Job references: who to choose and when employers should contact them

Choose evidence, not the most impressive title

A useful referee knows your work well enough to give accurate examples. Depending on the request, this may be a former manager, project lead, client, academic supervisor or volunteer coordinator. A senior name who barely worked with you may provide less useful evidence than someone who observed your responsibilities, reliability and results.

Read what the application asks for. A work reference usually confirms employment or performance in a professional setting; a character reference addresses personal qualities and may be acceptable when formal work history is limited. Regulated roles can use specific reference rules, so a general checklist does not replace the employer's stated requirements.

Ask permission before entering someone's details

Contact the referee first. Confirm the role, the type of reference requested, the likely timing and the contact details they want you to use. Do not submit a private phone number or personal email simply because you already have it; let the referee choose an appropriate route.

Give them a concise reminder of the work you did together and the role you are pursuing. Share the job description when useful, but do not script praise or ask them to repeat claims they cannot verify. Tell the recruiter promptly if a referee's availability changes.

Protect your current job search

A current employer can learn that you are looking elsewhere if contacted too early. If the application asks for a current-manager reference, state clearly when that person may be approached. You can ask whether the recruiter will accept a previous manager, client or conditional reference until a later stage.

Acas advises UK employers that, before approaching an applicant's current employer, they should have made a conditional offer, obtained permission and explained the required reference at the application stage. That is UK guidance rather than a universal rule, but it is a sensible prompt to ask every recruiter: who will you contact, for what purpose and at which stage?

Know what a limited reference does and does not mean

Some organisations provide only dates and job title under a standard policy. That is not automatically a negative reference. Tell the recruiter if this is the policy and offer another eligible referee who can discuss your work in more detail.

If you cannot obtain a former-employer reference, explain the reason factually and ask what alternatives are acceptable. Keep contracts, payslips or service confirmations secure; provide only the minimum documents needed through a verified route, and redact unrelated financial or identity information where the process allows it.

Prepare a reference packet

• List two or three relevant people and confirm their willingness before applying.
• Record each referee's relationship to you, organisation, dates and approved contact route.
• Tell them the role, likely contact window and skills the employer is verifying.
• Ask the recruiter before naming a current manager or sharing personal contact details.
• Keep your CV dates and role descriptions consistent with records the referee can verify.
• Agree an alternative if an organisation only confirms title and dates.
• Thank the referee and tell them when the process has ended.

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