Are you in need of a reference for a job application, but unsure of how to ask for one? Writing a reference request email can seem daunting, but it doesn’t have to be. In this post, we will go over the key elements of a reference request email and provide a template to help make the process as easy as possible.
Table of Contents
How to Write a Reference Request Email
When writing a reference request email, it’s important to keep a few key elements in mind to ensure that your email is clear, polite, and effective.
How to Phrase Your Request
Be specific about the purpose of the reference: in the first sentence of your email, let the person know why you are reaching out to them. Are you applying for a job, graduate school, or another opportunity? Be sure to mention the specific opportunity and how the person’s reference will be used.
Show appreciation: let the person know that you appreciate their time and willingness to provide a reference for you. Express your gratitude in a sincere and heartfelt manner.
Reference request emails do not need to be long. Keep it brief and to the point to show that you respect the person’s time.
Include contact information: be sure to include details, such as your phone number and email address, in case the person needs to get in touch with you.
How to Write a Subject Line for a Reference Request Email
The subject line of a reference request email should be clear and concise, while also indicating the purpose of the email. A good subject line should grab the recipient’s attention and make it easy for them to understand what the email is about. Here are a few tips for writing a subject line for a reference request email:
- Use a clear and specific subject line: a line that indicates the purpose of the email, such as “Request for reference – [Your Name]” or “Reference needed for [specific opportunity].”
- Keep it short and sweet: a subject line that is too long or wordy may get cut off in the recipient’s inbox, so keep it brief and to the point.
- Use keywords: words that will help the recipient understand the context of the email, such as “reference,” “job,” or “school.”
- Personalize it: if possible, add the recipient’s name to the subject line to make the email feel more personalized.
Provide Supporting Materials
Include any information that the person will need in order to provide a reference for you, such as the application deadline and the reference form or letter. If there is a specific format or length requirement, be sure to mention that as well.
Make sure you include your contact information, such as your phone number and email address, in case the person needs to get in touch with you.
Remind Your Reference of Your Qualifications
When writing a reference request email, it’s a good idea to remind your reference of your qualifications and give them an indication of what you want them to include in the reference they provide for you.
- Highlight your qualifications: remind your reference of your qualifications and why you are a good fit for the opportunity you are applying for. Provide a summary of your skills and experiences, and how they are relevant to the position or program you are applying for.
- Provide specific details: include details about the opportunity you are applying for and what the reference should focus on in their letter or form. This will help them write a more effective reference.
- Express gratitude: express your appreciation for their time and willingness to provide a reference for you.
- Keep it brief: remember to keep your request to the point to show that you respect the person’s time.
Follow up on Your Reference Request
Following up on a reference request is an important step in the process of getting a reference, and it can help ensure that your request is not forgotten. Here are a few tips for following up on a reference request:
Wait for a reasonable amount of time: before following up, give the person enough time to respond to your initial request. A week or two is a good general guideline, but it may depend on the specific circumstances.
Be polite and respectful: when following up, use a polite and respectful tone. Thank the person for their time and willingness to provide a reference for you.
Remind the person of the deadline: if there is an application deadline, you’ll want to make sure you get the reference ahead of time.
Provide any necessary information: if the person needs any additional information from you in order to provide a reference, be sure to provide it in your follow-up email.
Write a Thank You Email
Saying thank you to a reference is an important step in the process of getting a reference and it helps to maintain a good relationship. Here are a few tips for saying thank you to a reference in an email:
Express gratitude: thank the person for taking the time to provide a reference for you. Let them know that you appreciate their support and how much it means to you.
Provide an update: let the person know if the reference helped you to achieve your goal and what happened with the job or program you applied for.
Keep it personal: make the email feel personal by using the person’s name and mentioning specific details about the reference.
Keep it short: your email should be brief and to the point.
Be sincere: speak from your heart in your thank you to show that you truly appreciate the reference.
