How to Choose References That Actually Help You

Most people treat references as a formality. They reach out to a few people they've worked with, confirm they're happy to speak on their behalf and move on. It feels like one more box to check near the end of the hiring process.

But references matter more than many job seekers realize.

By the time an employer checks your references, they've often invested a lot of time reviewing your resumé, interviewing you and getting to know your experience. They're looking for reassurance that they're making the right hiring decision. A thoughtful reference can reinforce everything you've shared throughout the process. A vague or hesitant one can quietly introduce doubt.

That's why it's worth choosing your references carefully.

‍

Who makes the best professional reference?

It’s natural to think the most senior person you've worked with will make the strongest reference. Sometimes that’s true, but not always.

The best reference is someone who can speak confidently about your work, how you approach it and the impact you’ve had. In most cases, that’s a direct manager who worked closely with you, not simply someone with an impressive title.

The strongest references tend to be people who:

• managed you directly or had clear visibility into your day-to-day work
• can speak to the type of work you’ll be doing in your next role
• remember your contributions well enough to share specific examples
• will provide balanced, credible feedback rather than simply offering praise

A vice-president who knows your name but rarely worked with you won’t usually be a valuable as a leader who can clearly explain how you contributed to the team.

If you're early in your career, it's perfectly acceptable to use a professor, internship supervisor or volunteer leader if you haven't had many direct managers yet.

‍

Match your references to the role you’re applying for

Before asking someone to be a reference, think about what the employer is likely trying to learn.  

Different roles require different strengths, and your references should help validate the qualities that matter most.

For example:

• Leadership roles benefit from references who can speak about how you led people, navigated difficult conversations or built strong teams.  
• Contract positions often require someone who can speak to how quickly you learned new environments, adapted to change and delivered results.  
• Client-facing roles are strengthened by references who can describe your communication skills and relationship-building abilities.

The goal is to choose people who reinforce the story you're already telling throughout your application.

‍

Prepare your references before they’re contacted

One of the biggest mistakes we see candidates make is simply asking, "Can I use you as a reference?" and leaving it at that.

Reaching out to a reference isn't just about confirming they're willing to take a call. It's an opportunity to tell them about the role you’re pursuing, why you’re excited about it and remind them of the projects or accomplishments you worked on together that are most relevant.

You’re not giving them a script to recite. You're simply giving them the context they need to provide thoughtful, specific examples if they're contacted.

That conversation also helps you gauge how comfortable they feel acting as a reference. If someone seems hesitant or unsure, it's worth considering whether another reference may be a better choice.

‍

How employers use references today

Reference checks aren't the same at every organization.

Some employers conduct live phone conversations. Others use structured e-reference platforms where references answer a set of written questions online. Some use both.

Regardless of the format, the depth and specificity of the feedback matters.

Comments like "They were great to work with" or "Very reliable" don’t provide much insight. What leaves a lasting impression with hiring managers are the stories, the real examples and the honest, detailed answers that help validate a candidate's experience and working style.

Today, references do much more than confirm employment dates. They’re often used to validate responsibilities, working relationships and the experience you’ve described throughout the hiring process.  

As hiring teams gather information from your resumé, interviews, LinkedIn profile and any assessments, references often provide another layer of context that helps strengthen confidence in a hiring decision.

Employers may also ask references to speak to things you may not have discussed with them directly, such as how you handle feedback, your approach to conflict or how you perform under pressure. That's completely normal. They’re simply trying to build a fuller picture of how you work.  

It's also worth making sure your references can be reached through legitimate professional channels whenever possible. A company email address, LinkedIn profile or other professional contact information helps employers verify the relationship and adds credibility.

‍

How many references should you have?

Most employers ask for two or three references, although senior or highly specialized positions sometimes require more.

If you can, we recommend including:

• At least one direct manager
• One colleague or close collaborator

Together, they give employers a more complete view of how you show up in the workplace.

If you've spent most of your career in contract positions, changed employers frequently or can no longer reach a former manager, don't worry. Clients, project leads or long-term colleagues can also provide valuable references if they know your work well and can speak to it in detail.

‍

Should you include "References available upon request" on your resume?

No.

If that line is still sitting at the bottom of your resume, take it out. Recruiters and hiring managers already assume you'll provide references later in the hiring process if they're needed.

That line doesn't add value and takes up space you could use to better showcase your experience or accomplishments.

‍

Working with a recruiter? Here’s how the process is different

If you're working with a staffing firm like Altis, your recruiter will typically manage the reference process on your behalf and guide you on who to provide and when.

This often works to your advantage.  

Recruiters conduct reference conversations every day. We know which questions to ask and how to draw out the kind of detail that makes a reference meaningful. We’re also focused on helping employers understand what makes you a strong candidate, not simply checking a box.

If you're unsure about who to list or have concerns about a particular reference, talk to your recruiter. We’re happy to help you think through the best approach.  

‍

Strong references can help you stand out

A strong reference won't get you the job on its own, but it can reinforce the confidence you've already built throughout the hiring process.

Choosing the right people, preparing them properly and making sure they can speak specifically about your work can make a meaningful difference when an employer is making their final decision.

If you're working with us, we'll guide you through the reference process every step of the way. And if you're looking for your next opportunity or want advice on strengthening your resumé, we're always happy to help.

‍

Frequently asked questions about job references

Can I use a reference from a job I had several years ago?

Yes, especially if the work is relevant to the role you're applying for now. A reference from five years ago who can speak specifically and credibly about your contributions will often be more useful than a recent one who can't.

What matters most is that the person can do more than offer praise. Strong references help validate your experience by speaking to the work you performed, the responsibilities you held and the impact you’ve had. Specific examples will always carry more weight than general endorsements.

What if I left a previous job on difficult terms?

That happens more often than people think. The key is to think carefully about who else from that organization, or that period of your career, might be able to speak to your work in a fair and balanced way. A former colleague, client or manager from another team may be a stronger choice than the person you reported to directly.

Should I tell references what to say?

No. Instead, give them context about the role you're pursuing and remind them of the work you completed together. Employers can usually tell when a reference sounds scripted, and it tends  

Can I use the same references for multiple job applications?

Yes. Just remember to let them know each time you expect they may be contacted. Giving people advance notice is courteous and helps ensure they're prepared.

Altis is a Canadian-owned staffing firm supporting organizations across the private and public sectors. We focus on relationship-driven recruitment, clear process and consistent delivery, helping employers hire with confidence and professionals build meaningful careers.