Who belongs on the list
Employers usually ask for three references, so keep four or five ready. The strongest are former direct managers, because the question every hiring manager wants answered is what you are like to supervise. Round out the list with a senior colleague, a client, or a professor if you are early in your career. Friends and relatives do not count. Choose people who saw your work closely, who speak well, and who return calls, since an admiring reference who takes a week to respond can stall an offer.
Your current boss
Nobody expects you to list the manager you have not yet told. Say that your search is confidential, offer earlier managers and a trusted current colleague, and tell the employer that a reference from your present company can be arranged once an offer is made. That is a routine request.
Prepare them properly
- You ask first, every time, and you ask whether they can give you a strong reference, which offers a graceful way out.
- You send your current resume and the posting for the job.
- You mention two or three projects you worked on together and the qualities the employer seems to care about.
- You tell them who may call and roughly when, so that an unknown number gets answered.
- You report the outcome and thank them, whether or not you got the job.
Confirm their current title, phone number and email while you are at it. Keep references on a separate page that matches your resume, and hand it over only when asked. The line "references available upon request" is understood and only takes up space.
When the company will not comment
Many employers have a policy of confirming only dates and job title. That governs the human resources department more than individuals. A former manager who has since left the company is free to speak, and many current ones will speak personally. Be aware that hiring managers also make informal calls to people they know at your old firms, so every former colleague is a possible reference whether or not you list them.
Keep them warm
A reference who last heard from you four years ago will be vague. Write a few lines once or twice a year: a new role, a finished project, a congratulation on theirs.
Tip Ask a departing manager or a trusted colleague for a written recommendation at the time you part ways, while the details are fresh. It is far easier than asking three years later.
