How To Write A Reference Request Email (With Examples)

During your professional career, you will come in contact with many different people within your line of work. Some of those people such as a manager or supervisor could become a reference to speak on your behalf if you ever need one.

Knowing how to ask these people to be a reference is very important. Luckily, we have examples and tips to help you write that reference request email.

Key Takeaways:

• It’s important to have the right people down on your reference list.

• Always ask before putting someone down as a reference.

• Follow up with your reference after getting hired and share your appreciation for what they have done.

What is a Professional Reference?

A professional reference is someone you’ve worked with professionally, academically, or in a volunteer setting. Employers request a list of professional references as a way of fact-checking all the claims you’ve made on your resume, as well as learning more about you as an employee.

This is usually the names and contact information for 3-5 people that can vouch for vouch for the quality of your work and great interpersonal skills is well worth the effort.

But you can’t put down references without first consulting those you plan to refer the hiring manager to. Doing so is unprofessional, and will leave both your reference and the recruiter feeling frustrated with you (and that’s not how you land a job).

Who Can Be a Professional Reference?

A professional reference can be anyone who can speak to your qualities in a professional setting. It shouldn’t be a relative or friend unless you’re providing a character reference.

Pick someone who’s going to be honest about your qualifications, as recruiters might conduct backdoor reference checks. While there are some things companies can’t do during backdoor checks, they will still find out any secrets or flat-out lies.

Professional references can come from:

• A previous employer

• A former supervisor

• A professor in a related field

• Volunteer supervisor

• Internship staff

Who not to ask for a reference:

• A company owner who you only met once

• A boss from a job you worked at over 10 years ago

• A supervisor that you didn’t get along with

• A professor who doesn’t remember you

• A family member

• A friend who has no experience with your professional aptitude

Just because someone was your boss, doesn’t automatically make them a good choice to use for a reference. Expect your potential employer to check your references and make sure they know your work well. Consider your circumstances and adjust accordingly.

How to Write an Email Requesting a Reference

You’ve come up with a list of relevant professionals who know your work habits. The next step is how to ask for a reference from them.

1. Request with advanced notice. Life is hectic. Adding on everything that could potentially come with being someone’s reference is no easy choice.

   Your reference may need to do anything from a simple phone conversation to writing out a recommendation letter. Be sure to send your request email with ample time for them to decide and prepare for giving you an enthusiastic reference.

2. Use a professional email format. Even if you know your previous employer very well, it’s best practice to keep a professional email format when sending a recommendation request. This should include:

   • A direct and simple subject line (]Your Name]-Reference Request)

   • Your contact details

   • The recipients contact details

3. Introduce the situation. After making the initial “hi, how are you” introduction, begin your request. This should bring them up to speed as to why they’re reading your email in the first place.

   Explain the position you’re applying for, and that you’re asking their permission to be a reference for you. It should be a polite explanation no longer than a paragraph.

4. Provide the reason you’re choosing them. The average person will have more than ten jobs throughout their lives.

   Considering all the professors, supervisors, and mentors you’ve had in your career journey, there has to be a reason you’ve decided on this particular person to use as a reference. Let them know why you think they’re qualified to speak on your skills and work performance.

5. Provide all information they may need. Before closing your reference request email, make sure that you’ve included everything the referee could possibly need.

   Your email should contain:

   • All your contact details

   • Your resume

   • A thank you

   You can also send your choice of reference the job description if they agree to help you out. This will ensure that they’re able to discuss your most relevant skills and experiences.

   There could be additional information that your previous employer needs to give you a glowing reference. Let them know you’re available to provide anything else that may come up.

6. Say thank you. Don’t forget to express gratitude at the end of your message. Being polite and professional will increase the odds that the email’s recipient will act as a positive reference for you.

7. Follow up. After your contact has accepted your request to be a reference, make sure you follow up accordingly. Let them know what they should be expecting from your potential employer, when the deadline is and how they should prepare your recommendation if they agree to be your reference.

   Once hired, it can be a nice gesture to let them know that you got the job and thank them once again for their help in the application process. Remember, you’ll never know exactly what it was that landed you a new job. Maybe, their reference put you ahead of other applicants.

Reference Request Email Example and Template

Fill in the blanks, make some small adjustments to suit your situation, and you’ve got yourself a great reference request email.

Follow Up Email Example

Expert Opinion

Reference Request Email Message

Tracy Kawa
CEO Kawa Community Partners Brand Ambassador ASPCC

I always tell my clients to ask for your resume through LinkedIn. The reason why is because you can cut and paste from LinkedIn into any email or letter of reference that you are sending to a prospective employer. You cannot however cut and paste a recommendation that comes in the form of an email into your LinkedIn profile.

Reference Request FAQs

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

   Yes, it’s okay to ask for a reference by email. As long as you keep it professional and follow standard convention, there’s nothing wrong with using email to approach someone to ask for a reference.

2. Do prospective employers actually contact references?

   Yes, prospective employers actually contact references. While it’s true that employers may not always speak with your references directly, they will most likely email them at the very least.

   You should always assume that whoever you submit as a reference will be contacted by employers, so be sure not to use a reference unless you’re sure that they are okay with being contacted.

3. Can family members be references?

   No, family members generally cannot be references. Unless you are specifically asked for personal or character references, employers want references who can inform them about your professional experience and aptitude.

   Even if you have family members who work in your field or who you have worked with in the past, it is still best to choose references who do not have a personal connection to you.

4. Can former employers refuse to give references?

   Yes, former employers can refuse to give references. Unless you have some sort of prior agreement in writing for a reference to be given, which is uncommon outside of internships, former employers are under no obligation to provide references.

   With this in mind, it’s a good idea to ask for more references than you strictly need, so that you will still have enough even if some refuse or do not respond.

Further Reading

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

2. The Best Schools – How to Ask for 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.