You’ve updated your CV, done well in the interview, and sent a thank-you note. Now, the hiring manager asks for references, so you hand over a list of former bosses and colleagues.
You might think you’re finished, but there’s one more step.
If you haven’t spoken with your references lately, you could be hurting your chances at the last moment. Many candidates see reference checks as a formality, but employers use them to confirm your fit. A strong reference can help you get the job, while a hesitant or unclear one can make employers think twice.
The key is simple: let your referee know in advance.
Why cold calls are a problem
Picture this: Your old manager is busy with family, in meetings, or focused on work. Suddenly, they get a call from an unknown number and are asked about your work from five years ago.
This situation is more common than you might think.
When a referee is surprised by a call, it usually doesn’t work in your favour:
- They might not remember you right away. If it’s been years since you worked together, recalling details quickly can be hard.
- They may feel rushed. If they’re busy, they might give brief answers just to end the call.
- They can’t give specific feedback. Without notice, they can’t match their comments to the job you want.
The result is often a generic, unenthusiastic reference.
My experience with a surprise reference call
This happened to me recently. I got a reference call for a former colleague I hadn’t worked with in over 10 years. There was no warning, no email, no LinkedIn message, nothing.
I was driving when the call came in and had to pull over, which disrupted my busy day. I wanted to help, but I wasn’t ready. I didn’t have my hearing aids in, so the call was hard, and I honestly couldn’t remember clear examples of their work from so long ago.
If they had reached out first, things would have gone much better. I could have set aside time, remembered key projects, and given a strong, detailed recommendation.
Instead, the hiring manager got a rushed version of me, trying to remember details from 2013 while parked on the side of the road.
Why a heads-up matters
Letting your references know ahead of time isn’t just polite, it’s smart. Here’s why it helps:
1. It refreshes their memory
Even two or ten years is a long time in the workplace. People change jobs, teams shift, and memories fade. A quick message reminds them who you are and what you did together.
2. They can prepare better answers
If your referee knows a call is coming, they can think about your strengths. They can prepare stories that showcase your skills, rather than just saying, “they were nice to work with.”
3. They can match their comments to the job
If you tell your referee you’re applying for a leadership job, they can talk about your management skills. For a technical role, they can mention your coding or problem-solving. This makes their feedback much more convincing.
4. They won’t be caught off guard
No one likes being caught off guard. By asking for permission and giving notice, you show respect for their time. A happy, respected referee is much more likely to give a glowing review than someone who feels rushed.
How to get your references ready
So, what’s the best way to do this? It’s actually pretty simple.
- Ask first: Before you list someone, send a quick email or message to check whether they’re comfortable being your reference.
- Give context: After they agree, tell them about the job you’re interviewing for. Share the job description and your current CV.
- Remind them: Bring up specific projects you worked on together or achievements you’re proud of.
- Share details: Let them know who might call and when to expect it.
Help them help you
Your former colleagues and bosses usually want to help you succeed. They want to give you a good reference, but they can’t do that well if they’re caught off guard on a random afternoon.
Don’t leave the last step of your job search to chance. A little preparation makes a big difference. Help your references help you, and you’ll be much closer to landing that new job.
