How to make the best use of references

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Many job hunters give little thought to that innocuous little phrase, "References provided upon request," that dutifully ends their resumes.

Little consideration is given to how the reference checking process works. Some job hunters fail to realize that it is one of the most important tools an employer uses to make the final hiring decision. In fact, if you are misinformed about whom to list as a reference and how to use him or her, it can seriously hurt your job search.

It's not surprising that so many readers have submitted questions regarding references, since so much depends on them and so little is written about how to use them. The following answers to these questions may help you approach this issue intelligently.

Whom should I use as a reference?

Always choose someone who has seen some of your best work and who likes and supports you. If that person has high status or holds the same basic title as that of the hiring employer, all the better.

If you got along well with your former bosses, by all means use them as references. Employers always try to reach your former supervisors, so make it easy for them. In fact, many applications for employment ask for the names of your former supervisors because they are usually such good sources of concrete information about you.

Listing a peer as a reference is not as credible in the employer's eyes because they tend to assume the person is a friend and wouldn't be as objective.

Your counterparts in other organizations are references that are of interest to employers. If you belong to a professional organization, there are probably several people with whom you have associated that you could use as a reference.

If you are still employed and don't want your current supervisor to know you are looking for another job, be sure to mention this to the interviewer when you give your reference list. All you have to say is, "My supervisor is unaware that I am looking, so I'd appreciate it if you wouldn't contact her."

If the application asks for your current company and the supervisor's name, include it but write, in parenthesis, "Please do not contact my current employer." If you sign a form at an agency giving it permission to check your references, you may also want to write this exception under your signature.

Where should I list references?

Don't list them by name on your resume. Type the name, title, company, address and phone numbers of each of your reference (three is plenty) on a separate sheet of paper.

Bring this along to the interview and have it ready (if it is asked for) at end of the interview, provided you are interested in the job and the interviewer seems interested in you. You may want to include the best times to get in touch with these people, if you know they will be hard to reach by telephone. It demonstrates your courtesy and thoroughness to both the employer and the references you use.

How do I use a reference?

Sparingly and with consideration! Always call potential references to request permission to use their names. Describe the kinds of positions for which you will be applying, send them a copy of your resume and solicit their advice and support. If you involve your references in some of the details of your job search, they will be well informed and enthused about you when a company calls them.

If you are reasonably sure a company is interested in you, I recommend that you call your references and brief them on the specifics of the job, the company and the person who probably will be calling.

It would be wise to discuss any of the experiences, strengths or skills you possess that you feel the job requires. In this way, the reference will act as an extension of yourself and provide the employer with important, third party illustrations of your accomplishments.

What kind of information do companies ask for?

Companies have become much more cautious in providing information on a former employee. Even though the law states that any documented performance information signed by the employee can be shared in a reference check, some companies will say little more than, "John Paulson worked here as an accountant from January 1975 to July 1983."

Most companies, however, are willing to verify not only when you worked for them, but the position for which you were hired, the job you held when you left, your salary and the quality of your work. In addition, questions are often asked about absences, relationships with others, why you left and whether or not they would re-employ you.

What about a negative reference?

Companies rarely bad-mouth a former employee. They usually try to be as fair as possible. For example, if you had an absence problem, they will stick to specific facts and will also include any improvement you demonstrated.

If you have been fired, be honest about it, but give no details of the split. Just briefly state that your decision to leave was a "mutual agreement," or a "bad match."

You may be able to get a letter of reference before you leave the company that fired you or laid you off, especially if you had a reasonably good working relationship with your boss.

Don't say you were "laid off" if you were fired. The employer will probably check with your past employer and you will look like a liar. It's much safer to take your chances on the truth.

Many interviewers I contacted said layoffs and "personality conflicts" with a former supervisor were common and made little difference as long as the candidates conducted themselves positively and focused on their accomplishments and what they could offer their company.

Employers are reluctant to hire you if you blame or criticize others. No company wants to inherit problems. Try to turn any negative into a positive.

For example, if you did have an absence problem, perhaps you could say, "I did have a problem with absences. The company was right in bringing it to my attention. I was having some personal problems at the time and having my boss talk to me was just what I needed to make me realize how important my career is to me. I've cleared that up now and I'm ready to get on with my life."

The worst thing you can do is carry a chip on your shoulder or feed a bruised ego when job hunting.

For example, I recently heard, "They let me go because I wasn't the superman they wanted for the job." No matter how justified you may be, somehow it makes you sound bitter and blaming. If you are enthusiastic and totally positive, the interviewer will usually give you the benefit of the doubt in spite of the negative reference.

Do you need answers to tough job hunting questions?  Are you looking for some added punch to help you stand out from the crowd?  Joan Lloyd’s has developed job hunting tools that can help you to maximize your job search:

Savvy Negotiation Strategies to Get Paid What You’re Worth on a New Job (Detailed, special report)
Easy, Step-by-step Guide to Using the Internet to Land a Great Job (Detailed, special report)
The Resume that Gets Results and the Interview that Gets the Job (37 page, detailed instructions)