Professional References-Who to Ask?
Plus how & when to ask, and a few things to stop worrying about
Professional references can often cause angst. It’s the final stages of an interview and the stakes are high. You want to impress, but also feel like a burden asking a former colleague for their time.
Here are my general tips to provide the most effective professional references, with a few things to *stop* worrying about.
Professional references are a very standard step in the hiring process. Some companies will ask for references before an offer is extended with the intention of using them as a part of the decision-making process. Other companies will ask for them after an offer, typically with a caveat along the lines of “offer pending completed references and background check.”
Either route – you want to make sure your professional references are expecting the call to speak on your behalf. In my experience, all hiring managers preferred a call over a written professional reference, likely for the obvious reason that a written one could be forged.
If references are a part of the hiring decision, your reference should be prepared to ideally speak about specific aspects of your experience and *why* you’re a great fit for the role. Send them the job description for the role you’re applying to, plus your resume to remind them of your experience-this can be particularly helpful if it’s been a minute since the two of you worked together.
Specifics to Keep in Mind (That Do Matter)
If they managed you directly
Typically companies ask for 2-3 professional references. Out of those, you should aim for at least 1 direct managerial reference. Of course, this might be easier for some people. If you have been at the same company, reporting to the same person, for the past decade, you might be limited in your direct management choices. And of course, you wouldn’t want to give your current manager (prior to giving notice).
If you’re in this boat, I would suggest going to your most recent job prior and contact your direct manager if they are a fit. If that’s not an option, you could always ask someone who you indirectly reported to, who might no longer be with the company anymore. Or perhaps, who you trust to provide said reference confidentially. If none of these options seem to be a fit for you, providing someone at the same level (perhaps in a different department) is a safe bet too!
Can they speak on behalf of your work ethic and production?
As a recruiter I often had candidates request references from me. I always wanted to help as best as I could, but as a recruiter I had limited in-office work with my candidates. Yes, I got to know them on a personal level and developed long term relationships with many, but in terms of working collaboratively towards a project or end goal, I wasn’t the best person to speak on their abilities in that area.
The best professional references are those who have worked directly with you in the past, and can speak to things such as your attention to detail, ability to meet deadlines, leadership qualities, technical and communication skills.
Are you confident that they are a *true* fan of yours?
Hiring managers can read between the lines, if someone doesn’t seem genuine in their remarks, that’s often easily sensed by the receiving end. This can be tricky if maybe your main manager was tough to read, or perhaps you left a company on average or not-so-great terms. When in doubt, I’d recommend you ask someone else. You don’t want to gamble with a job offer if someone isn’t going to be singing your praises!
How long did you work together?
Ideally the most effective professional references are those you have worked with recently, and ideally for a year plus. The year mark is just a general suggestion.
I have worked with some career consultants who struggled in this department, particularly if they naturally change clients every few months. If you didn’t work with someone that long, say, under 6 months- I would focus on recent employers in that case. So maybe it was only a 6-8 month engagement, but within the last calendar year – that manager would be a solid professional reference.
Things to stop worrying about:
If they work for the company anymore
Post 2020, there has been a ton of turnover across the job search landscape, so it’s not expected that you have a contact at every last job who is still employed with said company. The important thing is that they can speak to the time you did share together with clarity & positive accolades.
If you don’t technically have any managers
This is a concern for many recent graduates out there. Maybe this is your first job, so naturally you might not have a ton of references to start contacting. Remember that everyone has to start somewhere. College professors can make excellent references. That one professor who’s office hours you frequented, and knows you are a hard worker who earned that A through dedication and heads down mentality? Or that professor who was your Capstone project coordinator and witnessed your semester long volunteer project unfold. Important reminder to college students not to fall asleep in your seminar.
If you haven’t connected with them in a few months (or years)
I have some former colleagues I send funny Instagram reels to on the regular, and others I haven’t spoken to in years. Although the first option is a way easier ask, the latter option still have knowledge of your professional work and can speak to it. This is a key reason to keep the personal (not strictly professional) contact information of your professional references stored safely. If they leave the organization, you’re out of luck if you only have their office line & company email.
Many a time I had candidates who were anxiously waiting to hear back from a professional reference who was relying on a LinkedIn message to connect with said contact. Not everyone logs into LinkedIn on the regular, so it’s a gamble and often a waiting game.
Below are the some tips to keep in mind as you progress through your job search to avoid a rushed reference retrieval!
When to ask for a professional reference:
In all reality, you’ll be asking for a professional reference when they are being requested by a potential new employer. However, you can set the stage for this ask long before you actually need it!
1-When you start considering new opportunities
If you are starting to actively job search, asking for a future professional reference is a great networking tactic. Check in with an old boss, make them aware of your job search parameters, and ask if they would be willing to speak on your behalf if/when needed.
Hi Name,
I’m beginning to explore the job market for my next opportunity, I’m looking to pivot into XYZ. Hopefully I’ll start seeing interview traction soon. I really enjoyed working with you during our time at COMPANY, and feel you have a solid understanding of my work abilities. When the time comes to provide a professional reference, would you be willing to speak on my behalf ?
This type of outreach is a double win - you have successfully put your candidacy on a great contact’s radar, and hopefully set yourself up for an easier ask once the time comes to provide that professional reference.
2- When the interview is going well
Sometimes the best opportunities pop up when you’re least expecting them & not even actively job searching. If you had a killer second round interview & you’re scheduling your third -now is the time to start connecting with your professional references. No one wants to feel rushed to schedule a reference call plus it might feel high pressure to those providing the reference as well. Your professional fans want you to succeed and likely want to show up for you in a positive way! Plan ahead, connect with them through email or phone, and LinkedIn or Facebook are great last resorts if you can’t find their contact information.
Hi Name,
It’s been a bit since we last spoke. How are things going at XYZ company? I recently had a great second round interview with XYZ company and I’m scheduled for my final round next week. I’m guessing they will likely request professional references if I make it to the offer stage. This role’s XYZ responsibilities align really well with my experience, particularly my ZXY responsibilities when we worked together at COMPANY. Would you be willing to speak on my behalf as a professional reference?
3-When you’re leaving a company
When you are parting ways with a company (whether on your terms or theirs!)-set the groundwork to keep in touch as you depart. Send out a good-bye email with your *personal* email address and phone number if it feels appropriate with your team. It’s a great way to say your final sayonara and also ensure others know you are open to staying in touch. Additionally- now is the time to connect with colleagues on LinkedIn if you haven’t already.
When you are having your final “keep in touch” conversations and doling out thank you notes (as you should, since leaving a place in rage will help no one) – bring up that you’d love to keep in touch.
Hi Name,
It’s been great working with you the past X years. I really appreciate all of your help with XYZ, I felt like I learned so much. I’m always here to help if you need anything in the future, and I hope to keep in touch. If I need a professional reference to speak on my behalf in the future, would you be open to providing a reference?
Bonus Tip- Request Recommendations on LinkedIn
When you’re parting ways with a company, it’s a great time to ask for that LinkedIn Recommendation. Your work is fresh in their minds and a recommendation will secure permanent real estate on your professional profile. Even better - write a recommendation for someone without being asked. Chances are, they might return the favor.
I hope one day public recommendations will be sufficient, and professional reference calls will be a thing of the past. But until then- keep in touch with your professional network. It’s always an easier ask if you exchanged a few pleasantries over the years and don’t have to slide into their DMs after forgetting to save their phone number.
