Guidelines for Providing Effective Job References

Providing job references is a crucial aspect of the hiring process. References can influence a potential employer's decision on whether to offer a job to a candidate. Whether you need to provide a list of references or give a reference letter personally, this guide covers all the necessary steps to ensure your supports are useful and professional.

Method 1: Creating a List of References

To provide a comprehensive list of references, start by identifying relevant individuals who can speak favorably about you. Aim for former bosses, colleagues, volunteer directors, faith leaders, or professors, as they can offer valuable insights. Ensure that your references have a relevant connection to your professional background. It's not advisable to use a person with an impressive title but no actual management experience. Choose individuals who can provide a strong reference, such as someone you worked closely with or a senior-level individual.

Ask for permission to use someone as a reference. Provide them with relevant information, such as your resume, job description, and details about recent projects. This preparation helps your reference provide a more accurate and detailed recommendation. Format your reference list with a standard business format, ensuring it aligns with your cover letter and resume. Provide the necessary contact information for each reference, and have at least three references. Print your list on high-quality paper and submit it through the appropriate channel.

Method 2: Giving a Positive Reference

When providing a positive reference, you need to be prepared and professional. First, check your company's policies regarding references. If you cannot provide a reference due to company policies, consider providing one in your personal capacity. Once you agree to provide a reference, ask for the candidate's current resume and any specific projects they are proud of. Understand the type of reference needed and who will receive it.

Refresh your memory about the candidate's strengths and weaknesses, and include specific examples of their accomplishments in the reference letter. Format the letter as a standard business letter, either using company letterhead or a professional template without company branding. Conclude the letter with an enthusiastic recommendation and your contact information for follow-up questions.

Method 3: Handling Negative References

Handling negative references requires tact and legal protection. If you cannot give a positive reference, try to decline gracefully. Offer to provide basic information if the candidate cannot secure a more favorable reference. Consult with an attorney to protect yourself legally. Ensure that any information you provide is accurate and backed by evidence. Require the candidate to sign a release of liability for any reference given.

Consider drafting a company reference policy to standardize the process for all employees. This policy should specify the types of reference information allowed and the procedure for handling reference requests. By following these guidelines, you can provide effective and legally sound job references.