Everything to know about professional references

Professional references can be the deciding factor in landing your next job. A positive reference can validate your strengths, build your credibility and help you stand out from other applicants.

In this guide, you’ll learn about the different types of professional references and how to use them to grow your career. We’ll also share tips on requesting references from qualified individuals in your network.

What is a professional reference?

A professional reference is someone who can verify your skills, experience, work ethic and performance by providing firsthand insights and examples of what it’s like to work with you.

They’re typically someone you’ve worked with directly in a professional capacity, such as a former employer, coworker, client or even a college professor.

Strong professional references have intimate knowledge of your strengths, weaknesses, responsibilities and accomplishments. They can accurately answer questions about your work habits to help potential employers assess whether you’re a good fit for their company.

A good reference can also be the tipping point for landing your dream job. Talking to references can often uncover what resumes and job interviews don’t.

Say you’re interviewing for a new sales position. The company is impressed by your qualifications but wants to ensure you’ll fit in with its organizational culture of flexibility and collaboration.

The hiring manager calls your references, including a former team leader who can speak directly to your ability to adapt to change and work well in a team. This reference answers any remaining questions about you, and the company extends a job offer.

Traditional vs. non-traditional professional references

Understanding the difference between traditional and non-traditional references can help you expand your options and maximize your network.

Traditional professional references are those who have worked with you in formal, paid capacities. These individuals are often tied to your previous or current jobs and can speak directly to your skills and performance in the workplace.

Here are some examples of traditional professional references.

• Managers or supervisors. Current or former bosses who directly oversaw your work. They’re typically the best references because they can speak to your actual performance, reliability and ability to meet goals.

• Coworkers. Past colleagues who worked alongside you on projects and daily tasks. They can provide firsthand information about your collaboration skills, communication style ​​and work habits.

• Direct reports. These are people who worked under your supervision. They can offer unique insight into how you lead, mentor and develop team members.

• Clients. External business contacts who used your services or products. They can speak to your professionalism, service quality and ability to manage relationships.

Traditional references often carry more weight in corporate environments as they’re directly related to workplace performance.

For example, a potential sales rep could list a former manager who shares how they consistently hit their sales targets and brought in new clients. A reference like that proves the candidate can deliver real results.

However, some employers may consider non-traditional references for job seekers fresh out of college, just starting their careers or returning to work after a long break (e.g., stay-at-home parents).

Non-traditional references include people outside the formal workplace who can speak to your skills or professionalism in other contexts.

Some examples of non-traditional references are:

• Internship supervisors. People who managed your work during internships can talk about how well you learn and handle work situations.

• Volunteer coordinators. Leaders who supervised your volunteer work can speak about your reliability, teamwork and commitment.

• Professors or advisors. Academic contacts who know your skills, intellect and work habits can explain how you handle projects and deadlines.

• Mentors or coaches. People who’ve guided your professional growth can describe your potential and eagerness to learn.

• Community leaders. People who’ve seen you contribute to community projects can speak about your character and how you work with others.

For example, a volunteer coordinator might share how a sales candidate pitched and sold a fundraising event to sponsors, showing their ability to build relationships and close deals – key skills for any sales position.

Who is not considered a professional reference?

While it’s tempting to include anyone who can speak positively about you, professional references must be individuals who can credibly vouch for your skills and experience in a professional or structured capacity.

Here are some people who typically don’t fit the criteria:

• Friends and family members. Even if they’ve seen your performance or work ethic firsthand, their personal connection to you makes their opinion biased and less credible to employers. However, you might be able to use family references in some cases, such as if you worked in a family business.

• Casual acquaintances. People who know you socially but haven’t worked with you directly can’t speak meaningfully about your professional abilities or work habits.

• Social media connections. Having an extensive online network doesn’t mean these contacts can verify your actual work experience or skills.

• High school teachers. Unless you’re a very recent graduate, high school teachers are typically too far removed from your current professional capabilities.

• Colleagues from long ago. People you worked with years ago might not remember specific details about your work, and their insight may not reflect your current skills and experience.

• Bosses you left on bad terms. Adding a former manager as a reference might look good on paper, but if you didn’t get along with them or left with unresolved issues, you can’t trust them to talk positively about you.

