References and Letters of Recommendation

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References and Letters of Recommendation

References and letters of recommendation are key components of many application processes. Typically:

References are requested for employment opportunities
Letters of recommendation are more common for academic or professional programs (e.g., graduate school, teaching, or research roles)

(Always read the application instructions carefully—there are exceptions to every rule.)

References

When an employer requests references, they are asking for a list of 3–5 professional contacts who can speak to your qualifications. These individuals should know you in a professional or academic capacity.

❌ Do not list family members or close friends.

Appropriate references may include:

Former or current supervisors
Internship or volunteer coordinators
Faculty members
Senior colleagues or team leads

✅ Always ask permission before listing someone as a reference.

Once someone agrees to serve as a reference:

Provide them with your résumé
Inform them about the roles you’re applying for
Share the names of organizations that may contact them

This helps them offer a stronger, more tailored recommendation. Don’t forget to thank your references after your job or internship search concludes!

Timing

Only submit your references when requested by the employer.

If references are requested during the initial application, include them.
If not, wait until they’re requested. This benefits you by:
1. Indicating you’re still under consideration
2. Giving you time to notify your references and provide context

💡 Always bring printed copies of your reference sheet to interviews.

Format

References should be submitted as a separate document, unless you are submitting a Curriculum Vitae (CV)—in which case, references may be included within the CV.

Formatting tips:

Use the same header as your résumé (name, contact info)
Use the same font and style as your résumé and cover letter
If printing, use the same quality résumé paper

Each reference entry should include:

Name
Title
Organization
Work address
Office phone number
Email address

📌 List references in order of relevance to the position or alphabetically.

Example:

Please note the first name listed is the person applying for the job. Ideally, this will match the header for your resume.

Lucy Myers
myersl@gmail.com | (555) 555-5555
www.linkedin.com/in/lucymyers/

Mr. William Darcy
Marketing Director
Rosebud Village
3498 Wellness Ln.
Indianapolis, IN 46202
(555) 555-5555
wdarchy@rbvillage.com

Ms. Sophie McCarthy
Manager
Zups Grocery Store
997 E. Main St.
Ely, MN 55731
(555) 555-5555
sophiem@zups.com

Mr. Tyler Willis, MHA
Vice President
Ely Bloomenson Hospital
229 Tulip St.
Ely, MN 55731
(555) 555-5555
willis_ty@bloomenson.com

Letters of Recommendation

Letters of recommendation are most commonly used in academic applications, but some employers and internship programs may also request them.

📌 Always check the application instructions to determine whether you need to submit a reference list, letters of recommendation, or both.

Who to Ask

If you’re applying for:

Academic programs, teaching or research positions, or scholarships/grants:
Your letter writers should primarily be faculty members, ideally in your field of interest. These should be professors with whom you’ve built a strong relationship—through coursework, research, or mentorship.
Jobs or internships:
It’s helpful to include at least one professional reference who can speak to your skills in a workplace setting (e.g., a past supervisor or manager).

How to Ask

For letters of recommendation, ask at least 3 to 4 weeks in advance of the deadline.

❌ Last-minute requests can put your recommender in a difficult position and may result in a rushed or less effective letter.
For references, while a formal letter isn’t required, you should still ask with reasonable lead time—ideally at least 1 to 2 weeks before you expect someone to be contacted. This gives them time to prepare and ensures they’re not caught off guard.
Be respectful and clear in your request. When reaching out, include:
- What you’re applying for
- Why you’re asking them specifically
- The deadline (for letters) or expected timeline (for references)
- How and where the letter or reference will be used
Provide your letter writers or references with supporting materials to help them speak confidently about your qualifications.

If applying to academic programs:

Create a folder (physical or digital) for each recommender that includes:

Your résumé or CV
A list of the programs you’re applying to
Deadlines for each letter
Any relevant personal statements or prompts

If applying for a job or internship:

Provide:

Your résumé
The job description
A brief explanation of your interest in the position and organization

Following Up

Send a thank-you note after your letters have been submitted.
Keep your recommenders updated on the outcome of your applications.

🎉 Recommenders appreciate hearing that you got the job or were accepted into a program—they’re invested in your success!
Staying in touch also helps you build and maintain your professional network for future opportunities.

References and Letters of Recommendation

References

Appropriate references may include:

Timing

Format

Formatting tips:

Each reference entry should include:

Example:

Letters of Recommendation

Who to Ask

How to Ask

If applying to academic programs:

If applying for a job or internship:

Following Up

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