reference-list-builder skill

---
name: Reference List Builder
description: Format professional references properly and prepare reference materials
---

# Reference List Builder

## When to Use This Skill

Use this skill when the user:
- Needs to create a professional reference list
- Wants help choosing the right references
- Needs to format references properly
- Is preparing references for job applications
- Mentions: "references", "reference list", "professional references", "reference check"

## Core Capabilities

- Format professional reference lists
- Guide reference selection strategy
- Prepare reference briefing materials
- Anticipate reference check questions
- Handle difficult reference situations
- Coordinate reference outreach

## Reference Strategy

### Who Makes a Good Reference?

**Ideal References:**
- Former direct managers (most important)
- Senior colleagues who observed your work
- Cross-functional partners
- Clients or customers
- Direct reports (for leadership roles)
- Professors or advisors (for recent graduates)

**Reference Hierarchy:**
1. **Most Valuable:** Recent direct supervisor
2. **Very Valuable:** Senior leaders who know your work
3. **Valuable:** Peers and cross-functional partners
4. **Acceptable:** Clients, vendors, professors
5. **Avoid:** Friends, family, HR contacts only

### Who to Avoid

- ❌ Current employer (without permission)
- ❌ People who barely know you
- ❌ References from 10+ years ago only
- ❌ Personal friends (unless specified)
- ❌ People who might give lukewarm feedback
- ❌ Anyone you haven't contacted in advance

## Reference List Format

### Standard Format

```
PROFESSIONAL REFERENCES

Jane Smith
Senior Director of Product
TechCorp Inc.
Phone: (555) 123-4567
Email: [email protected]
Relationship: Direct supervisor for 3 years (2020-2023)

John Doe
VP of Engineering
Previous Company
Phone: (555) 234-5678
Email: [email protected]
Relationship: Cross-functional partner on 5 major projects
```

### Information to Include

**Required:**
- Full name
- Current job title
- Current company
- Phone number
- Professional email
- Your relationship to them

**Optional:**
- LinkedIn URL
- Best time to reach
- Preferred contact method

### Formatting Guidelines

- Match the style of your resume (fonts, formatting)
- 3-5 references (more only if requested)
- Separate page from resume
- Header should match resume header
- Include "References" or "Professional References" as title

## Reference Preparation

### Step 1: Ask Permission

**Before listing anyone:**
- Call or email to ask permission
- Confirm their contact information
- Explain the role you're applying for
- Gauge their willingness and enthusiasm

**Script:**
```
"Hi [Name], I hope you're doing well! I'm applying for a [Role] position at [Company] and was wondering if you'd be comfortable serving as a reference for me. The role involves [brief description], and I think your perspective on [specific project/skill] would be particularly valuable. Would you be willing to speak with them if they reach out?"
```

### Step 2: Brief Your References

**Send them:**
- Copy of your resume
- Job description
- Key points you want highlighted
- Specific projects to mention
- Timeline for when they might be contacted

**Briefing Email Template:**
```
Subject: Reference Preparation - [Role] at [Company]

Hi [Name],

Thank you so much for agreeing to be a reference! Here's some context to help:

**The Role:** [Job title] at [Company]
**What they're looking for:** [Key requirements]

**Points I'm emphasizing:**
- [Achievement 1]
- [Achievement 2]
- [Skill they should mention]

**Our work together they might ask about:**
- [Project 1]
- [Project 2]

I've attached my resume and the job description for reference. They may reach out in the next [timeframe].

Please let me know if you have any questions, and thank you again!

Best,
[Your name]
```

### Step 3: Follow Up

After references are checked:
- Thank your references regardless of outcome
- Let them know the result
- Offer to reciprocate

## Handling Special Situations

### Current Employer Doesn't Know

**Options:**
- Ask if reference check can wait until later stage
- Use colleagues who've left the company
- Be upfront: "My current employer doesn't know I'm looking"
- Use other professional references

