How To Write A Reference Request Email (With Examples)

Key Takeaways:

• Choosing the right individuals for your reference list is crucial.

• Always seek permission before listing someone as a reference.

• Follow up with your references once you secure a position to express your gratitude.

Who to Ask to Be a Reference

Your ideal reference should be someone who has had a positive professional relationship with you. Selecting the right person is vital, as references provide potential employers with insights into your work ethic and skills. The reference should be relevant and affirming.

When deciding whom to ask for a reference, consider if they are someone who has:

1. Worked closely with you in a professional capacity. Prospective employers are interested in your professional conduct, so choose someone familiar with your work style, ideally from recent roles.

   Good candidates for references include:

   • Managers or supervisors

   • Colleagues

   • Educators or instructors
   • Volunteer coordinators

   • Industry peers

2. Had a positive experience working with you. While you don’t have to be best friends, it’s essential that they can provide an honest and favorable reference. Their willingness to help reflects your past relationship.

3. Have the time to provide a reference. Ensure your chosen reference is available to assist you, as some employers require written recommendations while others may conduct phone interviews.

4. Remember you well. Selecting someone who has interacted with you recently is key. References should be able to recall your contributions and work style accurately.

How to Write an Email Requesting a Reference

Your reference request email should maintain a professional tone, be sent well in advance, and include all necessary information. Treat this correspondence with the professionalism it deserves, even if you have a friendly rapport with the individual.

Here’s how to request a reference via email:

1. Request with Advance Notice. Recognize that agreeing to be a reference may require significant effort, including phone calls or writing letters. Therefore, provide your reference with ample time to prepare.

2. Use a Professional Email Format. Maintain a professional structure for your email request, including:

   • A clear subject line (e.g., [Your Name] – Reference Request)

   • Your contact details

   • The recipient’s contact details

3. Introduce the Situation. After a brief greeting, explain why you are reaching out. Include the position you are applying for and ask for their permission to list them as a reference in a concise manner.

4. Explain Why You Chose Them. Highlight the specific experiences or qualities that make them a suitable reference for you. This connection reinforces their willingness to assist.

5. Provide Relevant Information. Ensure your email contains all pertinent details your reference may need, such as:

   • Your complete contact information

   • Your resume

   • A brief thank you

   Consider sharing the job description to help them tailor their feedback to your application.

6. Express Gratitude. Conclude your email by thanking them for considering your request. A polite and professional demeanor increases the likelihood they will agree to be your reference.

7. Follow Up. After they agree to act as your reference, follow up with details on what they can expect from potential employers and any preparation they should undertake.

   Once you secure a position, it’s thoughtful to inform them and express your appreciation for their support. Their reference may have been a key factor in your success.

8. Be Prepared for a “No.” While your chosen reference is likely to be supportive, be ready for the possibility they may decline. Having a backup reference in mind is wise, and gracefully accepting a “no” is essential.

Reference Request Email Example and Template

Reference Request Example 1

Subject Line: Madelynn Smith – Reference Request

Madelynn Smith
6701 East Lane
Brooklyn, NY, 80907
MadelynnS@gmail.com
(616)-453-6789

Morgan Jacobs
Manager
Rhinebeck Steakhouse
MorganJacobs@gmail.com
(607)-871-7680

September 13, 2026

Dear Morgan,

I hope all is well! I’m currently seeking a new opportunity as an assistant manager at a restaurant, and I’d be grateful if you could serve as a reference for me during the interview process.

Having worked under your supervision from 2016 to 2019 at Rhinebeck Steakhouse, I believe you can speak to my growth in customer service and food service skills.

I’ve attached my updated resume for your review. Thank you for considering my request and for all you taught me about the restaurant industry. Please let me know if you need any additional information.

Sincerely,

Madelynn Smith
MadelynnS@gmail.com
(616)-453-6789

Reference Request Example 2

Subject Line: Reference Request for Ruth Aimes

Ruth Aimes
417 Chestnut Ave
Austin, TX, 22375
RuthAimes@gmail.com
(679)-543-4578

Kayla Brennan
Animal Welfare Institute
KBrennan@AWI.org
(504)-233-1123

September 13, 2026

Dear Kayla,

I hope you’re doing well and everything is going smoothly with the new volunteers. I’d like to ask if you would be willing to act as a reference for me while I apply for positions as a veterinary office assistant.

My time volunteering at the Animal Welfare Institute from 2014 to 2018 was incredibly meaningful. As the volunteer organizer, I believe you could speak to my passion for animals and my work habits effectively. Your reference could significantly enhance my chances of securing a position in a veterinary office.

Attached is my resume for your consideration. Thank you for your time, and please let me know if you need any further information.

