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Professional references should not be a list assembled at the last minute. They help an employer understand how you work through someone who actually observed you. Their value lies in that knowledge, not a prestigious title. Prepare both the choice of contacts and practical arrangements as carefully as your résumé.
Choose people who can discuss facts
Look for contacts who can describe genuine collaboration through supervision, a project, education or another relevant setting. Consider which activities each person directly observed. Someone who likes you but does not know your work may offer little useful evidence. Alberta’s alis guide recommends selecting references for their knowledge of your abilities and relevance to the position. Official source.
Record your relationship, the period involved and examples they may know. Do not ask them to confirm responsibilities they never observed. If a former employer permits only dates and title checks, tell the recruiter. An institutional limitation should not become an invented story intended to make a reference more persuasive.
Obtain explicit agreement
Before sharing a name, ask whether the person agrees to be a reference and which channel to use. Explain the search and possible interview language. Previous availability is not permanent consent for every process. Verify details, time zone and any limits on using a work address.
Offer a short reminder of your shared work and the advertisement or résumé. This supports an accurate answer rather than a script. Do not attribute statements they never made. If they hesitate or decline, thank them and choose another contact without pressure or disclosing their details anyway.
Prepare a separate sheet
Use a separate document listing the name, relevant role, relationship and agreed contact channel. Do not circulate it with every application unless requested. Contact lists travel easily and contain other people’s information. Store the sheet securely and share only what the particular recruitment needs.
For a reference abroad, explain the country and practical contact conditions. Do not assume they must be replaced by a Canadian who knows you less well. Ask the recruiter what they need to verify. If translation or a letter would help, clarify its role and do not present your own translation as a document signed by the employer.
Handle sensitive situations
A confidential search can make contacting a current employer difficult. Raise this before supplying references and discuss acceptable alternatives. Never have a friend impersonate a former manager. A coherent history relies on verifiable evidence and explained limits, not substitute identities.
After a confirmed conversation, thank the reference and share the outcome if you wish. Update your notes when contact details or availability change. To discuss your application with an adviser, start with descriptions of professional relationships rather than immediately sharing everyone’s personal details. Choose the most relevant references before exposing their contact information.
Official sources checked November 6, 2026
Official sources and verification
- alis.alberta.ca — 2026-11-06
Resized photograph: Alexander Andrews alex_andrews / Wikimedia Commons — CC0 — CC0 Image source.