How to Send References in an Email: Templates & Examples

Last updated: January 2026

In this article: When to Provide References | Who to Ask | How to Ask | How to Send References | Reference List Format | Thanking Your References | FAQs

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You gave a great cover letter and resume, nailed the interview, and sent a thank you note. Before you get the job offer, though, there’s one more important step: your references.

Many job seekers have questions about references—who to ask, how to ask them, and how to send their information to employers. This guide covers everything you need to know, with email templates you can customize for each step of the process.

When to Provide Job References

For most jobs, references are a crucial part of the hiring process. Some employers check references thoroughly; others barely glance at them. Since you can’t predict which approach your target employer takes, have your references ready before you need them.

Best practices:

• Prepare references before you start applying – Don’t wait until an employer asks
• Bring a printed reference list to interviews – Have it ready even if they don’t ask
• Submit immediately when requested – The hiring process moves fast
• Have at least 3 references ready – Some employers ask for more

Who to Ask for a Reference

Choose references who can speak positively and specifically about your work. Good options include:

• Former supervisors – Managers who oversaw your work directly
• Colleagues – Peers who collaborated with you on projects
• Direct reports – People you managed or mentored
• Clients or vendors – External contacts who can speak to your professionalism
• Business contacts – People from professional organizations or industry connections

New to the workforce? If you don’t have professional references, consider:

• Professors or teachers
• Internship supervisors
• Volunteer coordinators
• Coaches or mentors

Tips for choosing references:

• Select people relevant to the job you’re applying for
• Choose people you had a positive working relationship with
• Avoid anyone who might give a lukewarm or hesitant recommendation
• Have more than 3 lined up in case someone is unavailable

How to Ask Someone to Be Your Reference

Always ask permission before listing someone as a reference. Never surprise them with an unexpected call from a hiring manager.

When asking for a reference:

• Personalize your request – Don’t send a generic mass email
• Make it easy to decline – You want enthusiastic references, not reluctant ones
• Remind them of your work together – Jog their memory with specific projects
• Offer to send your resume – Help them speak to your current accomplishments
• Give them context – Share the type of role you’re pursuing

Email Template: Asking Someone to Be Your Reference

Email Template: Asking a Professor or Academic Reference

How to Send References in an Email

When an employer requests your references, respond promptly with a professional email. Keep it brief—the focus should be on the attached or listed references, not on restating your qualifications.

Email Template: Sending References to an Employer

Email Template: Sending References as an Attachment

How to Format Your Reference List

Create a separate reference document that matches your resume’s formatting (same font, header style, etc.). Include the following for each reference:

• Full name
• Current job title
• Company/organization
• Phone number
• Email address
• Brief description of your relationship

Reference List Template

Alerting Your References

Once you submit your references to an employer, let your references know they may be contacted. This ensures they’re prepared and expecting the call or email.

Email Template: Heads-Up to Your Reference

Thanking Your References

Always thank your references—whether or not you get the job. They did you a favor, and maintaining the relationship ensures you’ll have a strong reference for future opportunities.

Email Template: Thank You to Your Reference

Quick Tips for Managing References

• Keep references updated – Let them know each time you submit their name
• Don’t overuse the same people – Rotate references if you’re applying to many jobs
• Share the outcome – Let them know when you get a new job
• Maintain relationships – Stay connected even when you’re not job searching
• Return the favor – Offer to be a reference for them when appropriate

Frequently Asked Questions

How do I send references in an email?

You can either list your references directly in the body of the email or attach a formatted reference document. Include each reference’s name, title, company, phone number, email, and your relationship to them. Keep the email brief and professional.

How many references should I provide?

Most employers ask for three professional references. Have at least 3-5 ready in case someone is unavailable or an employer requests more.

Should I include references on my resume?

No. Create a separate reference document. “References available upon request” is also unnecessary on modern resumes—employers will ask when they need them.

What if a reference doesn’t respond to the employer?

Follow up with your reference to ensure they received the request. If they remain unresponsive, be prepared to offer an alternate reference to the employer.

Can I use a coworker (not a supervisor) as a reference?

Yes, colleagues who can speak to your work quality and collaboration skills make good references. However, try to include at least one supervisor who can speak to your performance and growth.

How do I ask someone to be a reference if we haven’t talked in a while?

Reach out to reconnect first. Acknowledge the time that’s passed, briefly update them on your career, and then make your request. Offer to send your resume so they’re up to speed on your current experience.

Should I tell my references what to say?

Don’t script them, but do provide context. Share the job description, highlight relevant skills or projects you’d like them to mention, and send your updated resume. This helps them give a more targeted, helpful reference.

When should I send a thank you to my references?

Send a thank you after they’ve spoken with the employer, and again when you have an outcome to share (whether you got the job or not). Keeping them informed shows appreciation and maintains the relationship.

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