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Securing a strong employment reference requires selecting the right referee, making a polite and timely request, and providing them with the necessary context to speak positively about your skills and performance. A well-managed reference can be the final, decisive factor in a hiring manager's offer decision.
An employment reference is a statement from a previous employer or colleague that verifies your employment history and provides an assessment of your qualifications, work ethic, and character. According to a survey by the Society for Human Resource Management (SHRM), over 80% of employers conduct reference checks. This step serves a dual purpose: it confirms the factual accuracy of your application (job titles, dates of employment) and offers qualitative insights into your professional abilities and soft skills. A glowing reference can significantly elevate your candidacy above others with similar experience.
Choosing the right referee is the first critical step. Your goal is to select someone who can provide a detailed, positive, and credible account of your work. The most effective referees are typically:
Avoid asking someone you have a strained relationship with, and always prioritize someone from your most recent position.
Understanding the boundaries of a reference helps manage your expectations. In many jurisdictions, like the UK, employers are legally obligated to provide a fair and accurate reference. They must not be misleading.
| What Referees CAN Say | What Referees CANNOT Say |
|---|---|
| • Verified facts: job title, employment dates, salary. | • Untrue or misleading statements. |
| • Opinion on your skills, performance, and strengths. | • Details of spent convictions (in the UK) or irrelevant unspent convictions. |
| • Details about your attendance, attitude, and reason for leaving. | • Mentioning investigations that cleared you of wrongdoing. |
| • Documented performance issues or disciplinary actions. | • Information protected by discrimination laws (e.g., health, ethnicity). |
Based on our assessment experience, most employers stick to factual confirmations to mitigate legal risk, but a positive relationship can encourage a more detailed, qualitative endorsement.
Timing your request shows professionalism and respect for the referee's schedule. You should ask a previous employer before you submit a job application that lists them as a reference. This courtesy ensures they are willing, prepared, and not caught off guard by a call from a recruiter. If you need a written reference letter, provide at least two weeks' notice. This allows ample time for them to craft a thoughtful letter.
A structured approach increases the likelihood of a positive response. Here is a step-by-step guide, ideally conducted via email.
1. Choose the Right Channel and Salutation. Send a polite email. Use a formal salutation like "Dear [Mr./Ms. Last Name]," unless you had a very informal relationship.
2. State Your Purpose Clearly. Open by reminding them of your professional relationship and directly state your request.
"I hope you are well. I was a Marketing Analyst on your team from 2020 to 2022, and I truly valued my time at [Previous Company]. I am writing to ask if you would be willing to provide a reference for me as I apply for new roles."
3. Explain Why You Chose Them. This personalizes the request and shows you value their specific opinion.
"I learned a great deal from your leadership during the [Project Name] campaign, and I believe you can best speak to my analytical and project management skills."
4. Provide Helpful Context. Make it easy for them. Briefly mention the type of role you're targeting and attach your resume and the job description.
"I am currently applying for senior analyst positions in the tech sector. I have attached my current resume and the description for a role I am particularly excited about for your reference."
5. Be Clear About Logistics and Deadlines. If there is a specific deadline, mention it politely. Otherwise, state that you will give them a heads-up before a potential employer contacts them.
6. Express Gratitude and Offer Flexibility. Thank them for their time and offer to provide any additional information they might need.
Key actions to ensure a strong reference: Choose a relevant referee, provide ample context and notice, and always express gratitude for their time and support. Following these steps demonstrates professionalism and significantly increases your chances of receiving a reference that strengthens your job application.
