Picture this: you’re putting together an application for your dream job, fine-tuning your resume and proofreading your cover letter. Before you send your documents off to the hiring manager, you know it’s time to ask some people if they’ll be your references.
But you aren’t sure who would be the best reference, and if you do, you might not know how to ask if they’re willing to vouch for you. Fortunately, the people you’re thinking of asking likely know you and your skills well from past experiences, meaning they’d be happy to help you take the next step in your career path.
And sending a polite, well-worded reference request email is the launching pad you need to line up a list of references that will make a favorable impression on potential employers. Let’s explore how to write one that empowers you to land the next job you want.
What’s a reference?
A reference is a person or contact you share with a potential employer who can speak to your professional experience.
Anyone can talk up their own accomplishments, but your references provide proof that what you say about yourself on your resume is true. In addition to confirming the information in your resume, your reference can also offer insight into your past performance and predict your ability to take on the new role.
Their word becomes a powerful endorsement, assuring your prospective employer that they’re making the right decision in extending a job offer — or persuading them to go with another candidate.
When should I ask someone to be a reference?
The best time to ask someone to be a professional reference is when you don’t need one.
Acting as a reference is a serious role for many people. Most of your options — including your current or former boss — won’t appreciate a last-minute call or reference letter request. It’s best to arrange your references as soon as you start your job search so everyone has plenty of time to decide what to say and prepare for questions.
The importance of choosing the right references
Survey data from global staffing firm Accountemps suggests that one in three candidates are removed from consideration following reference checks. Such an evaluation almost always includes information about your previous employment, experience in past roles, and more. And a strong reference might be what you need to tip the scales in your favor against other strong applicants.
Employers want to get as much information from your references as possible. Because it’s a hiring manager’s job to offer the job to the strongest candidate, you need a reference who can attest to the stellar person and employee you are.
The hiring process is all about giving potential employers a chance to get to know you better. Positive comments from a good reference can help you stand out and improve your chances of locking down your desired position. Your reference can help you land the job by enthusiastically discussing your:
Who should I ask to be a reference?
Typically, a potential employer would like to hear from a boss or immediate supervisor at your most recent place of work. In some cases, they might also appreciate hearing from someone you worked cross-functionally with. They trust these types of references to paint a reliable and compelling picture of you as an applicant because they can speak to your current skills, work ethic, and character. However, if your current job doesn’t know you’re leaving and you aren’t ready to tell them, you also have other options.
Trusted co-workers and happy past clients can also describe what it’s like to work with you. These are also great options if you didn’t have the best experience at your last job and aren’t sure if management will be honest or objective. Whatever the case may be, you want to ask someone who thinks highly of you and steer clear of those with negative impressions.
If you’ve just completed your education, you likely don’t have many professional references. To fill this gap, consider seeking an academic or character reference from a professor you worked well with, someone who’s mentored you in your chosen field, or a person you’ve done volunteer work with.
Wondering how to ask a professor to be a reference by email? Treat them just as you would a professional colleague — kindly and courteously.
How to ask for a reference by email
Asking for a reference involves more than just making your request known — your message must be clear, courteous, and consider the other person’s needs.
Here are eight tips for asking someone to be your reference via email:
- Choose someone you believe will respond favorably to the request: If you’re asking someone you didn’t work with very closely, the probably won’t be the strongest reference. Make sure your list of potential referees includes people who can truly vouch for your work ethic.
- Use a clear, simple subject line and be direct in the email’s body: Don’t cloud the request with unnecessary information.
- Always ask the person for permission before you add them to your list of references: Surprise phone calls and emails reflect poorly on you and may negatively affect your relationship with your potential reference.
- Make sure they’re a good reference: If they can’t right now (or don’t want to), always give them the option to decline your request.
- Provide your reference with all the information they need: Send them an updated resume, the company’s name, and the job description of the role you’re applying for. This is especially important if it’s been a while since you last worked together, and they need an update on where you are now.
- Include your contact information in the reference request email: Your potential reference might have questions or need additional information before agreeing.
- Notify your reference whenever you share your list of references with an employer: This way, they know to expect a phone call or email asking for a reference.
- Express your gratitude: Don’t forget to send a thank-you email for the reference’s contributions each time you kickstart a new round of job searching.
How to write a reference request email
Now that you know what to say, it’s time to write that email. Here are a few solid tips for formatting each section:
- Subject line: Keep this part simple. Consider something like “Reference request: [your name]” or “Would you provide me with a reference?” You can be a tad more informal if you know the referee well.
- Opening line: Use the opening line of your email to soften your request by letting the recipient know you value their opinion. And if you need to remind them who you are, this is the perfect place to do so.
- Email body: Use this space to clearly articulate your request for a reference and provide some details about the new company and role.
- Conclusion: Let your potential reference know when someone might get in touch with them, ask their permission to include them as a reference, and thank them for taking the time to read your email.
Reference request email examples
As you’ll see in the following reference email examples, it’s best to keep your message short, sweet, and to the point — this is respectful of the recipient’s time. With that in mind, here are a couple of reference email templates.
These concise yet effective reference request email templates can help you shake off writer’s block and craft the perfect message. Feel free to change as much or as little as you’d like.
Asking a colleague or manager
Dear [recipient’s name],
I hope you’re well!
I’m currently seeking employment for my next role and am writing to ask if you’d be comfortable providing a reference for me. Having worked with you for several years at [company], I believe you can provide potential employers with information about my skills and character that will improve my chances of being awarded the job.
I’ve attached my current resume. Please let me know if you need any additional information about my qualifications and, if you’re willing, what contact information I should provide for you. If this isn’t a good time, or if you aren’t comfortable providing a reference, please let me know. Thank you so much for your consideration.
Kind regards,
[Your name]
[Your contact information]
Asking a teacher or mentor
Dear [teacher or mentor’s name]
I hope all is well.
I am a former student from your [subject] class at [institution] in [time frame]. I was recently asked to provide academic references for [job or internship opportunity] and wanted to reach out to see if you’d be willing to contribute. I thought you’d be a fitting person to ask, as I truly enjoyed my time in your class and the material I had the opportunity to study, and I learned a great deal from you.
The deadline to turn in references is [deadline].
Please let me know whether you’d be willing to provide a reference. If you need any additional details from me, I’m happy to provide them.
Thank you in advance for your time.
Best,
[Your name]
[Your contact information]
References are the secret to job hunting success
A good reference is someone who can vouch for your competency and character. Because references have the power to make or break your job search, you need to be sure you ask the right people in the right way, giving them all the information they need to provide a stellar report to your prospective employer.
With a little confidence and guidance from a reference request email template or two, you can put together a great list of references that will give you the boost you need to finally land your dream job.
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