Choosing References

Few parts of an application depend so much on other people as the reference. You can write a perfect resume and prepare brilliant answers, but a reference is someone else's voice saying what you are like to work with or teach. Employers use references to check facts, confirm impressions and sometimes decide between close candidates. For students, who may have limited work history, choosing the right people and preparing them well is one of the most valuable things you can do.

Requirements differ by employer, program and country. This guide offers general advice. It quotes no statistics. It is general information, not career advice. Always follow the instructions in each application.

What references are for

Employers and programs ask for references to:

• Verify what you say. Dates, roles and responsibilities.
• Learn about your character. Reliability, honesty and attitude.
• Hear about your skills from someone who has seen them.
• Compare candidates with similar profiles.
• Reduce risk in hiring.

References may be requested as:

• Names and contact details that the employer will contact later, often after an offer is likely.
• Written letters sent by the referee, often for academic programs, scholarships and some internships.
• Online forms that referees complete.
• Verbal references by phone or video.

Check which form is required and when.

Who makes a good reference

The best referees are people who know you well in a relevant setting, can speak specifically and are likely to be positive and reliable.

Lecturers and tutors

Academic staff can speak about your ability, work ethic, participation and potential. They are especially valuable for academic programs, research roles and early internships. Choose someone who has taught you in a smaller class, supervised your work or seen you improve. A lecturer who taught a large lecture and does not know you personally cannot say much.

Supervisors from jobs, internships or work experience

A manager or supervisor can describe your reliability, skills and professionalism. They are strong choices for job applications. Even part-time retail or hospitality supervisors can be excellent referees if they know your work.

Volunteer coordinators and club advisers

People who have seen you take responsibility, work in teams or lead projects in volunteering, societies or sports can offer meaningful references.

Research supervisors

If you worked in a lab or on a project, the lead researcher can speak about your skills and conduct.

Community leaders, coaches or mentors

Where your experience is limited, a respected person such as a coach, youth worker or religious or community leader who has known you over time can give a character reference. Check that this is acceptable for the application.

Previous teachers

For first-year students, a school teacher or tutor can be suitable, especially for early applications. As you gain university experience, replace them with more recent referees.

Who to avoid

• Family members and close friends. Employers want independent views.
• People who barely know you.
• Famous or senior people who do not know your work. A short, specific reference from someone who knows you beats a generic one from someone important.
• Anyone who might be lukewarm or negative. If you are unsure how they would speak about you, ask them whether they feel able to give a strong, positive reference.
• People who are hard to reach. Choose referees who respond to emails and calls.
• Someone who has not agreed. Never list someone without permission.

How to choose for a particular application

Match referees to the role.

• For academic programs and research roles, prioritize lecturers and research supervisors.
• For jobs and internships in business, include a work supervisor and one academic referee.
• For volunteering or community roles, include a volunteer coordinator.
• For leadership roles, choose someone who has seen you lead.
• For a mix of perspectives, choose one academic and one work or activity referee.

Ask yourself: What do I want this reader to learn about me, and who can say it best?

How to ask

Asking well is a skill. It shows respect and increases the chance of a strong reference.

1. Ask early. Give at least two to three weeks, more for letters.
2. Ask politely and directly. Many people prefer a face-to-face or email request with a clear question.
3. Ask whether they feel able to give a strong, positive reference. This allows them to say no gracefully if not.
4. Explain the purpose. What role or program, and why it matters to you.
5. Give the deadline and how the reference will be requested.
6. Offer to provide materials.
7. Thank them, whatever the answer.

Sample email:

Subject: Request for a reference

Dear Dr. Patel,

I hope you are well. I am applying for the summer research assistant program at the Institute of Environmental Science, and I would be grateful if you would be willing to act as a referee. I enjoyed your module on ecology last term and the project you supervised, which gave me my first experience of fieldwork.

If you feel able to provide a positive reference, the institute will contact you by email around 15 March. I would be happy to send my resume, my statement and a summary of the project to help you.

Thank you very much for considering this.

Best wishes, Daniel Okoye

What to give your referees

Help them write or speak about you accurately.

• Your resume.
• The job description or program details, with the skills required.
• Your personal statement or cover letter, if relevant.
• A short summary of what you did with them, such as the course, project, dates and your results. Include specific examples they might mention.
• Deadlines and instructions.
• Contact details for the people who will contact them.
• A reminder a week before the deadline.

Do not tell them what to say. Provide information to refresh their memory. Offer to meet briefly if they would like to discuss.

Prepare the contact details

If you must list referees, provide:

• Name and title.
• Organization.
• Relationship to you, such as "Module tutor, Biology."
• Email and phone number, as they have agreed.
• Best time to contact, if known.

Make sure the details are correct. Keep a document with this information.

Written letters

For some applications, referees write letters or complete forms.

• Give them as much notice as possible.
• Send a reminder before the deadline.
• Check they know how to submit, especially via online portals.
• Do not read the letter unless they offer. Many forms are confidential.
• Waive your right to see it if the application offers that option. Admissions and employers may view confidential references as more candid.
• Follow up politely with a thank-you.

Character references

Some applications, such as for housing, scholarships or visas, ask for character references. These are statements about your honesty, reliability and conduct from a person who knows you. They are often written by community leaders, teachers, employers or professionals. Check what the requester wants, and who is acceptable.

References and visa or immigration processes

Some immigration, security and professional processes ask for references and may verify them. Be accurate and consistent. If you are an international student, ask your international office whether any requirements apply.

Keep your referees happy

• Keep in touch. A short update every few months helps them remember you and take interest.
• Tell them the result. People like to know how things turned out.
• Thank them, with a note or email.
• Limit requests. Do not ask too often for too many.
• Respect their time.
• Offer to help in return, if appropriate.
• Update them on new goals so that they can adapt.

A referee who knows your story can speak with conviction.

Build a reference network early

You do not need to wait until you apply.

• Take smaller classes and participate.
• Go to office hours.
• Do good work and show reliability in jobs, volunteering and societies.
• Ask for feedback.
• Keep a list of people who have seen your work.
• Stay in touch with former supervisors and teachers.
• Consider asking for a recommendation on a professional networking profile when you finish a role, if appropriate.

If you have few options

If you are early in your studies and lack obvious referees:

• Ask a teacher or tutor from school or your first term.
• Use a part-time or volunteer supervisor.
• Ask a community leader or coach for a character reference.
• Build relationships now that will serve you later.
• Ask the employer whether alternatives are acceptable.

Most employers understand that students have limited histories.

What if a reference could be negative?

• Ask beforehand. Phrase your request to give them an easy way out.
• Do not list someone you doubt.
• If a previous employer was unhappy, choose another person who can speak about different aspects of your work, and be ready to explain briefly and honestly if asked.
• Know your rights. In some countries, you may be able to see references in certain circumstances.

Common mistakes

• Listing people without permission.
• Asking too late.
• Choosing people who barely know you.
• Not providing information.
• Not checking contact details.
• Not thanking them.
• Using only one type of referee.

A quick checklist

• Have I chosen people who know my work well and are likely to speak positively?
• Have I asked politely, with notice and details?
• Have I given them my resume and information about the role?
• Are their contact details correct?
• Have I planned to thank them and update them?

Final thoughts

A good reference comes from someone who knows you, has agreed to speak for you and has the information to do it well. Choose carefully, ask early, provide details and say thank you. Build relationships throughout your studies, and your referees will be ready when you need them.