Best Practices for Building and Managing Your Professional References

When you’re applying for a new job, your resume and cover letter tell part of your story—but your professional references can help complete the picture. These individuals offer insight into your work ethic, skills, and character, providing potential employers with a trusted, third-party perspective on what it’s like to work with you. Whether you’re just starting your career or are a seasoned professional, knowing how to manage and present your references effectively can significantly impact your job search.

Here’s everything you need to know about professional references—from who to ask to how to maintain a polished reference document.

What is a Professional Reference?

A professional reference is someone who can speak to your qualifications, experience, and work performance at your current or previous place of employment. This documentation is normally requested before or during the first few rounds of the hiring process. Unlike personal references who may vouch for your character as a friend or acquaintance, professional references are tied to your work or academic history. This includes former employers, supervisors, colleagues, clients, professors, or coaches—anyone who has witnessed your abilities in a professional setting and can credibly recommend you.

In some cases, employers may also request a professional reference letter. This is a written endorsement from your reference, outlining your skills, strengths, and accomplishments. While not always required, having someone willing to write such a letter can be a valuable asset in your job search. In other instances, your potential employer could reach out to your reference over the phone to have a candid, live conversation about your working relationship and on-the-job skills.

Who Should You Include as a Professional Reference?

Choosing the right references depends on where you are in your career. For recent college graduates, your pool of professional connections might be smaller, but there are still several feasible options:

• Professors or Academic Advisors: Especially those with whom you’ve worked closely on projects or research. Any work you have done as a teacher’s assistant or group work leader will reflect well when an academic professional speaks on your behalf.

• Coaches or Mentors: If you’ve held leadership roles in athletics or student organizations, these individuals have witnessed you work in a team setting over an extended period of time. Having someone reflect on your dedication as an athlete or club member while completing school can reflect well on your ability to multitask.

• Internship Supervisors or Part-Time Employers: Even short-term roles can offer relevant insight into your professionalism. Internships and part time roles require you to act with a level of professionalism that your managers can speak to.

For more experienced professionals, the list expands to include:

• Former Employers or Managers: Speaking with the your direct supervisor or a company higher-up is ideal for discussing your contributions, performance, and reliability.

• Former Coworkers: Especially those you’ve collaborated with on major projects over an extended period of time. This option should not be the first name presented on your list, but should still be included to show your ability to work with others and maintain a collaborative working relationship.

• Clients or Business Partners: These references can offer a valuable external perspective, particularly for those in consulting or client-facing roles. Clients that take the time out of their own schedules to speak highly on your behalf can go a long way in the eyes of a prospective employer.

Select References Who Can Speak Authentically About Your Work Ethic and Collaboration

When creating your reference list, don’t just focus on job titles. Instead, choose individuals who are familiar with your day-to-day work and can speak confidently about your key strengths—particularly your work ethic, leadership skills, communication skills, and ability to collaborate. A hiring manager is more likely to trust a reference who shares genuine anecdotes and specific examples over someone who offers only vague praise.  Ask yourself who knows the quality of your work, and who would be excited to advocate for you? They should be able to reflect on the time you shared working together in a professional environment, and what they distinctly recall about your performance. Avoid asking someone who will end up giving you a generic and unoriginal recommendation.

Strike the Right Balance Between Managers and Colleagues

A strong reference list should include a mix of perspectives. While a manager can speak to your overall performance and growth, a peer can attest to how well you work in a team setting. Striking a healthy balance between supervisors and colleagues provides a more in depth picture of your abilities. Avoid leaning too heavily on coworkers alone. While peer endorsements are important, employers often look for validation from those in a supervisory position. Warning signs can come from no managers willing to endorse your work performance.

Always Confirm Their Willingness First

Never assume someone is comfortable serving as a reference for you. It is also courteous to ask for permission before listing anyone to speak on your behalf. A simple email or quick phone call gives them the opportunity to prepare and ensures they aren’t caught off guard. Even if you think it’s unlikely they’ll be contacted, it’s better to be courteous and transparent. You’ll also have a chance to share details about the job you’re applying for, so they can tailor their feedback accordingly. Double checking ensures that they will be prepared for how they may answer character questions before they are contacted. If they are uninformed, you run the risk of references ignoring inbound messaging from a contact they don’t recognize, or sounding surprised on the phone when they are unaware of the purpose of contact. Take the necessary steps on the front end of building a strong reference list to ensure success for all parties involved.

Verify Contact Information and Availability

Once your references agree to vouch for you, double-check their contact information. If you have not worked for their company for a prolonged period of time, it is likely that their work or personal contact information has changed. Make sure you have the correct spelling of their name, job title, email address, and phone number. If applicable, also ask about their preferred contact method and time—especially if they are in different time zones or have limited availability. This small step can make a big difference in the likelihood of the contact agreeing to be a reference and ensuring the recruiting process runs smoothly.

Format Your Reference List Professionally

While it may seem tedious, it’s important to take the time to have a professionally formatted reference list. Think of your reference list as an extension of your resume, and just as important as a cover letter. It should be well-organized, polished, and easy to read. Include each reference’s full name, title, company, phone number, email, and a brief sentence about your working relationship (for example: “Former Manager at ABC Corporation, 2018–2021”). When submitting your application, create a separate document titled “Professional References” rather than pasting names into your resume or cover letter. This demonstrates attention to detail and keeps your application materials clean and focused.

Tailor Your References to the Job You’re Applying For

If you’ve held multiple roles across different industries or career stages, it’s smart to customize your reference list to match the job you’re targeting. The professional vouching for your experience and work ethic should best reflect the role you are hoping to transition into. For example, a candidate applying for a leadership role in project management should highlight references from team-based environments or those who can speak to leadership capabilities. This targeted approach adds relevance and credibility to your candidacy.

Thank Your References Every Time

Anytime a reference takes the time to speak to one of your potential new employers, thank them promptly and sincerely. Whether or not you land the job, a quick message of appreciation goes a long way in maintaining a positive relationship. A thank-you note, email, or even a small professional gesture (like a LinkedIn endorsement) shows gratitude and encourages them to support you in the future. They are taking time out of their day that is not required of them, and showing gratitude allows you to reflect on their kind gesture, and keep your professional relationship for years to come.

Ready to Make Your Career Move? Let’s Connect

Crafting a strong professional reference list is just one part of a successful job search—but it can be the part that tips the scale in your favor. By taking the time to carefully choose, prepare, and maintain your references, you’re setting yourself up for long-term career success.

If you’re thinking about transitioning careers or are actively searching for a new job, check out our open roles or submit your resume to be considered for positions that fit your skills and career aspirations. Need extra help navigating the career market? Connect with one of our expert recruiters at Professional Alternatives. We work closely with top employers to match candidates with opportunities that align with their skills, goals, and values. Let us help you take the next step in your professional journey.