How to use references in your job search

What are references, and what is the purpose of providing references in a job application process?

References, also known as recommendations or job references, are statements from previous employers, colleagues or business partners that can be used to confirm or refute the information and impressions that the employer has gained about you during the recruitment process.

References can also help give the employer a more nuanced picture of you as an employee, including your strengths, working style, who you are as a person, and whether you would be a good fit for the new workplace.

Who should I use as references?

You should choose references with whom you have or have had a professional relationship, with whom you have worked recently, and who you trust.

This could be, for example:

• A colleague
• A business partner
• A customer
• A supplier
• A supervisor, teacher or professor, if you are a recent graduate
• A manager, e.g. a former manager.

What should I do if I do not want to give my manager as a reference?

You do not need to have a manager as a reference. Explain to the employer why another person can provide a more relevant picture of you and your skills

Who should I give as a reference if I am a recent graduate?
If you are a recent graduate and job seeker, an employer will be aware that you do not have many obvious references.

If you are still asked for references, you can easily refer to colleagues or managers from student jobs, internships, voluntary work or possibly sabbaticals.

Supervisors or teachers from your studies can also be references.

Should I inform my references that I am using them as references?

It is always a good idea to inform your references that they may be contacted.

This gives your references the opportunity to prepare themselves so that they can provide a better and more comprehensive answer to the employer's questions.

You should also tell your contacts what kind of job you are looking for so that they can comment on the basis of the new job.

How do I ensure that a reference provides a good statement?

Unfortunately, you cannot control what other people say about you. That is why it is important to consider during the selection process which people will speak highly of you and not speak negatively about you.

If a reference is not beneficial to you, you can choose another one in the future who can better describe your strengths and working style.

What information can the employer obtain from my references?

When it comes to references in a recruitment process, only general information may be collected, such as:

• Work tasks
• Professional skills
• Collaboration skills
• General performance and behaviour in previous jobs
• The information must be relevant and necessary for assessing the applicant's suitability for the position in question.

As a general rule, sensitive personal data may not be obtained or shared in connection with the exchange of references.

Sensitive information includes, for example:

• Health conditions
• Sexual orientation
• Political beliefs
• Religious beliefs
• Race and ethnic origin
• Trade union membership
• Genetic and biometric data (e.g. fingerprints, facial recognition)

This information is subject to stricter requirements and must not be included in a normal recruitment or reference process.

Can I ask a reference to highlight specific skills or achievements?

It is perfectly acceptable to ask a reference to emphasise specific achievements, skills or personal qualities.

Prepare your references by telling them which job you have applied for, what the role in the new job entails, and what you would particularly like them to emphasise or highlight when speaking to the hiring party.

How many references should I have ready?

As a starting point, two references are enough, but it can be an advantage to have a third one up your sleeve if the process requires it. This gives the hiring committee the opportunity to choose who it makes sense for them to contact.

Make sure you have a mix of references from both managers and colleagues. If you are a manager yourself, have references ready from employees you have managed.

When in the job search process should I have my references ready?

Have some suggestions for possible references ready before you go to the interview so that you are prepared for the question about references. Having your references in order signals that you are well prepared and serious about your job search.

Wait to give contact information for your references until the employer or hiring committee asks for it. This gives you the opportunity to ask what type of reference they would like to speak with (manager, colleagues, customers, employees, etc.).

What should I write about references on my CV?

It is a good idea to write on your CV that you have references available if required. However, wait to provide contact information and further details about the references, such as their name and position, until the employer asks for it.

To maintain control over which references the employer can contact, you can write in your CV: ‘References can be contacted by prior arrangement.’

Alternatively, you can simply write the references you want the employer to use in your CV.

What do I do if I am asked for a reference, but I have not spoken to the person yet?

If the employer wants to contact a reference that you have not prepared to be called as a reference, ask for time to contact the person first.

For example, you can say: ‘I would like to give you a reference, but I just want to make sure that it is okay with the person before you call.’

Can an employer obtain references without the applicant's consent?

An employer may obtain references without the applicant's permission, but must comply with data protection rules. However, even if the applicant gives their consent, consent alone is not enough. This is because consent cannot be considered voluntary, as there is an unequal balance of power between the applicant and the employer.

Instead, the employer must assess whether it is reasonable to obtain the information and what it will be used for. This assessment includes:

• What types of information are being obtained
• Whether the information is relevant and necessary
• Whether the information could have significant consequences for the applicant

The employer may therefore obtain references without consent, but must be transparent about the process.

This means that the applicant must be informed that references are being obtained, what information is involved, where it comes from and how it will be used.