Reference Letters

When applying for employment, you will often be asked to provide professional letters of recommendation or a list of people to be contacted in the future by the prospective employer.  These individuals should be able to testify to your skills, achievements, character, and more.

Key Tips

  • Carefully follow directions during the application process
  • Does the organization want letters of recommendation submitted or a list of reference names to contact?
  • Know how many letters of recommendation or reference names are requested
  • Update your references on the status of your employment search regularly
  • Keep references current (update every 3-5 years)

Who can testify to my abilities?

References may include supervisors who are familiar with your professional, leadership, and work experiences, or professors who can speak to your academic abilities and class involvement.  Make sure the professionals you select are able to provide valuable input into your abilities based on the type of position for which you are applying.  Customize your list based on their relationship to you and what they might share to advance your chances of landing your desired opportunity.

  • Past and present supervisors from work or volunteer experiences
  • Faculty members/professors (supervising teacher for student teachers) who know you well
  • Mentors and coaches
  • Do NOT use people who know you only in a social setting such as family or friends
  • If multiple references are needed, select people based on their ability to showcase your different experiences

Who should I ask to serve as a reference?

  • In reviewing the position description, reflect on relationships you've had with people where you demonstrated the competencies and qualifications desired
  • Contact these people to ask and confirm their willingness to positively testify to your ability to perform the responsibilities

What information should I provide my references?

  • Examples of the information you would like highlighted (i.e. projects or strengths they have seen you display which are relevant for the position to which you are applying)
  • Copy of the advertisement including the name of the organization, position title, and position description
  • Current resume
  • Person the letter should be addressed to and how to submit the reference letter (scanned online, mailed, etc.)
  • Provide a deadline to submit the letter by and allow plenty of time for the letter to be written (3-4 weeks is suggested)
  • If a list of reference names has been requested, be sure to include the proper contact information where they can easily be reached. This list is typically included as part of an application or as an additional sheet to the cover letter and resume.  The entries will look something like this:

Anna Lorning
Current Supervisor
Office Manager  - DeWeese Health Center
Kent State University
P.O. Box 5190
Kent, Ohio 44242
(330) 672-2252
alorning @

Professionally Managed Reference File

Internet sites such as Interfolio provide professional credentials services for a nominal fee.  Using an online, credentials service allows you to collect, store, update, and request referrals of recommendation letters and application materials via a single, secure website.  Benefits include 24/7 availability, speedy service, confidentiality, and the ability for your references to submit their recommendation letters on-line.

Some documents included in a reference file often include a resume/curriculum vitae, cover letter, letters of recommendation, writing/project samples, official transcripts, teacher certification/teaching license, and application form (if required).