How to Create a Professional Resume Reference Page (Template + Examples)

"References available upon request."

It is the most debated line on any resume. Some candidates include it out of habit. Others leave it off because a career coach told them not to. And most people never think about their references at all until a hiring manager sends that dreaded email: "Can you provide three professional references by Friday?"

That is when the panic sets in. Who do you ask? What information do you include? Should it match your resume formatting? Do you need a separate document or can you just list names in the email?

This guide answers every one of those questions. You will learn exactly when you need a reference page, how to format it professionally, who to choose as your references, and how to ask them without it feeling awkward. There is also a ready-to-use template you can copy right now.

If you are still putting together the resume itself, start with our complete guide on how to write a resume before worrying about references.

Should You Include References on Your Resume?

The short answer: no, not on the resume itself.

Your resume is prime real estate. Every line should be working to prove your qualifications, highlight your achievements, and get you past applicant tracking systems. A list of names and phone numbers does none of those things.

Here is why references do not belong on the actual resume:

• Space is limited. Most resumes should be one to two pages. Three to five reference entries take up roughly a quarter of a page, which is space better used for an extra project, a certification, or stronger bullet points.
• Recruiters do not check references early. Reference checks happen late in the hiring process, usually after a final interview or when an offer is being prepared. Including them upfront does not speed anything up.
• Privacy matters. Listing someone's phone number and email on a document that gets uploaded to job boards and forwarded to unknown inboxes is a bad practice. Your references deserve better.
• It is assumed. Every hiring manager knows you can provide references. Stating it adds no information.

The one exception is if a job posting explicitly says "include references on your resume." In that case, follow the instructions exactly. But this is rare, and even then, a separate reference page attached as a second document is usually the cleaner approach.

When You Need a Separate Reference Page

Even though references should not live on your resume, you absolutely need a reference page ready to go. Here are the situations where you will need one:

When the employer requests it

The most common scenario. A recruiter or hiring manager will email you (usually after a second or final interview) asking for professional references. Having a polished document ready means you can respond within hours instead of scrambling for days.

At the offer stage

Many companies run reference checks as a final step before extending a formal offer. A delay on your end can slow down the entire process and, in competitive hiring situations, cost you the role.

Academic applications

Graduate school admissions, research positions, teaching roles, and academic fellowships almost always require references. Academic references follow slightly different conventions, which we will cover later in this guide.

Government and security-cleared roles

Positions that require background checks or security clearance often ask for an extended reference list (sometimes five or more contacts) as part of a formal application package.

When a recruiter asks during an interview

Sometimes an interviewer will casually ask, "Do you have references you can share?" Being able to say "I have a reference page prepared, I will send it over right after this call" signals professionalism and preparation.

Reference Page Template

Your reference page should be a clean, well-formatted document that matches the visual style of your resume. Here is a template you can adapt:

[Your Full Name]
[Your Phone Number] | [Your Email Address] | [Your LinkedIn URL]

                        PROFESSIONAL REFERENCES

1. [Reference Full Name]
   [Job Title], [Company Name]
   Phone: [Phone Number]
   Email: [Email Address]
   Relationship: [e.g., Direct Manager at Company X, 2022-2025]

2. [Reference Full Name]
   [Job Title], [Company Name]
   Phone: [Phone Number]
   Email: [Email Address]
   Relationship: [e.g., Senior Colleague and Project Lead]

3. [Reference Full Name]
   [Job Title], [Company Name]
   Phone: [Phone Number]
   Email: [Email Address]
   Relationship: [e.g., Client, worked together on Project Y]

Formatting tips

• Match your resume header. Use the same name, contact details, and font styling as your resume so the two documents look like a cohesive package.
• Number your references. It makes the document scannable and helps the hiring manager track who they have contacted.
• Include the relationship line. This gives the hiring manager context before they even pick up the phone. "Direct manager for 3 years" carries more weight than a name with no explanation.
• Keep it to one page. Even with five references, a single page is plenty.

If you are building your resume with JobSprout, your references section will be formatted consistently with the rest of your CV, keeping everything professional and polished.

How to Choose Your References

Not all references are created equal. The people you choose, and the order you list them, can meaningfully influence a hiring manager's perception of you.

Who makes a strong reference

Direct managers and supervisors are the gold standard. They can speak to your day-to-day work ethic, your ability to meet deadlines, how you handle feedback, and how you collaborate with a team. If a hiring manager could only call one person, they would want to speak to your boss.

Senior colleagues who worked closely with you on projects are the next best option. They can provide specific examples of your contributions and are especially useful if your direct manager is unavailable.

Clients or external stakeholders are valuable for roles where relationship management matters. A client who says "I requested to work with this person on every project" is a powerful endorsement.

Mentors or skip-level managers (your manager's manager) can speak to your broader impact and potential. They tend to give more strategic references, which is useful for senior roles.

University professors or academic advisors are appropriate for recent graduates or anyone applying to academic positions. Choose professors who know your work well, not just ones whose classes you attended.

