Difference between revisions of "Provide References"
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References are a key part of any job application. As an applicant, you’ll need to provide at least three references from people who know you well. Select strong references and type up a list containing each reference’s contact information. If you’ve been asked to provide a reference, you should focus on being accurate, whether the reference is positive or negative. | References are a key part of any job application. As an applicant, you’ll need to provide at least three references from people who know you well. Select strong references and type up a list containing each reference’s contact information. If you’ve been asked to provide a reference, you should focus on being accurate, whether the reference is positive or negative. | ||
| − | [[Category:Resume Preparation]] | + | [[Category: Resume Preparation]] |
==Steps== | ==Steps== | ||
===Creating a List of References=== | ===Creating a List of References=== | ||
#Identify relevant references. You want to provide a potential employer with the names of people who can speak highly of you. However, your references need to have relevant information to share. Don’t put down the head of your department as a reference simply because they have an impressive title.<ref name="rf1">https://www.monster.com/career-advice/article/what-employers-want-from-job-references-hot-jobs</ref> | #Identify relevant references. You want to provide a potential employer with the names of people who can speak highly of you. However, your references need to have relevant information to share. Don’t put down the head of your department as a reference simply because they have an impressive title.<ref name="rf1">https://www.monster.com/career-advice/article/what-employers-want-from-job-references-hot-jobs</ref> | ||
| − | #*Former bosses and colleagues make good references. However, if you’re fresh out of school, you can ask volunteer directors, faith leaders, or even professors.< | + | #*Former bosses and colleagues make good references. However, if you’re fresh out of school, you can ask volunteer directors, faith leaders, or even professors.<ref>http://www.snagajob.com/resources/jessicas-references-helped-her-get-hired/</ref> |
| − | #*You also might not want to use former supervisors. Be prepared to explain to the hiring manager why. For example, your older supervisor might not have really managed you, or you didn’t get along. Instead, provide the name of another senior-level person you worked closely with.< | + | #*You also might not want to use former supervisors. Be prepared to explain to the hiring manager why. For example, your older supervisor might not have really managed you, or you didn’t get along. Instead, provide the name of another senior-level person you worked closely with.<ref name="rf2">https://www.themuse.com/advice/4-times-you-probably-shouldnt-list-your-boss-as-a-reference-and-what-to-do-instead</ref> |
#Ask for permission to use someone as a reference. Call them up or stop in and tell them you’d like to put them down as a reference. Also check if they can give you a strong reference. Some people are afraid to say “no,” so they might hesitate. Cross them off your list. | #Ask for permission to use someone as a reference. Call them up or stop in and tell them you’d like to put them down as a reference. Also check if they can give you a strong reference. Some people are afraid to say “no,” so they might hesitate. Cross them off your list. | ||
#*Remember to ask ahead of time, especially if you need a written reference. Give at least two weeks’ notice. | #*Remember to ask ahead of time, especially if you need a written reference. Give at least two weeks’ notice. | ||
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#*Ask if the reference needs any other information. If you haven’t worked for them in a while, then they might need to be reminded of important projects you worked on. | #*Ask if the reference needs any other information. If you haven’t worked for them in a while, then they might need to be reminded of important projects you worked on. | ||
#Format your document. You should type up your reference list. Open a blank word processing document and set the font to something comfortable. It should be the same font that you used on your cover letter and resume. | #Format your document. You should type up your reference list. Open a blank word processing document and set the font to something comfortable. It should be the same font that you used on your cover letter and resume. | ||
| − | #*You should have the same letterhead information at the top of the page. Include your name, address, and contact information. You can take your cover letter and delete everything but the header information.< | + | #*You should have the same letterhead information at the top of the page. Include your name, address, and contact information. You can take your cover letter and delete everything but the header information.<ref name="rf3">https://www.theladders.com/p/6101/job-references-how-to-format-present</ref> |
| − | #Include necessary information for each reference. You should have at least three references, preferably from your most recent job. However, you might want to include more, in case the hiring manager cannot reach all of your references.<ref name=" | + | #Include necessary information for each reference. You should have at least three references, preferably from your most recent job. However, you might want to include more, in case the hiring manager cannot reach all of your references.<ref name="rf3" /> |
#*name | #*name | ||
#*title | #*title | ||
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#*a short description of your relationship | #*a short description of your relationship | ||
#Print on high quality paper. Use the same paper you print your resume on. Ideally, use ivory or white paper and make several copies for an interview. More than one person might be looking at the list.<ref name="rf2" /> | #Print on high quality paper. Use the same paper you print your resume on. Ideally, use ivory or white paper and make several copies for an interview. More than one person might be looking at the list.<ref name="rf2" /> | ||
| − | #Submit your references. Unless requested, you don’t need to mail in your reference list with your CV or resume. Also, you shouldn’t write “References upon request” on your resume.< | + | #Submit your references. Unless requested, you don’t need to mail in your reference list with your CV or resume. Also, you shouldn’t write “References upon request” on your resume.<ref name="rf3" /> Instead, hold onto your references and give them to your interviewer. |