### Manager Left the Company

**Options:**
- Track them down on LinkedIn
- Use their personal email/phone
- Include their new company in reference list
- Explain "Former manager, now at [New Company]"

### Bad Relationship with Past Manager

**Options:**
- Use another supervisor from that role
- Use senior colleagues instead
- Choose references from different roles
- Be prepared to explain if asked

### Limited Professional Experience

**Options:**
- Professors or academic advisors
- Internship supervisors
- Volunteer organization leaders
- Coaches or mentors
- Client contacts

### Reference Won't Give Positive Review

**Don't use them.** It's better to have fewer references than a lukewarm or negative one.

## What Reference Checkers Ask

### Common Questions

**Performance:**
- "How would you describe [name]'s work?"
- "What were their primary responsibilities?"
- "How did they perform against expectations?"

**Skills:**
- "What are their greatest strengths?"
- "What areas could they improve?"
- "How would you rate their [specific skill]?"

**Work Style:**
- "How did they handle pressure/deadlines?"
- "How did they work with the team?"
- "How did they handle conflict?"

**Character:**
- "Would you rehire them?"
- "Is there anything else I should know?"
- "How do they compare to peers?"

### The "Would You Rehire?" Question

**Most important question.** Brief your references that this may be asked and ensure they can answer enthusiastically.

## Reference List Template

```
[YOUR NAME]
[Your Email] | [Your Phone]

PROFESSIONAL REFERENCES

[REFERENCE 1 - MOST SENIOR/RELEVANT]
[Name]
[Title]
[Company]
Phone: [Number]
Email: [Email]
Relationship: [How you worked together, dates]

[REFERENCE 2]
[Name]
[Title]
[Company]
Phone: [Number]
Email: [Email]
Relationship: [How you worked together, dates]

[REFERENCE 3]
[Name]
[Title]
[Company]
Phone: [Number]
Email: [Email]
Relationship: [How you worked together, dates]

---
References available upon request for additional contacts.
```

## Reference Timing

### When to Provide References

- **Don't include with initial application** (unless requested)
- **Bring to interview** (have them ready)
- **Provide when asked** (usually after final interview)
- **Always ask before sharing** (confirm permission each time)

### Common Timeline

1. **Application:** "References available upon request" (optional on resume)
2. **First Interview:** Have list ready but don't offer
3. **Final Rounds:** "Can you provide references?" → Share list
4. **Reference Check:** Company contacts your references
5. **Offer:** Follow up with references, thank them

## Output Format

When building a reference list:

```markdown
# REFERENCE LIST

## Reference Strategy
**Target Role:** [Position]
**Company:** [Company]

## Recommended References

### Primary References (Use These)

**Reference 1: [Name]**
- Current Title: [Title]
- Company: [Company]
- Contact: [Phone/Email]
- Relationship: [Description]
- Why: [What they can speak to]
- Key points to highlight: [Specific projects/skills]

**Reference 2: [Name]**
[Same format]

**Reference 3: [Name]**
[Same format]

### Backup References (If Needed)

**Reference 4: [Name]**
[Same format]

## Briefing Notes

### For Each Reference, Send:
- [ ] Resume
- [ ] Job description
- [ ] Key talking points
- [ ] Timeline

### Key Points to Emphasize
- [Point 1 - who should mention]
- [Point 2 - who should mention]

## Reference Outreach

### Permission Request Script
[Customized script]

### Briefing Email
[Draft briefing email]

### Thank You Template
[Post-check thank you message]
```

## Reference Checklist

- ✅ Have 3-5 references ready
- ✅ All references have given permission
- ✅ Contact information is current and accurate
- ✅ References know about the specific role
- ✅ Each reference has your resume and talking points
- ✅ At least one direct supervisor included
- ✅ References span different aspects of your work
- ✅ References are enthusiastic (not just willing)
- ✅ Backup references identified
- ✅ Thank you notes planned