What are references?
During interviews, employers seek to understand a student’s skills, experience and knowledge by asking a multitude of questions. If an interview is successful, the employer may choose to contact referees to confirm past experience and gauge future performance.
Providing references involves offering the employer a list of individuals who can vouch for your abilities in various domains, which could include:
Professional or technical expertise
Academic background
Personal character
These references can play a pivotal role in securing employment, so managing them effectively is very important.
When and how to provide references
Employers usually ask for references at the time of the interview or shortly afterwards, so it’s a good idea to have a list of them handy for the interview. Typically, they would only be shared if the employer asks for them. It’s best not to clutter up your résumé with a list of them; that way, you save space on your document and respect your referees’ privacy.
References can take several forms:
A form to fill out where you can provide your referees’ information
A reference list using the same header, formatting and font as your résumé (and cover letter if you provided one) to create consistent branding across your documents
For each reference, provide the following information:
Referee name
Current job title, company name
Relationship to you (e.g., former manager at XYZ Company, Co-op supervisor at ABC)
Email address
Phone number
Who to use as a referee
Generally, referees when applying for a job are expected to be current or recent supervisors at your job or volunteer positions. It is acceptable to use past co-workers as well if they can provide you with a strong reference. Selecting appropriate references is important, so here are some key considerations:
Relevance: choose referees who can speak directly to your qualifications for the specific job you’re applying for. Ideally, they should have observed your work in a relevant context
Professional relationships: where possible, opt for people with whom you’ve had a professional relationship. It is not recommended to use family members or close friends as references.
Ideas include:
Former supervisors
Colleagues
Clients
Professors
Mentors
Past landlords
Diversity: Aim for a mix of references, where possible. Include people who can vouch for different aspects of your abilities, such as technical skills, personality, teamwork, and leadership.
Positive attitude: Ensure your referees have a positive view of your work and would be willing to enthusiastically endorse your capabilities
Permission: Always ask permission before listing someone as a reference and explain the role you’re applying for and why you believe they’d be a valuable reference
Remember, quality references can significantly enhance your chances of landing the job!
Some employers will have strict parameters as to whom they will allow you to use as a reference. The employer will also let you know how many references they are expecting: they usually range from one to three. Make sure to follow their guidelines.
If you are uncomfortable sharing your work search with your current supervisor for any reason, it is acceptable to use another referee. You may need to share with the hiring manager why you are not using your current supervisor (e.g., “My supervisor is not aware that I am currently looking for another position”).
Note: It is important to only ask people that will be willing and able to provide you with a strong reference as the hiring decision may come down to one candidate’s reference vs another.
- What if my referee is too busy?
Your referee might be happy to provide you with a reference but might be too busy to answer calls for references (say, for example, that you worked with a high-profile Member of Parliament or the CEO of a big tech company). Here are a few ways you might approach this situation:
Ask your referee to write a reference letter or a recommendation for you on LinkedIn. A LinkedIn recommendation will live on your profile page and you can refer your potential employer to this page.
Approach them through email: craft a well-written email explaining your request for a reference letter and what position you are interviewing for. Make it easy for your referee by providing a template highlighting your contributions, achievements, skills gained and the positive impact you had.
Provide a draft: if your reference would prefer communicating via email, offer to write a draft of the reference letter yourself that reflects your strengths and accomplishments. Be sure to leave space for them to personalize it and add their own insights and comments.
Keeping track of references
Keeping your referees front of mind throughout your job search journey is crucial. Don't just think about them when you're lining up interviews or weighing job offers – they might be called upon at a moment's notice. Staying proactive and nurturing positive relationships with your referees is key.
Reaching out to a potential referee
Let your referees know, if appropriate, that you have started the work search process and ask if they would be a referee. It’s important to reach out to them to ask about this (and receive a positive answer) before you give out their contact information.
Here’s an example of how to ask for a reference:
“I am applying to X job and was wondering if you would be comfortable speaking about my involvements with Y as one of my professional references?”
Once you have a job interview scheduled, confirm if your referee is still available and send them the following information:
The job description
Your résumé
Reminder of your important contributions, and other aspects that you would like them to emphasize
Ask your referee for their most up-to-date contact information, the best way to reach them, and if there will be any periods of time they will be unavailable.
Follow up with a thank you note if the referee has provided a reference, whether it resulted in a job offer or not
International experience references
- What if my referee is from an international experience?
You can absolutely use an international work experience reference! In fact, international experiences are a wonderful opportunity to highlight important transferable skills gained in the workplace that will apply to future employment opportunities. Book a Work Search appointment with a career advisor if you would like support in selecting the international references that will be most impactful for your application.
You may need to evaluate the need to change a job title on your résumé to the Canadian equivalent. If you are changing your job title, make sure you choose a job title that does not misrepresent your position or responsibilities. If you choose to change your title, explain this to your international referee before they are contacted by an employer.
Additional tips:
When providing your referee’s name, include it in the Canadian format: Title, Given Name and Last Name.
It is important to provide an email address as it may be much easier to communicate that way than via phone
If you provide a phone number, include the country code
Explain the time difference explicitly when providing an employer with referees’ contact information
- What if my referee does not speak English?
You will have to evaluate whether or not you will be able to use this referee:
Does your prospective employer speak or know someone who speaks the same language as your referee?
If your referee doesn’t speak English, would they have access to a translator or an interpreter?
Would somebody else in your referee’s organization be willing to speak on their behalf or help translate an email?
Could your referee write a reference letter and have it translated by a certified translator?