All active job seekers should already know that they will eventually have to provide a list of references before being hired. This is not new news, but the majority of applicants show up for the interview totally clueless about how to fill out any form that has blank spaces for references. If there is any other sign that the candidate is not taking this seriously it would be forgetting to show up for the interview. There are rumors, mostly true, that many companies don’t bother to check references anymore. To use that as an excuse to be unprepared is not a smart move. Like other aspects of the job search, being totally prepared involves following all the rules even if that item (hint: cover letter) is never used. There is no such thing as being over prepared. A very special note to those who think they are not looking for a new job: Be prepared if the phone rings! To paraphrase an old cliché (supposedly an old Chinese proverb) “Dig your well before you are thirsty.†If someone is networking every day as they should, there is no question that maintaining a complete contact list of individuals that would provide a reference is also an ongoing task.
There are many sources of advice for job seekers on how to select references and the rules for using them. Add these two: (1) Do not include a list of references on the resume (exceptions: academic or scientific curriculum vitae or recent college graduates. (2) Do not include a line “References will be provided on request†(wasted space on a document where every bit of space counts). On a separate page in the same format as the resume, compile a list of at least five references with complete contact information. This is a “just in case†page and may only be a source of information to copy to an application form, but it presents an image as a prepared and serious applicant if asked for a reference list.
All of the following information must be listed:
- Salutation – Always add the proper title as a prefix to someone’s name. Callers should not have to guess at the gender of the reference (Mr. or Ms.) or the appropriate professional title such as Dr. or Professor.
- Degree/Certifications – If appropriate, indicating honors or other designators, such as CPA, will be helpful in reaching or understanding the position of the reference. The prefix of Dr. does not mean that an appropriate suffix is unimportant as there is a difference between an MD and a PhD.
- Full Name – Although it appears formal in nature, the name should be as complete as possible. If the reference prefers to be called by a middle name or nickname, that information can be appended in parentheses.
- Current Title – This gives the reference checker some indication of the position of the individual in the current organization and may be an indicator of the presence of a gatekeeper or timing issues. Busy people are hard to reach.
- Company and Business Address – Even though most of the reference dialog will be by phone, the full mailing address helps to locate people who may have changed locations and also provides the reference checker with a place to send a “thank you†note for their cooperation.
- Business Phone Number – Always include an office phone number even if there are better numbers to reach the individual. Only include mobile or other alternate numbers with permission and indicate the primary number to call.
- Email Address – It is important to provide an electronic access to the reference in order to expedite setting up a time and best means of communication.
- Relationship – In a brief narrative, explain the relationship with the reference and provide any additional information that will allow the reference checker to hone in on the relevant part of the dialog.
So this is how it will look:
Mr. Cryspin F. Bacon, SPHR
Vice President, Human Resources
Acme Anvil Company, Inc.
1234 Roadrunner Boulevard
Coyote Canyon, CA 90078
323-555-1234
cryspy.bacon@acmeanvil.com
I was hired by Cryspy as an HR Partner to the Propulsion Laboratory when he was Director of Human Resources at Reliable Rockets in San Diego. We worked together for 3 years until he left for his current position with Acme and we remain in contact on social media.
It is not necessary to keep a static list of your five references in the preferred one page format, but with a complete listing of all possible references it will be easy to select the most applicable ones to suit the occasion. It is not just the Scout motto to be prepared, but also the mantra of a successful networker.
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