5 Email Templates to Use When Asking for a Reference

We spoke with two career experts Tiffany Franklin, who is the founder of TFJ Career Coaching and Emily Kapit, a career strategist and owner of ReFresh Your Step career consultancy, to discover the right way to ask someone to act as a reference over email.

If you’ve never had to ask someone to act as a reference before, here’s an overview of who can act as a reference, what employers look for in a reference and we also provide tips on how to ask someone to be your reference. 

Who can act as a reference? 

A professional reference is someone who knows you well enough in a professional manner to endorse that you’ve got the skills, experience and personal aptitude that you say you have. Someone like a previous manager or supervisor or a past colleague will make a good reference. 

If you have limited work experience, you could ask someone you are doing volunteering work with. Or, if you’re a recent graduate, a tutor or mentor may be willing to act as a reference. 

You must trust that whoever you pick to act as a professional reference will give an honest and accurate account of you. So you must choose wisely. 

What employers look for in a reference

Any reference provided by a former employer must be factual and accurate. Most references that are provided are ‘factual references’. This type of reference includes your name, dates you were employed by the company, your job title and possibly, the reason why you left. 

There may be times when your potential employer wants more detail, and they could ask for a full reference. In the reference, the employer may be looking for a description of your past duties and experience, an overview of your strengths and weaknesses, dates you were employed by them and details of any accomplishments you achieved while working there. 

Tips on how to ask for a reference by email 

Your chances of being offered the job can hinge on your new employer receiving satisfactory references. While you can’t control what is said in these references you can control who is asked and how they’re asked:

Ask the right people

Make a list of people who know you well enough to vouch for your work-related skills and experience. Your list could include previous managers or supervisors, past colleagues, mentors, tutors or clients you’ve done a project for. 

Employers prefer to receive references from people you recently worked with, as these will reflect your current skills and attributes. 

Get their permission

Before listing references on your CV or providing their details in an email, first get the permission of the people who will act as your reference. They may need to write a letter, fill in an online form or respond to an email reference rewquest. This takes time, so ask them first if they’re happy to do this. 

Word your email correctly 

Always keep your email polite, professional and friendly - how friendly it is will depend on the relationship you have with the reference. If you haven’t been in touch for a while, start your email by providing a brief overview of how you know each other e.g. where and when you worked with each other. It could also be helpful to include a copy of your recent CV so they can see what you’ve been doing. 

Providing a reference is optional, so never make it sound like they’ve got to provide a reference - they don’t have to!

Templates asking for references 

Here are five email templates to give you an idea of what type of language is appropriate for different relationships: 

Requesting a reference from a former boss

“Hi Donna! I hope you have been doing well. It’s hard to believe it has been three years since we worked together. I learned so much while we were working on the XYZ project and have fond memories of working at [company name].

Things have been good here. I have enjoyed working at [company name] for the past two years. After much contemplation, I’ve decided it’s time for new challenges, so I’m beginning to search for Marketing Director roles. 

Would you be available to serve as a reference for me? If you are, I would be happy to send you my CV and a sample job description so you have an updated view of my experience and what I’m seeking.

Thank you for considering this. I look forward to connecting with you again and hearing your updates.

Sincerely,

[Your Name]”

This reference request, re-establishes the connection with the former boss and brings them up to speed on your recent professional history. “The wording of your message to re-introduce yourself to a potential reference will depend on the nature of the relationship (former boss vs. colleague), how close you were at the time, whether you saw each other outside of work in social settings and exactly how long has it been since you last connected,” 

Tiffany adds that it’s also important to consider the timing of your request and how far you are in the job search process, which can determine the likelihood that they will be imminently contacted.

Requesting a reference from a former collaborator

“Dear X,

I hope you’re well. I’ve been following your career via LinkedIn for the last several years and see that you’ve moved up to [new role] — congratulations! In the last few years, I have also moved up and am currently doing [current role]. I’m looking to transition to an even more senior role. In doing so, I was reflecting on who would be a really good reference for me, and felt that you would be one.

I recall our time working on [particular project] and I thought that given what I’m looking for in that next role, you would be a great person to speak of the skills I bring and the kind of hard worker that I am. I would really appreciate it if you could serve as a reference for me.

Of course, I am more than happy to do the same for you at any point in time. Please do let me know. Additionally, if you would be so kind as to put the recommendation on my LinkedIn profile, I would greatly appreciate that. Again, I would be more than happy to do the same for you.

I wish you continued success in your career and look forward to being in touch. Please do reach out with any questions!

All the best,

[Your name]”

This template contains a few powerful elements. First of all, it gives the recommender a specific reason why you’re asking them, of all people, to be your reference. Second, you’re following what some call the “golden rule of networking”: offering your help to someone else, so that they may offer their help to you. This particular template offers to recommend or serve as a reference for the other person in return for them doing the same for you — a great strategy for making the “ask” feel much less one-sided.

Requesting a reference from a former mentor

“Hi Mr. Thomas! 

I hope you’re doing well. It’s hard to believe that it’s already been four years since we worked together at [company name]. How have you been?

I really appreciate all I learned during that time and the guidance you provided. It has been so helpful with my client projects here at [company name]. I have recently become aware of an interesting opportunity to become a Marketing Manager. Given my work on client projects over the past few years, I feel it would be a perfect fit and a great next step. 

Would you be willing to provide a reference for me? I’ll be happy to provide you with my CV, full details of the job and any other info you would find helpful.

Thank you for considering this. I hope we can catch up properly soon.

Warm regards,

[Your name]”

The template shows the power of a brief — yet humble, respectful and professional – email. When you have reservations about sending a request to someone, or are worried that the connection might be too tenuous, always defer to a humble, professional tone. 

Additionally, Tiffany says, “when making any request in life, it’s helpful to use empathy and think about how you would feel if you received a similar request. If you get a feeling that you’re asking for too much, re-think the email.”

Requesting a reference from a former direct report

“Dear X,

I hope all is well with you. I heard you were promoted to [new position] at [former company]. Congratulations!

I’m reaching out today because I’m looking to make my next career move, and I’m in need of references for the positions I’m applying for. Given our extensive working history together, I thought that you would be able to speak to my ability as a manager, and I was wondering if you would be willing to serve as a reference? 

Of course, I would be more than willing to act as a reference for you or provide you with any sort of recommendation. Please let me know if you have any questions!

Kindly,

[Your name]”

While it’s less common to ask someone who you formerly managed to be a reference for you, it can be appropriate in cases where you’re looking to show off your management skills to the hiring team. Reaching out to a person you managed has a slightly different tone than asking someone who you worked under. “You want to mirror the tone of the relationship that you had with them in your prior role,” Tiffany Franklin advises. “That way, the style of your request is consistent with how you have always interacted with that person and won’t seem outside the balance of what that relationship [is] and always [has] been.”

Requesting a reference from a former client

“Dear X,

I just heard the news that your company recently [accomplishment]. Congratulations! I’m always delighted to see what your company has been up to.

I’m writing today because I’m looking to transition into a new role doing [new job], and I’m looking for a few people who can serve as references for me and speak to my skills as a [your profession]. I thought that the project we worked on last year was a great example of how I can [list skills]. I would be very grateful if you were able to serve as a reference for me.

Please let me know if you have any questions.  

All the best,

[Your name]”

“Try to be specific regarding why you’re asking that particular person to be a reference for you,” says Emily Kapit. In this template, praise is given to the former client in order to remind them of their connection to you. In addition, listing specific skills tied to the project you worked on together can help trigger their memory of why exactly they would be qualified to comment on your professional prowess.