References Guide

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References, Letters of Recommendation & Portfolios

References and letters of recommendation are important resources in your job search. They can make you stand out from the crowd once you’ve made the first application cut. You should be able to provide these to your prospective employer upon request, which means you should have the proper materials ready before you begin your actual search. You should mention the fact that you have references and letters of recommendation in your cover letter and/or on your resume, but you shouldn’t present them to prospective employers unless they’re requested. You may want to write your own letters of recommendation based on the needs you have in pursuing a specific job type or title, and simply ask your source to sign the letters once you’ve provided them with a copy for review.

Whenever you are planning to use a specific reference or recommendation in a job search, you should notify your referral contact of your intent. Let them know who you’re sending or giving the information to, a few details about why you’re applying, and when, and from whom they may expect a call or an inquiry. Ask them to inform you of any inquiries they receive, and their comments on any conversations or communications they engage in on your behalf. There are specific legal guidelines about what employers can inquire about during a reference check. Discuss these “rules” with your referral sources before any contact takes place, and ask them to inform you of any inappropriate or uncomfortable actions by the employer.

Portfolios of work or samples may be requested from time to time, particularly if you’re involved in marketing, advertising, fundraising, writing, or other creative or technological development fields. Assemble any such portfolios or examples of your work in a neat file or container and be sure to have at least 3 copies of each of the items. Today’s technology will also assist if you can take pictures or create electronic files that show your work, and make them easily accessible to send or link to over the internet.

References

Name Title Relationship How long has this relationship been in place Subject the reference can comment on Contact information – phone and email

Letter of Reference or Recommendation

Name Title Relationship How long has this relationship been in place A brief description of the source, action and result of a specific activity A brief statement about what the activity and results can extend to other employers Contact information and an invitation to be contacted for more details or information

Typical reference checking format, and information to include in letters of recommendation:

• Name:
• Reference Name:
• Company Name:
• Company Address:
• Company Phone:
• Dates of Employment: From:____________________ To:_____________________
• Starting Position: ________________________ Ending: ___________________
• Starting Salary: _________________________ Ending: ___________________
• What does your company do?
• Please describe your reporting relationship with the candidate? If none, in what capacity did you observe the candidate’s work?
• Reason for Leaving:
• Please describe the key responsibilities of the candidate in his/her most recent position.
• How many reporting staff did the candidate manage? Their roles?
• Tell me about the candidate’s most important contributions to the achievement of your organization’s mission and goals.
• Describe the candidate’s relationships with his/her coworkers, reporting staff (if applicable), and supervisors.
• Talk about the attitude and outlook the candidate brought to the workplace.
• Describe the candidate’s productivity, commitment to quality and customer orientation.
• What are the candidate’s most significant strengths?
• What are the candidate’s most significant weaknesses?
• What is your overall assessment of the candidate?
• We are hiring this candidate to (job title or quick description). Would you recommend him/her for this position? Why or why not?
• Would you rehire this individual? Why or why not?
• Are there additional comments you’d like to make? Is there a question I should ask that I may have missed?

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