While you can fill out most parts of a job application by yourself, the references section is the one area where you need to reach out to people you’ve worked with and ask them to recommend you. It may feel scary to ask someone to praise you to a potential employer, but your confidence will go up as you gain experience with this aspect of the job search. Here’s how to go about requesting a reference.
Find contact information
If you’ve stayed in touch with your former manager or coworker and you already have some contact information on hand, then you’re good to go. Otherwise, you’ll need to look for a way to get in touch. Good sources of contact information are company websites, white pages, professional association directories, and public social media profiles. If those options don’t turn up anything, you could try asking mutual acquaintances if they could pass along an email address.
Remind them of who you are
This step may not be necessary if you’ve worked together very recently, but if it’s been a while since you’ve spoken, give them a reminder of how they know you. You could say something like, “It’s great talking to you again! I’ve got fond memories of our time together at the XYZ Hotel front desk when I was your assistant manager.” This precludes any awkwardness from the other person trying to recall where you met, and it helps ensure that they won’t mistakenly think you’re someone else (and possibly provide a reference for you that’s actually intended for another person).
Ask if they’re willing to recommend you
Most people will be happy to act as a reference for you but to be courteous, you should ask if they’re comfortable giving a recommendation. In the rare case where someone doesn’t want to be a reference, it’s good to find out now so you can look for another person who will recommend you wholeheartedly. Whether or not they agree to help you, thank them for your time.
Explain what you need a reference for
If they’re willing to recommend you, let them know why you need a reference. For example, you could say, “I’m in the running for a general manager position at ABC Hotel,” or, “I’m applying for sous chef roles at hotels and resorts around the Austin area.” This gives them some idea of what the conversation will be about if they get a call. They also might want to tailor their recommendation based on the type of job you’re seeking.
Ask how they’d like to be contacted
Don’t assume that the contact information you have is what they want to be shared with a hiring manager. It could be that you have a home phone number, and they’d prefer to use a cell phone or a work number. Also, you should double-check that you have the correct phone number or email address.
Provide any additional information
Share any other details you might have about how or when someone will reach out to them. You might say, “A hiring manager should contact you by Monday,” or, “I’m just beginning to talk to recruiters now, but they’ll probably check my references in the next few weeks.” This lets your former manager or coworker know when they can expect a call, and it also gives them the opportunity to tell you if they won’t be available during that time frame.
Write a thank-you note
Finally, write a thank-you note expressing your gratitude for your former manager’s or coworker’s help. Keep in mind that fielding calls from employers can be a bit of an inconvenience for a busy professional, and it will feel good to hear that it made a difference in your career. Someone who receives a gracious thank-you note will probably be happy to be appreciated and eager to help out again the next time you need a favor.
Try to stay in contact with anyone who’s served as a reference for you. You might follow up to let them know when you get a job, and then check in again a few months later to tell them how you like your new position. See if there’s anything you can do to return the favor and help them in their career. This way, you deepen your professional relationships and build your network.