Referees on Your Resume: Who to Choose and How to List Them
Referees are often the last thing on a resume and the last thing people think about. Many job seekers type “Referees available on request” and move on.
Then the offer stage arrives and they realise they have not spoken to their old manager in three years, do not have a current number and are not sure what they would say.
Reference checks matter. They can confirm an offer, delay one or, in some cases, end one. Choosing the right referees and preparing them well is one of the easiest ways to protect yourself at the final step.
Should you list referees on your resume?
In Australia and New Zealand, it is common to write “Referees available on request” at the end of your resume rather than listing names and numbers.
There are good reasons for this:
It protects your referees’ privacy, since your resume may be shared widely
It stops your referees getting calls about roles you are not seriously considering
It lets you choose the best referees for each role
It saves space for content that sells
Some employers, particularly in government and some graduate programs, ask for referee details in the application. In that case, follow their instructions.
If you are early in your career and have strong referees, listing them can occasionally help. But for most people, “available on request” is the safer choice.
Some people leave the line off entirely. That is also fine. Employers assume you will provide referees when asked.
Who should you choose?
The best referees can speak with authority about your work, your results and how you work with others.
Your current or most recent manager. This is the referee most employers want. If you cannot use your current manager because they do not know you are looking, explain that and offer them later in the process or offer a previous manager.
A previous manager. Someone you reported to in the last five years.
A senior colleague or peer. Useful if they worked closely with you and can speak about your impact.
A client or stakeholder. Particularly useful in business partnering, consulting or sales roles.
Someone you managed. At senior level, some employers want to hear from your team. This can be a strong reference if your leadership is a key part of the role.
For graduates, a university lecturer, internship supervisor or part-time employer can be appropriate.
Who should you avoid?
Friends and family
People who only knew you briefly
People who left the business before your best work
Anyone you are not sure would speak well of you
Very senior people who barely knew you, however impressive the title
A CEO who met you twice is a weaker referee than a manager who worked with you every day. Employers can tell the difference.
How many referees do you need?
Two or three is standard. Have a few more in mind in case one is unavailable or not right for a particular role.
At senior level, employers sometimes want four or five, including peers, direct reports and board members. Be ready for that.
How to list referees when asked
When an employer asks for referee details, give:
Full name
Current title and organisation
Their relationship to you, for example “Direct manager, 2021 to 2024, at ABC Group”
Phone number
Email address
The relationship line is often missed and is very helpful to the person making the call. It tells them exactly what the referee can speak to.
Prepare your referees before they get the call
This is the step most people skip, and the one that makes the biggest difference.
Ask permission. Always ask before you give someone’s details. Do not assume.
Tell them about the role. Send a short note with the job title, the business and what the role involves. Include the job ad if you can.
Remind them of what you did. Your referee may not remember the details of your work. Send three or four bullet points on the projects and results they saw. This is not putting words in their mouth. It is helping their memory.
Tell them what the employer is likely to ask about. If the role needs strong stakeholder skills, mention that. They can think of examples in advance.
Let them know when to expect a call. A referee who picks up an unexpected call while driving will give a shorter and weaker reference than one who is ready.
Thank them afterwards. Whatever the outcome.
What employers usually ask referees
Most reference checks cover:
How the referee knows you and for how long
Your main responsibilities
Your strengths
Areas for development
How you worked with others
How you handled pressure or difficult situations
Why you left
Whether they would hire you again
That last question matters. A slight hesitation can say a lot.
Reference checks at senior level
At executive level, reference checks are often more thorough. Employers and search firms may speak to several referees and may also make informal enquiries through their own networks. These are often called backchannel references.
You cannot control those calls, but you can make sure your formal referees are strong and well briefed. For more on this, see how backchannel references work in executive search and executive references.
When you have a difficult reference situation
You left on bad terms. Choose other referees who saw your work, such as a different manager or senior peer. Be ready to explain the situation briefly if asked.
Your referee has left the business. That is fine. Give their new details and explain the link.
You cannot use your current employer. Say so. Offer a previous manager and agree to provide a current reference once an offer is conditional.
You have been with one employer for a long time. Use managers from different periods or different areas of the business.
Keep in touch
The best time to build good referees is long before you need them. Stay in contact with former managers and colleagues. A short message once or twice a year keeps the relationship warm, so when you do need a reference, the call is easy.
What to do if a reference goes badly
Sometimes, despite your preparation, a reference does not go well. You may notice the offer is delayed, or the recruiter asks for another referee.
If this happens:
Ask the recruiter or employer directly. “Is there anything from the references you would like me to address?” Many will tell you.
Offer another referee. Someone who saw the same work from a different angle.
Check in with the referee. Thank them, and gently ask how the call went. You may learn something useful for next time.
Do not argue with the referee. Even if you think they were unfair. It rarely helps and can damage your reputation further.
Most of the time, a single mixed reference does not end an offer. Employers weigh up everything they have heard.
Reference checks and privacy
In Australia and New Zealand, employers should get your consent before contacting your referees. Most do this by asking you to provide the names. Some application forms include a consent statement.
If a referee is uncomfortable sharing certain information, they can say so. Many businesses have a policy of only confirming dates and titles. If one of your former employers has this policy, choose referees who can speak more freely, such as a former manager who has since moved on.
Referees for graduates and career changers
If you are early in your career, you may not have managers who know your work well. That is fine. Good options include:
An internship or vacation program supervisor
A part-time employer who can speak to your reliability
A lecturer or tutor who knows your work
A coach, club president or volunteer coordinator
If you are changing careers, use referees from your previous field who can speak to the skills that transfer, such as problem solving, leadership and working with clients.
A short referee briefing note
When you ask someone to be a referee, a short email makes their job easier. For example:
“Thanks again for agreeing to be a referee. The role is Financial Controller at ABC Group, reporting to the CFO, with a focus on faster close and building the team. If it helps, the work you saw most closely was the move to a five-day close in 2024 and the rebuild of the reporting pack. A recruiter called Tom may call you next week.”
Two minutes to write, and it often turns an average reference into a strong one.
Your next step
Write down three people who could give you a strong reference today. Check you have their current details. If you have not been in touch for more than a year, send them a short message this week.
If you are preparing for a job search and want your resume and positioning ready before the calls start, my executive resume writing service can help.
If you are close to an offer and want an outside view, book a complimentary Clarity Session.
