Job References & Reference Checks: Who to Ask and What to Say

A reference check is the stage where a prospective employer contacts people who know your work and asks them to confirm or comment on what you have told them. It typically comes late in the process — after interviews and often after a conditional offer — and it is the employer’s chance to verify your claims before you start.

Reference requests usually cover some combination of: confirming your job title and dates of employment, describing your responsibilities and performance, commenting on reliability and working style, and, in some cases, whether the referee would work with you again. An offer is frequently worded as “subject to satisfactory references”, which means a poor or missing reference can delay or withdraw it.

Employers may ask for different kinds of reference depending on the role and your experience. Knowing the types helps you line up the right people.

Some employers also run background checks in addition to references — for example identity, right-to-work, education and criminal-record checks, depending on the role and country. These are separate from the opinions of your referees. In regulated sectors such as finance, healthcare, education and security, expect more extensive checks and longer timelines.

The best referee is someone who has seen your work directly, remembers it clearly and will speak about it positively and specifically. Seniority helps, but knowledge of your work matters more than a grand job title.

Strong choices

• A current or most recent line manager — the person employers most expect to hear from (see the note on confidentiality below if you have not told your employer you are leaving).
• A senior colleague or project lead who directly supervised a major piece of work.
• A client or customer you worked closely with, where appropriate and permitted.
• A tutor, supervisor or placement manager if you are a student or recent graduate.
• A volunteer coordinator or mentor if you have limited paid experience.

Weaker or risky choices

• Family members and close friends — most employers will not treat these as credible references.
• Anyone who barely worked with you or whose view of you is lukewarm.
• Referees you have not contacted for years and cannot easily reach.
• Colleagues at the same level who cannot speak with authority about your performance, unless nothing better is available.

Ask politely, give people an easy way to decline, and make the job as simple as possible for them. A good request includes the role you are applying for, why you think of them, the key points you hope they can speak to, and the deadline.

Sample request email — a current or former manager

Subject: Reference request for [Company] — [Role]

Hi [Name], I hope you’re well. I’ve been offered an interview for the [Role] position at [Company] and I’d be grateful if you would be willing to act as a referee. I think you’re well placed to speak about the [project/skill] we worked on together, including [specific result]. They may contact you in the next [timeframe]. I’ve attached my updated CV and the job description for context. If you’d rather not, or are too busy, I completely understand. Thank you for considering it.

Sample request email — a tutor or mentor

Subject: Would you be a referee for me?

Dear [Name], I’m applying for [Role] at [Company] and I’m starting to prepare my application. Would you be happy to provide a reference? I particularly enjoyed [module/project] and would value your view on [skill]. I’ve attached my CV and a short summary of the role. I’d need the reference by [date]. Thank you so much for your support.

After they agree, send the job description, your CV, and two or three bullet points of achievements you would like them to be able to mention. This is normal practice and not an attempt to script them — most referees are grateful for a reminder of details from years ago. Afterwards, thank them and tell them the outcome. For wording ideas, see our guide to the thank-you email after an interview.

The process varies by employer, but a typical sequence looks like this:

• Application or interview stage: you may be asked to name referees, though most employers will not contact them without your permission, and many will wait until an offer.
• Conditional offer: the employer asks for contact details and sends a standard questionnaire or calls your referees. Some use a specialist screening company that sends forms by email.
• Verification stage: dates of employment, job titles, qualifications and right-to-work may be checked in parallel.
• Confirmation: once everything is satisfactory, the offer becomes unconditional and a start date is fixed.

This stage commonly takes a few days to a couple of weeks, but it can be longer if referees are slow to respond or you work in a regulated sector. If you are waiting, our guide on how long after an interview to hear back explains typical timelines. Keep your referees updated if there is a delay.

Remember that your negotiating position is strongest after a firm offer but before you sign. If you plan to discuss pay, read our salary negotiation guide before accepting a conditional offer.

You have not told your current employer you are job hunting

Say so openly. Most employers accept that candidates cannot ask their current manager before an offer and will wait until the offer is made, or accept a previous manager or colleague in the meantime. Make the offer explicitly conditional on your current employer not being contacted until you have accepted.

You had a poor relationship with a former manager

Offer an alternative: a senior colleague, a project lead, or a client who saw the work. Be ready to explain in one calm sentence if asked why your last manager is not listed, without criticising them.

You were dismissed or left on bad terms

Be honest and prepare your answer in advance — see “Have you ever been fired?” Many employers only confirm dates and titles, so the practical risk is often smaller than candidates fear; what damages trust is a discrepancy between your story and the facts.

The company has closed or your manager has left

Offer the HR contact, a former colleague who can vouch for your role, or documents such as appraisal letters, and explain the circumstances.

You are a first-time job seeker or have gaps in your history

Use academic, volunteer, placement or character references, and be ready to speak about the gap — our employment gap interview questions guide covers this.

Rules about what employers may ask and what referees may say differ by country, so check the guidance that applies where you live. In general:

• Employers should ask for your consent before contacting referees or running third-party background checks, and in some countries the law requires a written authorisation for certain screening.
• Many organisations have a policy of giving only factual references — dates, title and sometimes salary — to limit legal risk. A short, neutral reference is therefore not necessarily a bad one.
• A reference should be accurate and not misleading. Referees can be held responsible for statements that are false or unfair.
• You can usually ask a referee to share what they have written, and you may be able to request a copy of a reference through data-protection routes in some jurisdictions.
• Discrimination law applies to hiring decisions, including those based on references.

If you believe a reference is inaccurate or has cost you an offer, document the facts and seek advice from a relevant official body, trade union or employment adviser. Do not confront the referee in a way that could harm your case.

Once references are received, the employer will confirm your offer or raise any concerns. Meanwhile, it is worth doing a few things yourself:

• Check your referees have actually been contacted, and thank them regardless of the outcome.
• Make sure your CV, LinkedIn profile and application answers are consistent with your dates and titles, as a mismatch can create unnecessary questions.
• Complete any right-to-work, qualification and background-check paperwork promptly.
• Do not resign from your current role until the offer is unconditional in writing.
• If a reference is delayed beyond the stated timeline, politely ask the employer if there is anything you can do to help.

If an offer is withdrawn, ask for the reason, learn from it and keep going. Our guide on handling interview rejection explains how to turn the experience into progress, and the job search strategy guide helps you re-plan your next steps.