Selecting Your Spokesperson

Securing Strong Recommendations
By Kendra Lovegrove with Anthony Everette, Jr. Confident Businesswoman

If you’re looking for a job or internship, or are applying for further education, you will need to put together a portfolio of recommendation letters and have people at the ready to speak on your behalf. Checking your references is a common practice that potential employers or academic programs use to verify the skills and experience you present in your résumé and interview.

Here are tips for choosing and working with your references:

Whom to Ask

You’ll usually be asked for three references, but it’s a good idea to keep an updated list of five potential people, in case someone’s not available or is more or less appropriate for a certain application.

Include references who you are certain will give you a positive endorsement, and include only people who have been your supervisors or instructors.
In some situations a colleague may be appropriate, but never include friends or family, even if you’ve worked together.
Choose people with a solid knowledge of your qualifications and interests, who will speak positively and thoughtfully about your strengths and put your weaknesses in a constructive light.

Kate S., a fourth-year student at the University of Guelph in Ontario, says, “The greater the responsibility or position of your reference, the more likely that he or she will be considered reliable.”

How to Ask

Talk to your references in person if you can. Although emailing them may seem more convenient, a lot of information can get lost in translation. Dr. Liesl Gambold, a professor at Dalhousie University in Halifax, Nova Scotia, explains, “It is important for students to meet their professors in person [to ask for references]. Emails are not enough to create the best impression.”

Dr. Jennifer Vanderburgh, an assistant professor at Saint Mary’s University in Halifax, says, “There are a few rules of etiquette that students should keep in mind. [They] should make sure they allow enough time for a proper response-at least two weeks is recommended. Students should also leave specific instructions for professors if multiple letters are required.”

Here are more tips:

Establish a relationship with your professor. “Drop by at least a couple of times during the semester, during office hours, to ask about class material or [your professor’s] own independent research. Basically, just get involved outside of class,” Gambold recommends.
Notify your references each time you think they may receive an inquiry.
Provide your references with information about the positions or schools for which you’ve applied. If one of your references has a personal contact, this can help you. If not, the details will still help him or her prepare for conversations.
If you’ve written an essay as part of your application process, share it.
Always thank your references, regardless of the outcome. Amy W., a fourth-year student at the University of Western Ontario in London, suggests letting your references know if you get the position. “I email [my references] and tell them I got the job,” says Amy. “If they are taking the time to write a letter, they care to know how it turns out.”
Remain in contact with your references for as long as you plan to call on their help.

When you’re interviewing for positions, be proactive. Reach out to the people who’ve helped you along the way and who can speak to your skills. Most will be honoured that you have asked them.

Take Action!

Select at least five people to speak on your behalf.
Use people who have been your supervisors or instructors. Never use family or friends as references.
Keep in regular contact with your references and update them about your skills and interests.
Share your résumé, other application materials, and descriptions of jobs or programs for which you’ve applied.
Always thank your references, regardless of whether or not you get a particular position.

KENDRA LOVEGROVE is a third-year student at Kings University and is doing her combined honours in Journalism and Social Anthropology.

Selecting References

Here are more tips for choosing people to provide recommendations:

Spread your references across multiple positions and courses. This will help show consistently good performance in a variety of roles and situations.

Dr. Jennifer Vanderburgh, an assistant professor at Saint Mary’s University in Halifax, Nova Scotia, suggests that students keep in mind the possible limitations that professors can have in discussing their achievements. “Professors can only comment on what [they] have had the opportunity to witness in terms of a student’s work, participation in class, etc.,” she says.

Heather Nowlan, an admissions and convocation officer at Dalhousie University, also in Halifax, recommends that students talk with professors throughout the semester. She explains, “You want to make sure that [you] have a good relationship with [your] professor. [That way] the professor is going to be able to write a very supportive recommendation.”