Preparing Your Referees for a Job Application

Prepare a referee by asking their permission, confirming how they prefer to be contacted, and sharing the role you are pursuing. Choose someone who can discuss work they actually observed. A recognisable name is less useful than a person who can explain your reliability, contribution, and working relationships with specific examples.

Match the referee to the experience

Think about the evidence each person can provide. A former supervisor may be able to discuss delivery and professional conduct. A project lead may have seen how you handled deadlines. If you are early in your career, a lecturer or volunteering coordinator might discuss relevant work, provided the employer accepts that type of referee.

Follow the vacancy's instructions about the number and type of referees required. If an application asks for a previous manager and you cannot provide one, ask the recruiter what alternative would be acceptable. Do not list a friend as a supervisor or give an inaccurate job title to make a relationship look more formal.

Ask a clear, low-pressure question

A useful message is: “I am applying for an operations assistant role and wondered whether you would be comfortable acting as a referee for the project work we did together. The employer may ask about coordination and record keeping. I can send the description and a reminder of my responsibilities if that would help.”

Give the person room to decline. They may be unavailable, no longer remember the work well, or have an organisational process they need to follow. A willing referee who understands the request is preferable to a surprised person receiving an unexpected call.

Send a short briefing, not a suggested endorsement

Once they agree, provide the job title, employer name, relevant responsibilities, and any expected timing you have been given. Attach your current CV if appropriate. Add two or three factual reminders of the work you did together, such as the event you organised or the records you maintained.

Do not ask a referee to repeat claims they cannot verify. Their account should remain their own. For example, “We worked together on the stock-count spreadsheet in March” is a helpful reminder; “Please say I am the best analyst you have managed” tries to dictate an opinion.

Keep contact details accurate and private

Confirm the spelling of the person's name, current title, email, and preferred telephone number. Share those details only where they are requested for the application, rather than posting a referee's private contact information in a public portfolio. If you need to update an employer after a referee becomes unavailable, explain the change promptly and offer a suitable replacement.

Tell your referees when you reach a stage where they are likely to be contacted, and thank them afterwards. If your search continues for several months, check that their permission and availability still stand. Keeping the relationship informed is part of the preparation, not an extra task after an offer appears.

Explore employers hiring in Kenya and identify which of your professional relationships could provide relevant, first-hand evidence for your next role.