How to choose references that strengthen your application

References can be decisive when an employer has to choose between two equally qualified candidates. Still, many treat references as an afterthought – they throw together two names at the last minute without thinking about what those people should actually say. A well-thought-out reference strategy, on the other hand, can lift your entire application and give the recruiter a clear picture of who you are at work.

The question is not only who you should ask, but also how you prepare the person and when it's time to present the references. Here we go through it step by step, so that you feel confident when the time comes.

Who should you ask? Choose with care

The most common misconception is that the reference must be a manager. A former manager is often good, but the most important thing is that the person knows you in a work context and can say something concrete about how you work. It could just as well be a colleague, a client, or a collaboration partner – someone who has seen you in action, not just on paper.

Think about which situations you want the reference to be able to talk about. Do you need someone who can attest to your ability to lead projects? Then a project manager or a colleague in a project is better than a distant manager. Do you need someone who can describe how you are in client relationships? Then a client or salesperson you worked closely with is a stronger choice.

A good rule of thumb is to choose people who:

– Know you from recent years, not from too long ago. Employers want to know how you are now, not how you were ten years ago. – Can give specific examples, not just general statements like ”skilled and pleasant”. – Have credibility in relation to the position you are applying for. A former colleague at the same level can be excellent, while a manager from a completely different industry may feel less relevant.

How to prepare your references – step by step

Just saying ”you're a reference” is not enough. A well-prepared reference makes a difference in the conversation and can highlight things that you don't have room to tell in your application. Start by asking the person if they feel comfortable being a reference for this particular position. Explain which role it concerns and why you think they fit as a reference for this specific job.

Once the person has said yes, book a short meeting – preferably by phone or video call. Tell them about the position, the company, and the most important requirements. Give examples of what you have done in the past that you want the reference to be able to highlight. Also ask if the reference can give a concrete example of when you showed a specific strength. That way, the conversation with the employer becomes more vivid and credible.

You can also ask the reference to mention a situation where you contributed to a good result, or how you handled a difficult challenge. This helps the reference talk about you in a way that matches what you have written in your application and what you said in the interview.

• Always ask first – never use anyone without permission.

• Give the reference the job description and tell them about the company's culture.

• Tell them what you yourself have highlighted in your application, so that the message is consistent.

• Ask if there is anything the reference would rather not bring up, and respect that.

• Thank the reference after the conversation – it builds relationships and shows appreciation.

When are they contacted – and when should you present them?

References are normally contacted in the final stage of the recruitment, usually after you have been interviewed and when the employer has moved forward with you as one of the final candidates. It is not common for references to be taken at an early stage, so you don't need to include references in your application. Having them ready, however, is always an advantage – it shows that you are prepared and confident in your background.

Sometimes the employer asks for references already in the application form, but there is no reason to provide them until you have had the chance to inform the people. Wait until you are asked, or until you have had the interview. Then you can also say: ”Of course, I have spoken with two people who can tell you about my work – I can email their contact details right away.” That gives a professional impression and shows that you are on top of things.

Important: make sure your references know they may be contacted shortly. You can send a text or email when you have provided their details, so they are not surprised. That way they also have time to think through what they want to say – and they become better ambassadors for you.

Handle references with tact – and optimism

Handling references the right way is not only about getting a job, but also about building long-term relationships. The people who support you today can become important contacts in the future, whether you get the position or not. Therefore, make sure to nurture these relationships even after the recruitment process is over.

If you don't get the job, get in touch with your references and tell them how it went. Thank them for their time and ask if they have any reflections from the conversation. That can give you valuable feedback for your next application.

Remember that references are a chance to show your professionalism all the way to the finish line. By choosing the right people, preparing them well, and presenting them at the right time, you show that you understand the process – and that you are someone others like to speak well of. That feeling stays with you, even when the job search feels long.