Ten Reference Request Email Templates
1. Reference Request Email Template: standard
Subject: Request for Reference – [Your Name]
Dear [Name],
I hope this email finds you well. I am writing to request your assistance in providing me with a reference letter. I am currently applying for [insert the job you are applying for] and your endorsement would be greatly appreciated.
As a [insert your professional or personal relationship], I believe that you are well-equipped to speak to my [insert relevant skills or qualifications]. Please let me know if you require any additional information or documents to write up a reference letter.
I’d like to thank you in advance for taking the time to write this letter for me. Please let me know if you have any questions or concerns.
Best regards,
[Your Name]
[Your Contact Information]
2. Reference Request Email Template: Asking a Current Employer
Keep in mind that when asking your current employer for a reference, it’s crucial to maintain a good relationship with them. The provided template is a good starting point and you can adjust it according to your specific needs. Feel free to change the tone too, if your relationship with your employer is less formal. Be sure to provide all the necessary information, express your gratitude and keep it brief.
Subject: Request for Reference – [Your Name]
Dear [Name of reference],
I hope this email finds you well. I am writing to request a reference from you as my current employer. I am applying for a new opportunity as [specific opportunity], and I would be honored if you would be willing to provide a reference for me.
I have enjoyed my time working at [Company Name] and I believe that my experience and skills align well with the requirements for the position I am applying for. I have had the pleasure of working closely with you and I believe that you can attest to my qualifications for this opportunity.
The application deadline is [date], and I have attached the reference form for your convenience. If you need any additional information from me, please let me know.
Thank you in advance for your time and support. I truly appreciate it.
Best regards,
[Your Name][Your Contact Information]
3. Reference Request Email Template: Asking a Former Employer
Remember that when asking a former employer for a reference, it’s important to maintain a good relationship and to express your appreciation for their time and willingness to provide a reference. You can adjust the template to your specific needs.
Subject: Request for Reference – [Your Name]
Dear [Name of reference],
I hope this email finds you well. I am writing to ask if you would be willing to provide a reference letter for me. I am currently in the process of applying for a new job opportunity, and I believe that your endorsement would be greatly valued by potential employers.
During my time working under your supervision at [Company Name], I had the opportunity to develop and showcase my skills and abilities in [specific skills or job responsibilities]. I am proud of the contributions I made to the team, and I am confident that my experiences at [Company Name] have prepared me well for my next career move.
I understand that providing a reference letter is a significant commitment, and I would like to thank you in advance for considering my request. If you are able to provide a reference letter, please let me know if there is any information that you need from me to make the process easier for you.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name][Your Contact Information]
4. Reference Request Email Template: Asking a Professor
When asking a professor for a reference, it’s important to express your appreciation for their time and willingness to provide a reference, to give them all the necessary information and to keep it brief. Remember to include your specific class, and how the knowledge gained there aligns with the position you are applying for.
Subject: Request for Reference – [Your Name]
Dear Professor [Name of reference],
I hope this email finds you well. I am writing to request a reference from you as one of my professors at [University Name]. I am applying for a new opportunity as [specific opportunity], and I’d be honored if you would be willing to provide a reference for me.
I had the pleasure of taking your class on [specific class] and I believe that the knowledge and skills I gained from your class align well with the requirements for the position I am applying for. I believe that you can attest to my qualifications and abilities as a student.
The application deadline is [date], and I have attached the reference form for your convenience. If you need any additional information from me, please let me know.
Thank you in advance for your time and support. I truly appreciate it.
Best regards,
[Your Name][Your Contact Information]
5. Reference Request Email Template: Asking a Teacher
When asking a teacher for a reference, make sure you express your appreciation for their time and provide all the necessary information. Don’t forget to remind your teacher of your specific class, and mention how the skills you’ve acquired at school line up with the position you are applying for.
Subject: Request for Reference – [Your Name]
Dear [Name of reference],
I hope this email finds you well. I am writing to request a reference from you as one of my teachers at [School Name]. I am applying for a new opportunity as [specific opportunity], and I’d be honored if you would be willing to provide a reference for me.
