How to Create a Checklist for Including References on Your Resume

When it comes to building a standout resume, one critical element that candidates often overlook is the inclusion of references. While references are typically not included directly on a resume, they can play an important role in the hiring process, and being prepared to offer them can set you apart from other applicants. Having a clear and concise checklist to guide you in preparing and presenting your references can ensure you are ready when the time comes to submit them.

In this actionable guide, we'll walk through the essential steps you should take to create a checklist for including references on your resume, covering how to choose your references, what information to collect, and the best practices for sharing them with potential employers.

Understand When to Include References

Before you create a checklist, it's important to clarify the role references play in your resume. Traditionally, references are not included on the main resume document, but rather are available upon request. Including references in the actual document can be seen as redundant, as most employers will ask for them after reviewing your resume.

However, there are situations where you might include them directly:

• When specifically requested: Some employers may ask you to provide references along with your resume. In this case, make sure you prepare them in advance.
• When you're submitting through platforms: Some job application portals (like LinkedIn or company-specific websites) may require reference details upfront.
• When it's customary in your field: Some industries or job roles (like academic positions or high-level executive roles) may expect references to be listed in your initial resume submission.

Actionable Steps:

• Confirm the employer's preference: When you are unsure, always check if the employer prefers references in the initial resume submission or after the interview.
• Have them ready: Even if you don't include them right away, ensure you have a list of references that can be shared promptly when requested.

Identify the Right People to Include as References

Selecting the right references is crucial to your chances of securing a job offer. Not every person in your professional network is a good fit to be a reference. The ideal references should be individuals who can speak positively and knowledgeably about your qualifications, work ethic, and character.

Actionable Steps:

• Choose professional contacts : References should come from people who have worked with you in a professional capacity, such as:
  • Supervisors or managers
  • Colleagues or co-workers
  • Clients or customers (if applicable)
  • Mentors or advisors in your industry
• Select people who are familiar with your work: It's important that your references can speak to your specific skills and contributions. A reference who knows you well professionally will be able to offer more meaningful and personalized insights.
• Consider a variety of perspectives: Ideally, choose references that can offer a diverse set of insights, like one person who can speak to your technical skills and another who can comment on your leadership abilities or interpersonal skills.
• Ask for permission: Always ask for permission before listing someone as a reference. It's both polite and necessary to ensure they are comfortable with being contacted. Some references may not be available or may prefer not to vouch for you publicly.

Gather the Necessary Information from Each Reference

Once you have identified your references, you need to collect the relevant information that you will share with potential employers. This information is vital for your reference list, as it makes the process easier for hiring managers to contact your references and verify the information you've provided.

Actionable Steps:

• Name: Full name of your reference.
• Title: Their job title or position at the time you worked together.
• Company Name: The name of the company or organization they were employed with while you worked together.
• Phone Number: A direct phone number to contact them (mobile or office).
• Email Address: A professional email address where the reference can be reached.
• Relationship to You: Clearly note how you know the reference and the capacity in which they worked with you (e.g., "Former supervisor," "Project manager," etc.).
• Availability and Preferences: Ask your references about their preferred contact method (email or phone) and the best time to reach them. Also, inquire if they are available to speak about your qualifications in detail if contacted by the employer.

Prepare Your Reference List Document

While your resume may not include references directly, you can prepare a separate reference list document that you can easily provide to an employer when requested. This document should be professional and formatted consistently with your resume.

Actionable Steps:

• Include header information: Start the reference list with your name and contact information at the top, similar to how it appears on your resume.
• Organize references clearly : List each reference's details in a clean and easy-to-read format, with each reference on a separate line. Include the following:
  • Full Name
  • Job Title
  • Company Name
  • Contact Information (Phone & Email)
  • Relationship (e.g., "Former Supervisor")
• Maintain consistency in formatting: Ensure that your reference list has a similar layout, font style, and size as your resume, maintaining a professional and cohesive look across both documents.
• Tailor for the job: Depending on the job you're applying for, you might want to tailor the references you provide. For instance, for a leadership position, you could prioritize references who can speak to your management experience.

Follow Professional Etiquette When Sharing References

When a potential employer asks for your references, it's important to follow certain etiquette to ensure the process goes smoothly. How you handle the sharing of references can reflect positively on your professionalism.

Actionable Steps:

• Be prompt: If an employer requests references, send them the list as quickly as possible. Delays could give the impression that you are unprepared or disorganized.
• Provide context: When you share your reference list, provide context for why you've included each reference. This could be as simple as a brief sentence explaining your relationship with the reference and what they can speak to (e.g., "John Smith, former manager, can speak to my project management skills").
• Give a heads-up to your references: Notify your references ahead of time when you've shared their contact information with an employer. This allows them to expect a call or email and be prepared to speak on your behalf.
• Express gratitude: After a reference has been contacted, send them a thank-you note or message to show your appreciation for their time and support. It's a simple but effective way to maintain positive relationships.

Regularly Update Your Reference List

As your career progresses and you build new professional relationships, you should regularly update your reference list to ensure it's always relevant. It's important to replace old references with newer ones that can speak to your most recent experiences and accomplishments.

Actionable Steps:

• Update your references after key milestones: Whenever you switch jobs, take on new responsibilities, or achieve significant accomplishments, update your reference list with people who can speak to these new experiences.
• Stay in touch with your references: Keep in regular contact with your references, even if you're not actively seeking new opportunities. Networking and maintaining relationships with them will ensure they are always ready and willing to offer a recommendation when needed.

Be Prepared for Reference Checks

Once your references are shared, employers may conduct reference checks as a final step in their hiring process. While this step is generally part of the later stages, you should be prepared for potential reference calls at any time.

Actionable Steps:

• Ensure your references are available: Double-check that your references are reachable and willing to speak on your behalf.
• Prepare your references: Provide them with a refresher on the role you applied for, specific skills or achievements you'd like them to emphasize, and any other information they may find useful to discuss during the call.

Conclusion

Creating and maintaining a reference checklist for your resume is an essential step toward ensuring your application process goes smoothly. By understanding the role references play, selecting the right people, collecting the necessary information, and following best practices for sharing references, you'll be prepared for whatever the hiring process throws your way. A well-prepared reference list demonstrates professionalism, reliability, and attention to detail---qualities that can set you apart from other candidates and help secure your next job opportunity.

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