or how you worked together, if useful.]
Repeat the entry using the same labels and order for each person. The context sentence can help an employer understand the reference’s perspective—for example, that a former supervisor oversaw your work on a particular team. Keep it accurate and brief.
Rank #2
Who should you choose as a reference?
Choose people who know your work in a relevant setting and can give honest, specific examples. A prestigious title alone does not make someone a strong reference if they have little direct knowledge of your work.
- Consider: current or former supervisors, coworkers, clients, academic instructors or advisers, mentors, and volunteer supervisors, depending on the role and your experience.
- Prioritize relevance and firsthand knowledge: think about how closely the person observed your work, how recently you worked together, and whether they can describe useful examples.
- Check willingness and availability: a suitable contact must also be willing to respond if contacted.
- Use personal references only when appropriate: CareerOneStop advises against relying on close friends or family for employment references when more relevant professional or academic contacts are available.
Ask permission and prepare each reference
Ask before putting anyone on your list. CareerOneStop’s guidance is direct: contact the person to ask whether they are willing to be a reference before giving their name to a potential employer. Confirm which contact method they prefer, what number or email address they consent to share, and when they are generally available.
Give each reference enough context to speak to the opportunity. Share the role or job description and, if useful, your up-to-date résumé. Let them know when an employer may reach out. Afterward, thank them and tell them the outcome.
How many references should you provide?
Follow the employer’s requested number first. Recommendations differ: USF Career Services suggests three to five references when requested unless the employer says otherwise, while University of Victoria Career Services says candidates typically include three or four with a CV. These are examples of guidance, not a universal requirement or a measured standard. If no count is specified, use a reasonable set of people who can speak meaningfully to your qualifications rather than padding the list.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.When and how should you send the reference sheet?
Keep the reference sheet ready, but do not automatically attach it to every résumé or application. Send it when the posting, application form, or recruiter requests it, and use the requested format and timing. If an employer provides a form or asks for particular fields, use that instead of your own layout.
Make the sheet visually consistent with your résumé and cover letter: use a matching header and typeface, put your name on the document, and keep each entry easy to scan. Before sending, check spelling, titles, organization names, email addresses, and phone numbers. A mailing or street address is not uniformly required; follow the employer’s form rather than adding extra personal details by default.
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