I was fortunate to have you as my [teacher] during my time at [school name]. I have learned a great deal from you and have greatly appreciated your guidance and support. I believe that you are well-acquainted with my abilities, work ethic, and potential, and your recommendation would carry a great deal of weight with the admissions committee/employer.
The application deadline is [date], and I have attached the reference form for your convenience. If you need any additional information from me, please let me know.
Thank you in advance for your time and support. I truly appreciate it.
Best regards,
[Your Name][Your Contact Information]
Reference Request Email Template: Asking a Supervisor
When asking a supervisor for a reference, it’s important to make sure you are asking at a good time, when the supervisor is less busy or stressed. Be sure to also follow up after you’ve sent the email. Remember to remind your supervisor of your qualifications, work ethic and performance during your tenure at the company.
Subject: Request for Reference – [Your Name]
Dear [Name of reference],
I hope this email finds you well. I am writing to ask if you would be willing to provide me with a reference letter. I am currently seeking new opportunities in my career and I believe that a reference from a respected supervisor such as yourself would greatly strengthen my job application.
I was fortunate to have you as my supervisor during my time at [Company Name]. I have learned a great deal from you and have greatly appreciated your guidance and support. I believe that you are well-acquainted with my work performance, abilities, and potential, and your recommendation would carry a great deal of weight with potential employers.
I understand that providing a reference letter can be time-consuming, so I would be happy to provide you with any information or materials you may need to help with the process. Please let me know if there is anything else I can provide you with to make it easier for you to write the letter.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name][Your Contact Information]
7. Reference Request Email Template: Asking a Coworker
If you have a good working relationship with the coworker, it would be helpful to explain the importance of the reference and how it would benefit you. Also, it’s important to respect their time and availability. If they are unable to provide a reference, don’t take it personally and move on to someone else.
Subject: Request for Reference – [Your Name]
Dear [Name of reference],
I hope this email finds you well. I am writing to request a reference from you as my colleague at [Company/Organization Name]. I am applying for a new opportunity as [specific opportunity], and I’d be honored if you would be willing to provide a reference for me.
I had the pleasure of working with you at [Company/Organization Name] and I believe that my experience and skills gained during my time at the company align well with the requirements for the position I am applying for. I believe that you can attest to my qualifications, work ethic and performance as a team member.
The application deadline is [date], and I have attached the reference form for your convenience. If you need any additional information from me, please let me know.
Thank you in advance for your time and support. I truly appreciate it.
Best regards,
[Your Name][Your Contact Information]
8. Reference Request Email Template: Asking a Friend
If you don’t have much work experience, you may consider asking a friend to provide you with a reference. If you are asking a close friend, it may be helpful to mention what specific qualities your potential employer may be looking for so that they can highlight them in their reference.
Subject: Request for Reference – [Your Name]
Hi [Name of reference],
How is it going? I am writing to request a reference from you as my friend. I am applying for a new opportunity as [specific opportunity], and I’d be honored if you could provide a reference for me.
I have known you for [length of time] and I believe that you can attest to my qualifications and abilities as a professional and a person. I understand that you may not have a professional relationship with me, but I believe that you can speak to my character and work ethic.
The application deadline is [date], and I have attached the reference form for your convenience. If you need any additional information from me, please let me know.
Thanks a lot in advance! I truly appreciate it.
Best regards,
[Your Name][Your Contact Information]
9. Reference Request Email Template: Asking a Coach/Mentor
Subject: Request for Reference Letter from [Your Name]
Dear [Coach/Mentor’s Name],
I hope this email finds you well. I am writing to ask for your help as I embark on a new chapter in my career. I am currently in the process of applying for [position] and would be honored if you’d be willing to provide a reference letter for me.
I have greatly valued the guidance and support you gave me during my time working/training with you. Your mentorship has helped me to develop the skills and knowledge necessary to succeed in my field. I believe that your endorsement would greatly enhance my application and demonstrate to the [position] that I am a highly qualified candidate.