Types of professional references

Employers often have specific preferences about how they want to receive reference information. Some might want to speak to your reference directly, while others might require a written record of their endorsement.

Here are some types of reference formats to know so you can give employers exactly what they’re looking for.

Phone calls

Reference calls are direct and personal. Employers can easily ask questions, dig deeper and even gauge your reference’s tone and enthusiasm over the phone.

Email references

Employers might email your references to ask about your skills. The references can respond with detailed feedback, and employers get a written record of every conversation to refer to or share with other members of the hiring team.

Email references work well with different time zones, busy schedules or high-volume hiring.

LinkedIn recommendations

You can ask colleagues or clients on LinkedIn to write a short recommendation about your skills, projects or work style and add it to your profile. Here are two examples of LinkedIn references:

Considering that one in two employers check candidates’ social media to spot red flags, having real people vouch for your work online can add more credibility to your experience.

PDF references

PDF (or digital) references are handy when using the same reference multiple times. You can instantly share them with different employers, regardless of where they are. They work especially well for remote or overseas jobs or when your references are hard to reach.

Here’s an example of a digital reference letter:

Physical reference letters

Printed references are similar to PDFs, except these letters are signed by hand and delivered in person, often in a sealed envelope. They’re still used in some formal settings like academia or medicine. Some organizations also see the extra effort as a sign of commitment.

When to use a professional reference

While most people only think about references during their job search, you can use these powerful endorsements in various stages of your career.

Specifically, you might be required to share job references when:

• Applying for a new job. Most employers require references as the final step in the hiring process. It helps them verify the skills and experience listed in your resume and better understand the value you bring to the role and company.

• Entering a new industry. Employers might want to confirm your transferable skills and ability to adapt, even if your experience doesn’t perfectly align with the field.

• Applying for a promotion or transfer. References from your current organization, such as branch managers, can vouch for your performance and show you’re ready to take on greater responsibilities.

• Enhancing your LinkedIn profile. Adding LinkedIn recommendations and endorsements can strengthen your profile and impress potential employers when they look at your social media presence.

While professional references can strengthen your job application, sharing them at the wrong time can dilute their impact. Ideally, you should provide references after you’ve gone through the interview process and are being seriously considered for the position.

Waiting until a job offer is close protects your references from being contacted unnecessarily. You can also include a line on your resume or application stating “references available upon request” to manage when and how your references are contacted.

What to look for in a professional reference

While anyone can speak positively about your work, the strongest references have distinct qualities that make their words resonate with recruiters.

Here are some characteristics to look for in a professional reference.

They’ve worked with you directly

Managers, coworkers and clients who collaborated with you on projects are your strongest references. They’ve seen how you handle challenges, work with others and deliver results, and can share examples of your strengths in action.

For example, they can share precisely how you inspired the team during a crisis instead of just mentioning that they’ve heard good things about your leadership skills.

They’re credible and respected in their field

If possible, choose references who have a strong reputation in your industry. Employers are more likely to trust feedback from someone who knows what great work looks like and has a proven track record of producing it themselves.

However, avoid prioritizing seniority over direct experience. A sales manager who worked closely with you for two years can speak more credibly about your abilities than a chief sales officer who only knows you by name. As career coach Colleen Paulson says:

They can communicate your strengths well

Your references should be able to articulate your value clearly. Even positive feedback loses its impact if the reference struggles to express it well or gives vague responses.

Find references with good communication skills who can share stories about your achievements. You want someone who can say, “Let me tell you about the time they saved our biggest client account” over, “Oh yeah, they were great to work with”.

Their experience matches the role

Find references who know what it takes to succeed in your role because they’ve done similar work. They can explain your skills and potential in ways that make sense for the position.

Let’s say you’re applying for a sales job. A reference with sales experience can talk about how you win clients and hit targets. They might say, “Last year, Emma landed our biggest customer and beat her sales goals every quarter”.

Coming from someone who knows sales, this tells employers exactly what they need to hear.

