Do you know what your references say?

GRAND RAPIDS, Mich. (WOOD) - Before you use references and a letter of recommendation on a job application, make sure you know what they're saying.

Ann Byars from Grand Valley State University shares insights and tips on how best to use letters of recommendation and references.

Here is what she says:

References:

1. Do not put references on your resume or attach them when sending a resume. This can cause your references to receive unexpected calls. A potential employer will ask for your references when they are ready to contact them.

2. Ask a potential reference if it is OK for potential employers to contact them. Discuss what type of position you are seeking and what you would like potential employers to know about you.

3. Inform your references each time you submit their name. Let them know they may be contacted and provide them with any relevant information about the job or an interview you had.

4. List the following for each reference: Full name, job title, relationship to you (example: former supervisor), company, address, phone number, e-mail address and how they would prefer to be contacted (example: phone call after 3 p.m.).

How it should look:

Mr. Bob Smith, M.S.
Director of Patient Services
XYZ Family Center
Former supervisor for my position as Patient Advocate – 2 years
123 Cherry St. S.W.
City, State, Zip Code
(616) 555-5555 - work phone
Bobsmith@XYZCompany.com – email
Please contact Mr. Smith via email

5. Don’t use up too much of the references’ time or resources. They are doing you a favor, and you don’t want to abuse the privilege.

6. What about a bad reference? If you feel your previous employer would not have positive things to say about you, you may choose to list another person from that department, such as a coworker. Be aware, however, that a potential employer may ask for the names of your past direct supervisors and if you choose not to submit one, you will need to explain why.

7. Be aware that potential employers may choose to contact people not on your reference list as well. This is considered part of a background check.

8. Some companies, for legal reasons, have strict limitations on the amount of information they give about a past employee. They may only confirm dates of employment, job title, and salary. However, if an employer gives detailed information about you that is unflattering, there are no legal ramifications as long as that information is factually accurate.

9. If you do have a bad reference out there, be proactive. Contact him/her and see if you can reach an agreement as to what he/she will say in the event of a contact.

Letters of recommendation – worth their weight in gold

1. At all times, you should have three to five letters of recommendation in your portfolio. They should not be more than five years old so as to accurately reflect your current accomplishments. However, save old letters in the event a potential employer requests them.

2. It is good to ask for letters of recommendation while still employed at a company as opposed to after you leave.

3. Who should you ask for a letter of recommendation? Current supervisors/managers and people for whom you have done volunteer work or special projects. Letters should be of a professional nature, so anyone who knows you on a professional level that can speak well of you.

4. How to ask: “As a professional, I feel it’s prudent to always keep my portfolio updated. I was wondering if I could ask you for a letter of recommendation.”

5. What should be included in a letter of recommendation: A brief background of who the author is in relation to you and what your past professional relationship includes; professional accomplishments they saw from you; character references and special characteristics (examples) of why you were an excellent employee. Letters normally end with a sentence recommending you for future employment and welcoming the reader to contact the author for further information. The entire letter is three to four paragraphs in length.

6. Letters of recommendation are a must have for every professional. They carry a lot of weight and are in some cases more vital than a list of references.

7. As important as they are, they can be time consuming and awkward to write. Don’t be surprised or offended if you are asked to compose a draft of the letter and submit it with your resume for your supervisor to tweak. This is commonplace.