#*Some fields (such as education) require that you submit references ahead of time. Check the job advertisement to see if references must be submitted before the interview. | #*Some fields (such as education) require that you submit references ahead of time. Check the job advertisement to see if references must be submitted before the interview. | ||
| − | #Request recommendations on LinkedIn. Go to your profile page and click on the “More” icon. Select “Request a recommendation.” You can request recommendations from three connections at once. You can receive an unlimited number of recommendations in total.<ref | + | #Request recommendations on LinkedIn. Go to your profile page and click on the “More” icon. Select “Request a recommendation.” You can request recommendations from three connections at once. You can receive an unlimited number of recommendations in total.<ref>https://www.linkedin.com/help/linkedin/answer/96/request-a-recommendation?lang=en</ref> |
===Giving a Positive Reference=== | ===Giving a Positive Reference=== | ||
#Check with your company. Many companies have strict policies regarding references. You need to find out ahead of time if you can give one. Ask Human Resources. | #Check with your company. Many companies have strict policies regarding references. You need to find out ahead of time if you can give one. Ask Human Resources. | ||
#*If company policy prohibits references, you should consider giving a reference in your personal capacity. This means you won’t use the company’s letterhead.<ref name="rf4">http://www.businessballs.com/referencesletterssamples.htm</ref> | #*If company policy prohibits references, you should consider giving a reference in your personal capacity. This means you won’t use the company’s letterhead.<ref name="rf4">http://www.businessballs.com/referencesletterssamples.htm</ref> | ||
| − | #Ask for details. Once you agree to write a reference, ask if you need any information from the candidate. For example, they can provide you with an updated resume.< | + | #Ask for details. Once you agree to write a reference, ask if you need any information from the candidate. For example, they can provide you with an updated resume.<ref>http://money.usnews.com/money/careers/articles/2013/05/31/mastering-the-art-of-giving-a-job-reference</ref> Alternately, they might draw your attention to a project they are particularly proud of. |
#*Check the deadline. Don’t procrastinate with your references. Starting early gives you a chance to outline your letter and think about what you really want to say. | #*Check the deadline. Don’t procrastinate with your references. Starting early gives you a chance to outline your letter and think about what you really want to say. | ||
#*Identify the type of reference. For example, you might be providing an employment letter or a character reference for someone. These differ somewhat. | #*Identify the type of reference. For example, you might be providing an employment letter or a character reference for someone. These differ somewhat. | ||
#*Ask who will receive the letter. The requester might want a generic letter, or they might need it for a specific job. | #*Ask who will receive the letter. The requester might want a generic letter, or they might need it for a specific job. | ||
| − | #Review the person’s performance. Refresh your memory about the person’s strengths and weaknesses. Also take another look at any projects they completed, as well as their performance reviews.<ref name=" | + | #Review the person’s performance. Refresh your memory about the person’s strengths and weaknesses. Also take another look at any projects they completed, as well as their performance reviews.<ref name="rf4" /> |
#*If, after review, you realize you can’t provide a strong reference, then you should tell the requester. | #*If, after review, you realize you can’t provide a strong reference, then you should tell the requester. | ||
#Format your reference letter. Set up your reference letter as a standard [[Write a Business Letter|business letter]]. You should print it on company letterhead, so leave room at the top of the first page. Subsequent pages do not need to be on letterhead.<ref name="rf6">https://www.e-education.psu.edu/writingrecommendationlettersonline/node/118</ref> | #Format your reference letter. Set up your reference letter as a standard [[Write a Business Letter|business letter]]. You should print it on company letterhead, so leave room at the top of the first page. Subsequent pages do not need to be on letterhead.<ref name="rf6">https://www.e-education.psu.edu/writingrecommendationlettersonline/node/118</ref> | ||
#*Ask the requester who you should address the letter to. If it’s a generic letter to use more than once, you can use “To Whom It May Concern.” | #*Ask the requester who you should address the letter to. If it’s a generic letter to use more than once, you can use “To Whom It May Concern.” | ||
| − | #Identify your relationship with the candidate. In the first paragraph, you need to identify yourself and how you know the candidate. For example, you may have been someone’s direct supervisor. If you no longer work with the person, state that information as well.<ref>https://www.monster.com/career-advice/article/sample-letter-of-recommendation</ | + | #Identify your relationship with the candidate. In the first paragraph, you need to identify yourself and how you know the candidate. For example, you may have been someone’s direct supervisor. If you no longer work with the person, state that information as well.<ref name="rf5">https://www.monster.com/career-advice/article/sample-letter-of-recommendation</ref> |
#*For example, you can write, “I enthusiastically recommend Ellie Smith for the position of project manager. During the four years I supervised her at the Department of Health and Human Services, Ellie impressed me with her commitment and problem-solving skills. Although she has not worked for me in two years, I still remember the positive impact she made.” | #*For example, you can write, “I enthusiastically recommend Ellie Smith for the position of project manager. During the four years I supervised her at the Department of Health and Human Services, Ellie impressed me with her commitment and problem-solving skills. Although she has not worked for me in two years, I still remember the positive impact she made.” | ||