They’re eager to recommend you

Look for references who genuinely want to help you succeed. Their enthusiasm will shine through and make their reference more powerful. For example, they might be willing to answer all employer questions in detail or share additional context about your skills.

Proactively building relationships throughout your career helps create a network of people happy to support your growth. As author and CEO Jack Kelly notes:

They’re reliable and responsive

You want references who follow through on their commitment to support you. Their reliability will keep the hiring process moving and reflect well on you.

Confirm their willingness and availability before listing them to ensure they’re easy to contact and respond promptly to checks.

How to ask for a professional reference

Picking the proper references matters, but how you ask them is just as important. Even your biggest supporters need the appropriate context and preparation to advocate for you effectively.

A skillful request can also strengthen your relationship with the referrer. Here’s how to properly approach your references and ask them for help, including an email template for requesting professional references.

1. Reach out in advance

Contact potential references a few weeks before you start applying for jobs. Inform them about your job search, why you want them to be your reference and what they can expect in the near future (e.g., phone calls or emails from prospective employers).

Reaching out early gives your references time to think about what they’ll say and prevents last-minute pressure. It also gives you time to find alternatives if someone declines.

2. Ask for permission

Before you list someone as your reference, ask them if they’re comfortable with it. Give them room to decline if they’re not. You could also provide them with easier options, such as writing you a reference letter instead of answering calls.

Remember that being a reference takes time and puts their reputation on the line, too. If they seem unsure, thank them and move on. A lukewarm reference won’t help your job search, and pressuring someone could damage your relationship.

3. Provide context about the role

A reference who understands the role you want can make a stronger case for why you deserve it. Share your job description, company details and any other requirements with them. The more information your references have, the better they can tailor their responses.

For example, let’s say you’re moving from a junior sales role to a sales management position. References who know this would likely highlight your leadership qualities, soft skills and quick decision-making rather than just focusing on your sales skills.

4. Offer to help

Make it easy for your references to support you. The less work they have to do, the more likely they’ll be to help. Tell them exactly what you need from them: a written letter, a phone call or permission to include their name in your list of professional references.

Additionally, give everything they need to confidently back you up, such as an updated resume and details about recent projects. You can also share any specific points you want them to highlight. Career strategist Bernadette Pawlik has a great tip:

Depending on your relationship (and their schedule), your reference might even prefer that you write a reference letter yourself so they can review and sign it.

5. Follow up

Once your references agree, follow up with them regularly. Tell them when they might be contacted and from which companies. People give much stronger recommendations when they’ve had time to think about what to say.

Finally, thank referrers sincerely after every reference, whether you get the job or not. In fact, keep them in the loop throughout your job search. Staying connected can keep the door open for future opportunities.

Email template for requesting a professional reference

Mistakes to avoid when asking for professional references

You might be surprised by how easy it is to mishandle a reference request, even when you have a great relationship with the person you’re asking. What feels like a simple favor to you can put your reference in an awkward spot if you don’t approach it strategically.

Watch out for these common pitfalls when asking for professional references:

• Not giving enough notice. Asking for references at the last minute, such as the night before, creates unnecessary pressure. Give people at least a week to prepare their response and clear their schedule for potential reference calls.

• Not asking the right people. Your friends might say great things about you, but employers want to hear from people who’ve actually seen your work. Choose references who can speak to your professional skills and experience, such as previous employers, coworkers or clients you’ve delivered results for.

• Not giving enough information. Help your references help you. Tell them about the role you’re applying for and what the employer cares about most. Without this context, they might focus on skills or experiences that aren’t relevant to the position you want.

• Not handling rejections gracefully. Sometimes, people can’t or don’t want to be a reference – and that’s okay. Maybe they’re too busy, or company policy prevents it. Thank them for considering it, and move on. Getting upset or pushy will only damage your relationship.

• Using the wrong format. Check what type of reference your new employer needs before asking. While some want a phone call, others might need a formal letter. Getting this wrong can hold up your application and create extra work for your references.

Professional reference FAQs

Final thoughts

Professional references are a critical part of the hiring process. A good reference can validate your work and skills in ways your own words can’t.

Choose your references carefully, prepare them well and always handle these relationships with respect. They can help you in your career long after your current job search is over.