I have attached a copy of my resume for your reference and would be more than happy to provide any additional information you may need. Please let me know if there is anything else you need from me.
Thank you for considering my request. I look forward to hearing from you.
Sincerely,
[Your Name][Your Contact Information]
10. Reference Request Email Template: Asking a Client
Subject: Request for Reference Letter for [Your Name]
Dear [Client’s Name],
I hope this email finds you well. I am writing to ask for your help as I embark on a new chapter in my career. I am currently in the process of applying for [position] and would be honored if you’d be willing to provide a reference letter for me.
I had the pleasure of working with you during [specific project/time period], and I am proud of the results we were able to achieve together. I believe that your endorsement of my work and my ability to deliver results would greatly enhance my application and demonstrate to the [position] that I am a highly qualified candidate.
I have attached a copy of my resume for your reference and would be more than happy to provide any additional information you may need. Please let me know if there is anything else you need from me.
Thank you for considering my request. I look forward to hearing from you.
Sincerely,
[Your Name][Your Contact Information]
FAQ
Who Should I Ask for a Reference?
When looking for references, it is best to ask people who can speak to your skills, qualifications, and experience. Some potential options include:
- former supervisors or managers
- coworkers or colleagues
- professors or instructors
- clients or customers
- mentors or coaches
When Should I Ask for a Reference?
It is best to ask for a reference well in advance of when you will need it. This will allow the person you are asking time to prepare and write the reference letter. It is a good idea to ask for a reference at least 2-3 weeks before it is due to give them enough time to write it.
Additionally, it’s a good idea to reach out to your references before applying for a job or a program to let them know that you may be listing them as a reference in the future. This will ensure that they are prepared and willing to provide a reference when you need it.
What Questions Should I Ask My Reference?
Here are a few questions you may want to ask your reference:
- Are you willing and able to provide a positive reference for me?
- Can you provide specific examples of my skills and qualifications that are relevant to the position or program I am applying for?
- Are there any specific areas where you think I could improve?
- Do you have any concerns about providing a reference for me?
- Do you need any additional information from me before you write the reference?
What Does It Mean When a Job Asks for References?
When a job application asks for references, it means that the employer would like to speak with people who can vouch for your qualifications, work ethic, and experience. Employers use references as a way to gather additional information about a candidate beyond what is provided on their resume or discovered during the interview.
Providing references is a standard practice in the hiring process and is often required for most jobs, so it is important to have a list of references ready. It is important to choose references that can speak positively about your qualifications and that you have informed them that you will be listing them as a reference.
Is It a Good Sign if a Company Asks for a Reference?
If a company asks for a reference as part of the hiring process, it can be a sign that they are interested in your qualifications and experience, and are considering you for the position. It may mean that you have made it to a later stage in the hiring process and that the employer wants to verify the information provided in your resume and interview.
It is important to note that some companies may ask for references from all candidates, whether they are still in the running for the position or not, so it isn’t always an indicator of being a finalist for the job. According to JobScan, up to 58% of employers and recruiters always check references — in addition to doing a background check.
What Do Employers Look for in a Reference?
Employers typically look for certain information when they contact a candidate’s references:
Job performance: the employer will want to know about a candidate’s performance at work, including their work ethic, productivity, and ability to complete tasks and projects.
Skills and qualifications: the employer will want to know about a candidate’s specific skills and qualifications that are relevant to the position they are applying for.
Professionalism and work ethic: the employer will want to know about a candidate’s professionalism, punctuality, and ability to work well with others.
Leadership and teamwork: the employer will want to know about a candidate’s ability to work well in a team and to lead others.
Career growth and potential: the employer will want to know about a candidate’s potential for growth and advancement in their career.
Attendance and punctuality: the employer will want to know about a candidate’s attendance and punctuality record.
General attitude: the employer will want to know about a candidate’s general attitude, including their willingness to learn and adapt, and their ability to handle stress or complicated situations.