Job Articles - How to Handle Your References

By Joe Hodowanes
Career Strategy Advisor
J.M. Wanes & Associates

Let's be frank. Good, solid references are extremely hard to obtain. How many ex-bosses lie about a former employee rather than risk a lawsuit? How many opportunities are lost because a careless or negative word ends your candidacy without your ever knowing just what happened? How many employers and job seekers find the reference process equally frustrating?

By now, some of you may be thinking, "Hold on! My company only gives out name, rank and serial number." Or you may think that reference checking is an integral requirement in the hiring process, necessary to establish due diligence before extending an offer of employment. Maybe you're thinking that executive recruiters use reference checking as a way to verify that job candidates can actually do what they say they can, prior to presenting them to a company. While all of that is true, there is nothing sadder to job seekers than going through a long job search, only to be torpedoed by their references! To keep that from happening to you, here are a few suggestions.

Obtain a reference statement from your ex-company

As soon as possible, strive to get an "official agreement" with your ex-company about why you left. You need to know who will handle all reference check calls and what will be said. You don't want anyone handling your calls who may have residual tension or ill feelings toward you. As you go through a career transition, you will need a fair, balanced evaluation. Remember, no matter what the circumstances of your departure, your former company would probably like to see you re-employed quickly so they can minimize any unpleasant reverberations in the company or industry. Therefore, they will tend to be supportive -- with a little guidance from you.

Limit the number of references

There is a circulating myth that says there is safety in numbers. But when you provide 12, 15 or 20 references, you are giving up one very important item - control. If someone is giving you a negative or neutral reference, your chances of tracking it down are slim. Unless specifically asked to provide more, stick with six references: three business and three personal. Clearly indicate which ones are which. With business references, list titles and verify where they would like to take incoming reference calls. Some business references prefer to take calls at home, instead of work. For personal references, in cases where you have known the individual for a long period of time, stipulate how long. This will illustrate your ability to establish long-term, lasting relationships.

Check with references before using them

If any of your references seem lukewarm or a bit reluctant to speak on your behalf, ask them if they would prefer not to be called, so they can excuse themselves gracefully. It is better for you to purge them now than to pay the price later.

Never give references until they are specifically requested

When a prospective employer brings up references, have your list ready, neatly typed, including addresses and phone numbers. If your references have e-mail addresses, you may want to include them. Rather than just handing over your list, mention that you want to ask permission from your references to use their names in this inquiry. Most potential employers will see this as nothing more than common courtesy, and it also gives you sufficient time to prep your references.

Make a two way promise

Let your references know that you will keep them abreast of strong possibilities, and in return, they should keep you informed regarding any calls they receive. At this critical stage, they may have a sense of how positive your would-be employer is feeling about you. You can fully appreciate how valuable this information can be for your closing negotiations.

You may want to do a reference check on yourself

Regardless of what your previous boss said when the two of you separated, you may want to have a friend call and pretend to be conducting a reference check. The story will probably remain the same for most prospective employers' calls, so it is imperative to know exactly what is being said about you.

Don't underestimate the grapevine

The higher the position level, the more informal the reference checking process may be. As the saying goes, "It's a small world after all" -- especially at the top -- where many informal reference checks take place at conferences or business/social gatherings. What do you think is being said about you?

2nd generation references

When you select your reference list, be aware of "back checking." This is a practice of asking individuals on your reference list for additional names of employees who worked with or for you. This "back checking" to the 2nd generation is occasionally used by executive recruiters and outsourcing/staff leasing firms when they are trying to identify blemish-free candidates before presenting them to the companies that hired them.

What would your coworkers say about you?

Given the increasing difficulty of locating former bosses, especially if you worked for a large company that has downsized periodically, reference checkers are relying heavily on two sources: written performance appraisals and the evaluation of peers. The increasing influence of coworkers can be attributed to necessity and the growth of workplace teams.

Give closure

Give all of your references immediate thanks and closure when you finally take a new position. Maybe someday you can return the favor. After all, what goes around, comes around!

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Revised: 2008-05-29T01:30:57-0700