reference-list-builder

Reference List Builder

Reference Strategy

Who Makes a Good Reference?

Ideal References:

• Former direct managers (most important)
• Senior colleagues who observed your work
• Cross-functional partners
• Clients or customers
• Direct reports (for leadership roles)
• Professors or advisors (for recent graduates)

Reference Hierarchy:

1. Most Valuable: Recent direct supervisor
2. Very Valuable: Senior leaders who know your work
3. Valuable: Peers and cross-functional partners
4. Acceptable: Clients, vendors, professors
5. Avoid: Friends, family, HR contacts only

Who to Avoid

• ❌ Current employer (without permission)
• ❌ People who barely know you
• ❌ References from 10+ years ago only
• ❌ Personal friends (unless specified)
• ❌ People who might give lukewarm feedback
• ❌ Anyone you haven't contacted in advance

Reference List Format

Standard Format

PROFESSIONAL REFERENCES

Jane Smith
Senior Director of Product
TechCorp Inc.
Phone: (555) 123-4567
Email: jane.smith@techcorp.com
Relationship: Direct supervisor for 3 years (2020-2023)

John Doe
VP of Engineering
Previous Company
Phone: (555) 234-5678
Email: john.doe@previous.com
Relationship: Cross-functional partner on 5 major projects

Information to Include

Required:

• Full name
• Current job title
• Current company
• Phone number
• Professional email
• Your relationship to them

Optional:

• LinkedIn URL
• Best time to reach
• Preferred contact method

Formatting Guidelines

• Match the style of your resume (fonts, formatting)
• 3-5 references (more only if requested)
• Separate page from resume
• Header should match resume header
• Include "References" or "Professional References" as title

Reference Preparation

Step 1: Ask Permission

Before listing anyone:

• Call or email to ask permission
• Confirm their contact information
• Explain the role you're applying for
• Gauge their willingness and enthusiasm

Script:

"Hi [Name], I hope you're doing well! I'm applying for a [Role] position at [Company] and was wondering if you'd be comfortable serving as a reference for me. The role involves [brief description], and I think your perspective on [specific project/skill] would be particularly valuable. Would you be willing to speak with them if they reach out?"

Step 2: Brief Your References

Send them:

• Copy of your resume
• Job description
• Key points you want highlighted
• Specific projects to mention
• Timeline for when they might be contacted

Briefing Email Template:

Subject: Reference Preparation - [Role] at [Company]

Hi [Name],

Thank you so much for agreeing to be a reference! Here's some context to help:

**The Role:** [Job title] at [Company]
**What they're looking for:** [Key requirements]

**Points I'm emphasizing:**
- [Achievement 1]
- [Achievement 2]
- [Skill they should mention]

**Our work together they might ask about:**
- [Project 1]
- [Project 2]

I've attached my resume and the job description for reference. They may reach out in the next [timeframe].

Please let me know if you have any questions, and thank you again!

Best,
[Your name]

Step 3: Follow Up

After references are checked:

• Thank your references regardless of outcome
• Let them know the result
• Offer to reciprocate

Handling Special Situations

Current Employer Doesn't Know

Options:

• Ask if reference check can wait until later stage
• Use colleagues who've left the company
• Be upfront: "My current employer doesn't know I'm looking"
• Use other professional references

Manager Left the Company

Options:

• Track them down on LinkedIn
• Use their personal email/phone
• Include their new company in reference list
• Explain "Former manager, now at [New Company]"

Bad Relationship with Past Manager

Options:

• Use another supervisor from that role
• Use senior colleagues instead
• Choose references from different roles
• Be prepared to explain if asked

Limited Professional Experience

Options:

• Professors or academic advisors
• Internship supervisors
• Volunteer organization leaders
• Coaches or mentors
• Client contacts

Reference Won't Give Positive Review

Don't use them. It's better to have fewer references than a lukewarm or negative one.

What Reference Checkers Ask

Common Questions

Performance:

• "How would you describe [name]'s work?"
• "What were their primary responsibilities?"
• "How did they perform against expectations?"

Skills:

• "What are their greatest strengths?"
• "What areas could they improve?"
• "How would you rate their [specific skill]?"

Work Style:

• "How did they handle pressure/deadlines?"
• "How did they work with the team?"
• "How did they handle conflict?"

Character:

• "Would you rehire them?"
• "Is there anything else I should know?"
• "How do they compare to peers?"

The "Would You Rehire?" Question

Most important question. Brief your references that this may be asked and ensure they can answer enthusiastically.

Reference List Template

[YOUR NAME]
[Your Email] | [Your Phone]

PROFESSIONAL REFERENCES

[REFERENCE 1 - MOST SENIOR/RELEVANT]
[Name]
[Title]
[Company]
Phone: [Number]
Email: [Email]
Relationship: [How you worked together, dates]

[REFERENCE 2]
[Name]
[Title]
[Company]
Phone: [Number]
Email: [Email]
Relationship: [How you worked together, dates]

[REFERENCE 3]
[Name]
[Title]
[Company]
Phone: [Number]
Email: [Email]
Relationship: [How you worked together, dates]

---
References available upon request for additional contacts.

Reference Timing

When to Provide References

• Don't include with initial application (unless requested)
• Bring to interview (have them ready)
• Provide when asked (usually after final interview)
• Always ask before sharing (confirm permission each time)

Common Timeline

1. Application: "References available upon request" (optional on resume)
2. First Interview: Have list ready but don't offer
3. Final Rounds: "Can you provide references?" → Share list
4. Reference Check: Company contacts your references
5. Offer: Follow up with references, thank them

Progress Tracking

Display progress before each reference phase:

[████░░░░░░░░░░░░░░░░] 25% — Phase 1/4: Selecting Appropriate References
[████████░░░░░░░░░░░░] 50% — Phase 2/4: Structuring Reference Sheet
[████████████░░░░░░░░] 75% — Phase 3/4: Preparing Referee Talking Points
[████████████████████] 100% — Phase 4/4: Delivering Reference Package

Output Format

When building a reference list:

# REFERENCE LIST

## Reference Strategy
**Target Role:** [Position]
**Company:** [Company]

## Recommended References

### Primary References (Use These)

**Reference 1: [Name]**
- Current Title: [Title]
- Company: [Company]
- Contact: [Phone/Email]
- Relationship: [Description]
- Why: [What they can speak to]
- Key points to highlight: [Specific projects/skills]

**Reference 2: [Name]**
[Same format]

**Reference 3: [Name]**
[Same format]

### Backup References (If Needed)

**Reference 4: [Name]**
[Same format]

## Briefing Notes

### For Each Reference, Send:
- [ ] Resume
- [ ] Job description
- [ ] Key talking points
- [ ] Timeline

### Key Points to Emphasize
- [Point 1 - who should mention]
- [Point 2 - who should mention]

## Reference Outreach

### Permission Request Script
[Customized script]

### Briefing Email
[Draft briefing email]

### Thank You Template
[Post-check thank you message]

Reference Checklist

• ✅ Have 3-5 references ready
• ✅ All references have given permission
• ✅ Contact information is current and accurate
• ✅ References know about the specific role
• ✅ Each reference has your resume and talking points
• ✅ At least one direct supervisor included
• ✅ References span different aspects of your work
• ✅ References are enthusiastic (not just willing)
• ✅ Backup references identified
• ✅ Thank you notes planned