Who to avoid

Family members, even if they happen to work in a relevant field. Hiring managers will see through this immediately.

Friends who cannot speak to your professional capabilities. A personal character reference is only appropriate if the employer specifically asks for one.

Former managers you left on bad terms with. Even if the relationship was complicated, a lukewarm or negative reference is far worse than not listing someone at all.

People who do not know you well. A CEO whose name sounds impressive but who cannot recall your specific contributions will do more harm than good when the hiring manager calls.

Anyone you have not asked first. Surprising someone with a reference check call is unprofessional and almost guarantees a mediocre response.

Reference strength by type

How Many References to Include

Three to five references is the standard. Most employers will ask for three. Having five prepared gives you flexibility to tailor your list to the specific role.

Here is a good structure:

• 2 former managers or supervisors from your most recent and relevant roles
• 1 senior colleague who can speak to your collaboration and technical skills
• 1-2 additional references depending on the situation: a client, a mentor, an academic referee, or a colleague from a particularly impressive project

When to adjust the number

• Entry-level roles: Three references is fine. Include professors, internship supervisors, or volunteer coordinators if you lack professional history.
• Mid-career roles: Four is a safe number. Mix of managers and colleagues from different companies shows breadth.
• Senior or executive roles: Five references from varied contexts (direct reports, peers, board members, clients) demonstrates your impact across multiple dimensions.
• Academic positions: Expect to provide three to five, all of whom should be able to comment on your research, teaching, or scholarly contributions.

If a job posting says "provide three references," provide exactly three. Do not provide five thinking it will impress them. Follow instructions precisely.

How to Ask Someone to Be Your Reference

This is the step most people dread, but it does not need to be uncomfortable. The key is to ask early, be specific about the role, and make it easy for your reference to say yes.

The golden rules

1. Ask before you need them. Do not wait until a hiring manager asks for references. Reach out when you start your job search so your references are prepared.
2. Ask, do not assume. Even if you had a great relationship, always ask permission. People's circumstances change.
3. Be specific about the role. Tell them what kind of position you are applying for so they can tailor their comments.
4. Provide your updated resume. This refreshes their memory about your accomplishments and gives them talking points.
5. Give them an easy out. If someone hesitates, thank them and move on. A reluctant reference is worse than no reference.

Email template for asking

Here is a template you can adapt:

Subject: Would you be willing to be a professional reference for me?

Hi [Name],

I hope you are doing well. I am currently exploring new opportunities
in [industry/field] and am applying for [type of role] positions.

Given our time working together at [Company], I was wondering if you
would be comfortable serving as a professional reference for me. You
would likely receive a phone call or email from a hiring manager
asking about my work on [specific project or general responsibilities].

I have attached my updated resume for context. If you have any
questions about what I am looking for or what the role involves,
I am happy to fill you in.

I completely understand if the timing does not work or if you would
prefer not to. Either way, I really appreciated working with you
and value your perspective.

Thank you for considering it.

Best regards,
[Your Name]

After they agree

Once someone says yes, keep them in the loop:

• Let them know when you have given their name to an employer.
• Tell them who might be calling and what the role is about.
• Send a brief thank-you note after the process, regardless of the outcome.

This courtesy makes people far more willing to serve as your reference again in the future.

How to Format Each Reference Entry

Each entry on your reference page should include six pieces of information, presented consistently:

The six essential fields

1. Full name with any relevant credentials (e.g., Dr., PhD, CPA)

Academic references work differently: PhD applications normally require two academic referees submitted through the portal rather than listed on the CV. See applying for a PhD in the UK for how to choose and brief them. 2. Current job title (not necessarily their title when you worked together) 3. Current company or organisation 4. Phone number (confirm this is their preferred number for professional calls) 5. Email address (use their work email unless they prefer personal) 6. Your relationship to them (job title context and timeframe)

Example entries

Example 1: Former direct manager

Sarah Chen
Director of Engineering, Datastream Technologies
Phone: +44 7700 900123
Email: sarah.chen@datastream.io
Relationship: Direct manager at Meridian Software, 2022-2025

Example 2: Senior colleague

James Okonkwo
Lead Product Designer, Finova Group
Phone: +44 7700 900456
Email: j.okonkwo@finovagroup.com
Relationship: Cross-functional project lead; collaborated on 3 product launches

Example 3: Client

Dr. Amara Patel
Head of Research, Brighton NHS Trust
Phone: +44 7700 900789
Email: amara.patel@nhs.net
Relationship: Primary client contact for health data platform project, 2023-2024

What NOT to include

• Their home address. This is private information and completely unnecessary.
• Their age or personal details. Irrelevant to a professional reference check.
• A paragraph about why they are a good reference. Let the hiring manager form their own opinion.
• "Available between 2pm and 5pm." Unless your reference specifically asked you to include availability constraints, leave scheduling to the hiring manager.

