Create a Reference List Before You Need It

Most job applications eventually request references. Creating your reference list before you need it means you're not scrambling to find contact information or asking people for permission while a deadline looms.

A reference list includes three to five people who can speak credibly about your work quality and professional behavior. These aren't character references or personal friends. They're people with professional standing who know your work well enough to vouch for your capabilities.

Identify potential references by considering who meets these criteria:

Worked directly with you in the last five years, preferably the last three. References from jobs you held a decade ago carry less weight because your work and the field have both changed.

Supervised your work or collaborated as peers. Managers, team leads, project managers you worked under, or colleagues who worked alongside you on substantial projects.

Can speak to specific results you delivered. Generic praise doesn't help. "She was great to work with" tells an employer nothing. "She reduced our customer complaint resolution time from 48 hours to 12 hours" demonstrates actual impact.

Will speak positively about your work. Don't assume everyone you worked with would give a good reference. Some people will damn with faint praise. Others are still annoyed about something that happened. Only list people you're confident will give strong, positive references.

Common categories of good references:

Former direct managers who oversaw your work and saw your results regularly.

Colleagues from other departments you collaborated with on successful projects.

Clients or internal stakeholders who benefited from your work and would speak to the value you delivered.

Team leads or project managers you worked under who aren't your direct supervisor but know your work well.

After identifying five potential references, contact each person to ask permission. Don't list anyone without asking first. Surprising someone with a reference call from a potential employer makes them less likely to give a strong reference and damages your relationship with them.

When asking permission, use this approach:

"I'm conducting a job search and I'd like to list you as a professional reference if you're comfortable with that. The roles I'm applying for focus on [relevant skill areas]. Could you speak to my work in those areas if a potential employer contacts you?"

This gives them the opportunity to say yes, say no, or clarify what they can and can't speak to. If someone hesitates or gives a lukewarm response, don't list them. Weak references are worse than no references.

When someone agrees to be a reference, gather:

Full name as they prefer it professionally Current job title Current company Email address Phone number Brief description of your relationship (e.g., "Direct manager at ABC Company, 2020-2023")

Format your reference list document:

Your name and contact information at the top

Then for each reference: Name Title Company
Phone Email Relationship description

Example format:

Marcus Williams Senior Operations Manager TechCorp Industries 555-123-4567 marcus.williams@techcorp.com Direct manager, TechCorp Industries (2021-2024)

The relationship description helps employers understand the context without having to ask. It also reminds you why you listed this person, which is useful when you're deciding which references to provide for which roles.

Save this document in a format you can quickly customize. When applying for a specific role, you might choose different references depending on what skills the employer values most.

For a role focused on project management, you'd prioritize references who saw you manage projects.

For a role focused on client relations, you'd prioritize references who worked with you on customer-facing responsibilities.

You don't need to include all five references every time. Most employers request three. Having five people ready means you can select the three most relevant for each opportunity.

After creating your reference list, update it when:

You start a new job and develop new relationships with people who can speak to your work.

A reference changes jobs and you need their new contact information.

A reference becomes unavailable (retires, moves internationally, or indicates they can no longer serve as a reference).

Set a reminder to review your reference list every six months. Contact information changes, people move, and relationships shift. Keeping your list current prevents last-minute scrambling when an employer requests references.

Store your reference list document somewhere accessible. When a job application requests references, you'll be able to provide them immediately rather than having to research contact information or track down people you haven't spoken to in months.

Three to five references identified. Permission requested. Contact information gathered. Document formatted and saved. That's the preparation that makes you ready when employers request references.