Anyone can say they can build a bridge, manage employees, or balance expenditures, but it is harder to provide credible support for this claim. For this purpose, references often make the difference between the dream job or the “waiting” job. Here are some key steps in using your references effectively.

Always ask permission.

It is absolutely necessary to ask potential references if they may be used ahead of time. Do not take people for granted. You must ask the person even if you are certain they will give their permission to be used as a reference. This is simply a matter of courtesy.

Choose your references wisely.

When choosing a reference, keep two things in mind: references should be customized to the position you are seeking, and each reference should know you, your skills, and your abilities. Your reference should have a good working knowledge of your performance in relation to the job you are seeking and should have a reasonable knowledge of your character. Do not use the name of someone in a position of power or prestige if that person does not have a reasonable knowledge of you and your character.

Give your reference a copy of your resume.

Your references should have a copy of your resume to see how you have presented yourself to your prospective employers and what you find important in your background. This also gives the references a springboard from which to base their recommendations. Give your references updated resumes if you use them again in the future.

Reference letters need to be original personalized copies.

Photocopies are discouraged. However, in extenuating circumstances, such as a prospective employee applying for several jobs and needing several letters of recommendation, a photocopy is acceptable. It is absolutely necessary that these photocopies be of professional quality. In addition, the letters of recommendation must include the address and telephone number of the reference for follow-up by the prospective employer.

Avoid overloading your references.

Refrain from asking your references to write letters of recommendation for every job you apply for; it may detract from a potentially good recommendation. However, you should also realize that most references are now checked by phone.

Keep your references updated.

After giving a reference’s name to an employer, call the reference to tell them to expect contact from the employer. Also inform them as to what skills the position you applied for requires. This way, your reference can emphasize your abilities in those areas. Keep references informed even if you have been unsuccessful. It is recommended that you write a letter to your references after you have been on the job six months. Tell them how things are going and thank them for their assistance and support.

Remember to thank those who have helped you.

When you finally have obtained a job, express your gratitude towards those who have supported you, including (and especially) your references. Hand-written thank-you notes are appropriate. References may be reluctant to give a recommendation when you ask them another time if they don’t receive a thank-you note.

Some people only submit a reference sheet if it is specifically requested. However, it is acceptable not to follow this guideline.

Your reference sheet should be on the same quality paper as your resume and should be in the same format. It is important to use a full sheet of paper for your reference sheet even if you only have three names on it. Center your references for a neat and clean appearance. Be sure to include your name and personal information on the top in case it is separated from your resume.

See a sample reference sheet.