"References Available Upon Request" - Include It or Not?

Let us settle this once and for all.

Leave it off.

Here is why:

• It wastes space. Those four words take up a line that could be used for something meaningful, like an additional skill, a certification, or a stronger bullet point.
• It states the obvious. Hiring managers assume you have references. You do not need to announce it any more than you need to write "I have a phone number" at the top of your resume.
• It is outdated. This phrase was standard in the 1990s and early 2000s when resume conventions were different. Modern resumes focus on impact and results, not filler.
• It does not protect your references. Some people argue the phrase signals that you are being thoughtful about privacy. In practice, no hiring manager interprets it that way. They simply skip over it.

The one edge case

If your resume feels visually unbalanced and you have a small gap at the bottom of the page, some career advisors suggest including it as a minor formatting fix. But a better solution is to expand a bullet point, add a relevant certification, or include one more achievement. Any of those options add actual value.

The bottom line: if you are spending mental energy on whether to include this phrase, redirect that energy toward making your bullet points stronger. That is what actually moves your application forward. Our guide on common resume mistakes covers this and other outdated habits worth breaking.

Academic vs Professional References

Academic and professional references serve different purposes and follow different conventions. If you are applying for both types of roles simultaneously, you may need two separate reference pages.

Professional references

• Focus on work performance: reliability, collaboration, problem-solving, leadership
• Come from managers, colleagues, and clients in workplace settings
• Hiring managers typically ask about specific contributions and working style
• The reference check is usually a 10-15 minute phone call or a brief email exchange

Academic references

• Focus on intellectual ability: research capability, analytical thinking, writing quality, academic potential
• Come from professors, thesis advisors, research supervisors, and department heads
• Admissions committees or hiring panels ask about research contributions, publications, teaching ability, and scholarly promise
• Often submitted as formal reference letters uploaded directly by the referee to an application portal

Key differences at a glance

If you are a recent graduate

You are in a transitional zone. For industry roles, lean toward professional references (internship supervisors, part-time job managers) but supplement with one academic reference if your work experience is limited. For graduate programmes, stick entirely to academic references unless the programme values industry experience.

Common Mistakes With Resume References

Even candidates who create a reference page often make avoidable errors. Here are the most common ones and how to fix them.

1. Not asking permission first

This is the single biggest mistake. Never list someone as a reference without their explicit agreement. An unprepared reference gives vague, generic answers. A prepared one gives specific, enthusiastic endorsements. The difference is enormous.

2. Using outdated contact information

If your reference changed jobs, their old work email and phone number might not reach them. Confirm all contact details before submitting your reference page. A bounced email or disconnected phone number reflects poorly on you, not them.

3. Choosing impressive titles over strong relationships

A VP who barely knows you will give a weaker reference than a team lead who worked beside you for two years. Hiring managers can tell the difference between someone reading from your resume and someone who genuinely knows your work.

4. Using the same references for every application

Tailor your reference list to the role. Applying for a management position? Lead with references who can speak to your leadership. Applying for a technical role? Choose people who have seen your technical work firsthand. Your prepared list of five gives you room to rotate.

5. Forgetting to brief your references

When you give an employer your reference page, send a quick message to each person on the list: "Company X may be reaching out about a [Job Title] role. Here is what the position involves." This helps your references tailor their comments and avoids the awkwardness of being caught off guard.

6. Including references from only one company

Diversity of references matters. If all three references are from the same organisation, hiring managers may wonder whether your experience is too narrow or whether you struggled to build relationships elsewhere. Aim for at least two different companies or contexts.

7. Not saying thank you

Your references are doing you a favour. A brief thank-you email after the process (whether you got the job or not) goes a long way. If you did get the role, an even warmer note is appropriate. These people are part of your professional network, and maintaining the relationship matters.

For more pitfalls that can derail your application beyond the reference page, see our full list of resume mistakes to avoid.

Putting It All Together

A strong reference page is one of those career documents that takes thirty minutes to create but can save you days of stress when opportunity knocks. Here is a quick checklist:

• Do not put references on your resume. Keep them on a separate, matching document.
• Prepare your reference page before you need it. Do not wait until a hiring manager asks.
• Choose three to five references who can speak to different aspects of your professional capabilities.
• Always ask permission and brief your references on each specific opportunity.
• Format consistently. Name, title, company, phone, email, and relationship for every entry.
• Drop "References available upon request." It is filler, not value.
• Thank your references after the process, every time.

Your references are real people vouching for your professional reputation. Treat the process with the same care you would give to the resume itself. Choose thoughtfully, ask respectfully, and keep your references informed throughout your job search.

If you are looking for ways to strengthen the networking side of your job search, our collection of networking email templates can help you reach out to contacts, request introductions, and follow up after informational interviews.

And if your resume itself needs work before you start thinking about references, JobSprout can help you build a polished, ATS-friendly resume in minutes, so your references are backing up an application that is already strong.

Good luck with your search.