Key Takeaways
| What to Do | Why It Matters |
| Send the job description and key skills to each reference | Helps them highlight the most relevant examples |
| Remind them of key achievements you shared | Refreshes their memory and builds alignment |
| Confirm contact method and availability | Prevents delays in the hiring process |
| Prepare at least 2–3 references plus backups | Shows you’re professional and organized |
| Always thank your references | Keeps your network strong and supportive |
Reading time: 6 minutes
References can seal the deal
When it comes to job hunting, your résumé and interview performance may win you attention — but your references can seal the deal.
Too often, job seekers treat reference checks as a formality. But a well-briefed reference can reinforce your strengths, validate your experience, and even tip the hiring decision in your favour. Here’s how to prepare your references so they can confidently and accurately advocate for you.
Why Preparing Your References Matters
A reference check isn’t just a box to tick. It’s an essential step in how employers validate your experience and assess how you’ll fit within their teams.
According to the Indeed Hiring Lab’s 2025 U.S. Jobs and Hiring Trends Report, employers are placing greater emphasis on candidate evaluation and validation, including reference and background checks, as hiring processes become more selective. This trend reflects a broader global movement toward data-driven hiring decisions and holistic assessments of a candidate’s potential.
Closer to home, a 2025 Canadian survey by HRD and HCAMag found that 48% of hiring managers identify thorough reference checking as one of the biggest bottlenecks in hiring — not because it’s unnecessary, but because employers continue to treat it as a vital step before extending an offer.
In other words, references aren’t just confirming your résumé facts — they’re shaping how decision-makers perceive your reliability, credibility, and alignment with their culture. A well-briefed reference can turn a “maybe” into a “yes.”.
Step-by-Step: How to Brief Your References Effectively
1. Choose the Right People — Then Prepare Them
If you’re still deciding who to include, read our companion article: Demonstrate your professionalism during the reference check.
Once you’ve selected your references, don’t just list their names. Take the time to set them up for success.
2. Share the Job Description and Context
Your reference may not have worked with you recently or remember the details of your standout achievements. Send them:
- A copy of the job posting or a short summary of the role
- Three to five key skills or experiences the employer is seeking
- Examples of projects or results they can reference (“You might recall the product launch we led together. That’s relevant to this role”)
This helps them focus on the experiences that matter most and ensures consistency with your interview answers.
Pro Tip: Tip: Don’t script them. You’re not asking for a rehearsed testimonial — just aligning on what’s most relevant.
3. Confirm Preferred Communication Method and Availability
Before submitting your reference list, confirm:
- Whether they prefer phone or email contact
- Their current title and company (especially if they’ve changed roles)
- Time zones and availability, particularly if they travel, work shifts or it’s a common vacation or holiday season
Hiring processes move quickly, and unreachable references can delay or derail an offer. A quick check-in shows respect for their time and ensures the employer’s call doesn’t come as a surprise.
4. Provide a Quick Recap Email
Once they’ve agreed, send a short follow-up message that includes:
- The company name and role title
- A few bullet points summarizing your strengths and fit
- Contact details for the hiring manager or HR team (if known)
- Your thank-you note for their time and support
This small gesture helps your reference feel appreciated and informed — and keeps you top of mind.
5. Have 2–3 (or More) References Ready
Most employers ask for at least three references, typically a mix of:
- One direct supervisor
- One peer or colleague
- One client, vendor, or cross-functional partner
Having a fourth or fifth backup reference is also smart — especially if one person is unavailable or if different jobs emphasize different aspects of your work. Offering multiple reference options demonstrates foresight and organization; both qualities that hiring managers observe and value.
Conclusion
Preparing your references is one of the simplest yet most overlooked ways to strengthen your candidacy. By briefing them properly — sharing the job description, highlighting key projects, confirming logistics, and keeping them informed — you make it easier for them to support you confidently and effectively.
Remember: a great reference doesn’t just vouch for your past; it helps open the door to your future.
About Agilus Work Solutions
For more nearly 50 years, Agilus has served our candidate and employer networks, connecting job seekers with meaningful opportunities. We place nearly 10,000 job seekers in roles every year in Engineering, Technology, Professional/Office, and Light Industrial roles.
Check out or open roles on our job board, create a job alert or build a profile so any of our more than 80 recruitment professionals can find you quickly when a role becomes available. Please follow us on LinkedIn, Facebook, Instagram and X for job-seeking tips and new roles.
FAQs
Q1: Should I include my references on my résumé?
No, provide them only when asked or as a separate document. Employers prefer a clean résumé and a dedicated reference list.
Q2: Can I use personal references?
Only if you lack professional experience (e.g., recent graduates or volunteers). Otherwise, professional references carry more credibility.
Q3: What if my reference hasn’t worked with me in years?
That’s fine, just provide a refresher. Send your updated résumé, remind them of the projects you collaborated on, and highlight what’s relevant to your new role.
Q4: Can I reuse the same references for every job?
You can, but tailor the briefing. Each role may emphasize different skills or experiences, so update your reference accordingly.
Q5: What if a reference declines?
Don’t take it personally. People may decline for a range of reasons — company policy, workload, or discomfort giving references. Always thank them for considering it, then move to one of your backups. This is why having at least 2–3 references (plus one alternate) is a smart strategy
Q6: Can I use professors or instructors from college or university?
Yes, especially if you’re early in your career, changing industries, or have limited work experience. Choose professors who can speak to your work ethic, reliability, and contributions to projects or research. If possible, select instructors who taught upper-level courses related to your target role.
Q7: Do my references need to live or work in Canada?
Not necessarily. If your reference can communicate clearly in English or French and provide credible insight into your professional experience, their location doesn’t matter. Just make sure to provide accurate time zones and contact methods so employers can reach them conveniently.