#Describe exceptional skills. A positive reference must be concrete. You need to identify skills or abilities that make the candidate a great person to hire. This might require some brainstorming on your part. For example, think about times the person really pulled through for you. What skills did they rely on? | #Describe exceptional skills. A positive reference must be concrete. You need to identify skills or abilities that make the candidate a great person to hire. This might require some brainstorming on your part. For example, think about times the person really pulled through for you. What skills did they rely on? | ||
| − | #*Many employers are looking to hire people with excellent communication skills.<ref name=" | + | #*Many employers are looking to hire people with excellent communication skills.<ref name="rf4" /> Accordingly, you should mention how well the person writes and verbally communicates, if possible. |
#*If you’re writing a character reference, then you should identify traits instead of skills. For example, you might have been asked to write a reference letter for a friend who is looking to adopt. In this situation, you can highlight their patience, comfort with children, and stability. | #*If you’re writing a character reference, then you should identify traits instead of skills. For example, you might have been asked to write a reference letter for a friend who is looking to adopt. In this situation, you can highlight their patience, comfort with children, and stability. | ||
#Provide examples and detail. Your reference cannot be a string of conclusions. Instead, you need to support your statements with detail. It’s okay to say, “Terri is a tremendous worker,” but it’s better to explain why you think Terri is dedicated. | #Provide examples and detail. Your reference cannot be a string of conclusions. Instead, you need to support your statements with detail. It’s okay to say, “Terri is a tremendous worker,” but it’s better to explain why you think Terri is dedicated. | ||
#*For example, you can write something like this: “Terri is a tremendous worker. During the first six months, she did the work of two people when her co-worker was out on maternity leave. Terri came into the office on Saturdays and stayed late most days of the week. For example, when a client needed an emergency presentation, she was able to pull it together in about a week when two or three weeks is standard.” | #*For example, you can write something like this: “Terri is a tremendous worker. During the first six months, she did the work of two people when her co-worker was out on maternity leave. Terri came into the office on Saturdays and stayed late most days of the week. For example, when a client needed an emergency presentation, she was able to pull it together in about a week when two or three weeks is standard.” | ||
| − | #*Remember to tell the truth. You might be excited to help someone out. Nevertheless, your glowing recommendation must be factual.< | + | #*Remember to tell the truth. You might be excited to help someone out. Nevertheless, your glowing recommendation must be factual.<ref name="rf4" /> Make sure you can back up everything you say with evidence, such as stellar performance reviews. |
| − | #Conclude your reference letter. Sum up your impressions of the candidate and enthusiastically recommend them for the job. Include your phone number or email so that the hiring manager can call you with follow-up questions.<ref name=" | + | #Conclude your reference letter. Sum up your impressions of the candidate and enthusiastically recommend them for the job. Include your phone number or email so that the hiring manager can call you with follow-up questions.<ref name="rf4" /> |
#Revise your letter. A poorly-written letter reflects badly on you and the candidate. Put the letter aside for a couple days and then analyze it afresh. Rewrite awkward sentences and provide more detail if necessary. | #Revise your letter. A poorly-written letter reflects badly on you and the candidate. Put the letter aside for a couple days and then analyze it afresh. Rewrite awkward sentences and provide more detail if necessary. | ||
#*Proofread it to catch typos, missing words, etc. Also ask someone else to read the letter. A second set of eyes can catch small errors. | #*Proofread it to catch typos, missing words, etc. Also ask someone else to read the letter. A second set of eyes can catch small errors. | ||
#*When the letter is finished, print it off and sign it. Hold onto a copy for your records. | #*When the letter is finished, print it off and sign it. Hold onto a copy for your records. | ||
#Give an oral reference instead. Often, a letter isn’t necessary. Instead, the candidate will put your name down on a list and the hiring manager will call. You should still prepare by reviewing the person’s resume and performance evaluations. | #Give an oral reference instead. Often, a letter isn’t necessary. Instead, the candidate will put your name down on a list and the hiring manager will call. You should still prepare by reviewing the person’s resume and performance evaluations. | ||
| − | #*If the manager asks something you don’t know, then say so. For example, you might be asked about the person’s salary when you didn’t have access to that information.<ref name=" | + | #*If the manager asks something you don’t know, then say so. For example, you might be asked about the person’s salary when you didn’t have access to that information.<ref name="rf4" /> |
#*Some hiring managers might try to obtain information they shouldn’t. For example, they might ask questions about the candidate’s religion or marital status. You should decline to answer questions of this nature, since they are illegal. | #*Some hiring managers might try to obtain information they shouldn’t. For example, they might ask questions about the candidate’s religion or marital status. You should decline to answer questions of this nature, since they are illegal. | ||
#*You are likely to be asked about a person’s weaknesses in a telephone call. Identify something that the person has worked to correct. For example, you can say, “Terri didn’t have much experience working with spreadsheets when she started, but she took several courses.” | #*You are likely to be asked about a person’s weaknesses in a telephone call. Identify something that the person has worked to correct. For example, you can say, “Terri didn’t have much experience working with spreadsheets when she started, but she took several courses.” | ||