Sincerely,

Ruth Aimes

RuthAimes@gmail.com
(679)-543-4578

Reference Request Example 3

Martin Erickson
87 Cherry Rd.
Fresno, CA, 87655
MartinErickson@gmail.com
(543)-223-7698

Tom Williams
Williams Designs Co.
Tom@WilliamsDesigns.com
(632)-719-3223

September 13, 2026

Dear Tom,

I hope you’re doing well! I’m currently applying for several positions as a graphic designer and would be honored if you would allow me to list you as a reference.

Having worked under you for five years from 2014 to 2019 as a Junior Graphic Designer, I learned so much about the industry from you. You know my skills and qualifications better than anyone else, and I believe your endorsement could greatly boost my chances of landing my next role.

Please find my updated resume attached. Thank you once again for your support, and let me know if you require any additional information.

Sincerely,

Martin Erickson

MartinErickson@gmail.com
(543)-223-7698

Fill in the blanks and adjust as necessary to create a personalized reference request email.

Subject Line: [Full Name] – Reference Request

Hello [First Name],

I hope you’re doing well and everything is great at [where they work or how you know them].

I’m reaching out because I’ve been applying for [job title] positions at [company name/company type], and I would be thrilled if I could list you as a reference. You came to mind due to [shared professional experience]. I believe you’d be a fantastic person to speak about my [relevant skills they are aware of].

From my job search journey thus far, I’ve noticed that hiring managers value [key skills, qualifications, and/or responsibilities]. Specifically, I hope you can highlight my [skills required for the position] and how I stand out among other candidates thanks to my talent for [additional skill]. I believe discussing our collaboration on [project you worked together on] would be particularly impressive for recruiters.

Please let me know if you can act as my reference. If so, I’d appreciate your preferred contact information and method, along with any other details you might need. I’ve attached my resume and some job descriptions for your reference.

If you agree, I anticipate that [company name(s)] will reach out to you around [time frame].

No pressure if your schedule is tight or you don’t feel comfortable acting as my reference. Thank you for considering this, and let me know anytime I can return the favor.

Warm regards,
[Your Name]

Follow Up Email Example

Martin Erickson
87 Cherry Rd.
Fresno, CA, 87655
MartinErickson@gmail.com
(543)-223-7698

Tom Williams
Williams Designs Co.
Tom@WilliamsDesigns.com
(632)-719-3223

September 24, 2026

Dear Tom,

I wanted to share some exciting news with you. I received an offer for a position as an associate graphic designer with Brookline Graphic Designs.

Thank you so much for your support during this process. Your enthusiastic reference truly helped my application stand out!

Let’s keep in touch, and thanks again!

Sincerely,

Martin Erickson

MartinErickson@gmail.com
(543)-223-7698

Expert Opinion

Reference Request Email Message



Tracy Kawa
CEO, Kawa Community Partners; Brand Ambassador, ASPCC

I always advise my clients to retrieve their resume through LinkedIn. This approach allows you to easily copy and paste relevant information into any email or reference letter you send to potential employers. However, recommendations received via email cannot be directly transferred to your LinkedIn profile.

Reference Request FAQs

1. Is it okay to ask for a reference by email?

   Yes, it’s perfectly acceptable to ask for a reference by email. As long as you maintain professionalism and adhere to standard practices, emailing someone to request a reference is appropriate.

2. Do prospective employers actually contact references?

   Yes, prospective employers do contact references. While not all employers will speak directly with your references, they will likely reach out via email at the very least.

   Always assume that anyone you list as a reference will be contacted, so ensure they are aware and willing.

3. Can family members be references?

   No, family members are generally not considered appropriate references. Unless specifically requested for personal or character references, employers prefer references who can speak to your professional experience and abilities.

   Even if family members work in your industry or have collaborated with you, it’s advisable to choose non-relatives as references.

4. Can former employers refuse to give references?

   Yes, former employers can refuse to provide references. In the absence of a prior written agreement, which is uncommon outside of internships, former employers are not obligated to give references.

   It’s wise to ask for more references than you need to compensate for any that may decline or not respond.

5. Can I use a stock email to request references?

   It’s not advisable to use a generic email for reference requests. While it may save time, a stock email lacks a personal touch, making the recipient less likely to agree. Personalizing your request fosters a stronger connection and increases the chances of a favorable response.

6. How do you provide the referrer with the details they need in the email?

   Include relevant details in the body of your reference request email, along with your resume attached. Mention the position you’re applying for and the skills you’d like them to emphasize. Sharing the job description or a link can also provide valuable context.

Further Reading

1. Granite State College – How to Ask for a Professional Reference

2. Business News Daily – Want a Professional Reference? How to Ask and What to Expect

3. Corporate Finance Institute – Professional References

Author

Sky Ariella

Sky Ariella is a professional freelance writer, originally from New York. She has been featured on websites and online magazines covering topics in career, travel, and lifestyle. She received her BA in psychology from Hunter College.