On the job with Rania: Using references to your advantage

Having a ready list of references when you're job hunting is a no-brainer. Who goes on it and when to use them should take a lot of thinking, however.

Often, checking references seems like a formality that might even be done after a formal or verbal offer is extended. This doesn't mean, however, that it is an insignificant step. A prospective employer would expect your references to validate the claims you make through the hiring process. If the feedback raises any red flags, don't expect the job offer to go through.

So enlist your references to seal the deal for you. How? Here are a few tips to keep in mind:

Relevance and balance: Find previous co-workers and supervisors who are familiar with your personal traits, work ethics as well as the details of your jobs. In addition, select the ones who are familiar with your skills in the area of the future job — and who are most recent. Someone you worked with ten years ago may not be familiar with how far you've advanced professionally.

Trust: Most people are decent, and they will give you an honest reference if you deserve it. After all, they have nothing to gain from keeping you unemployed. However, if you think your performance was not up to the mark on a certain job, or hard feelings may have remained with a previous boss or a co-worker, don't expect them to get out of their way for you. Look for another reference that is likely, to the best of your knowledge, to give you a positive reference. Think outside the reporting line: a co-worker you successfully worked with on a project, for example.

Touch base: People move on, change and forget. Always touch base with your references just before sending their contacts to your prospective employer. By doing so, you will make sure you are providing accurate contact details and that your references are aware of what area of the industry you're seeking. A brief phone conversation also may point you to whether you actually want to include the person among your references or not.

Obviously someone who seems disinterested or vaguely remembers you may not be the best choice.

Requirements: While most employers don't set criteria for requested references, some, particularly government agencies, may do. Always read a written request for references carefully. It might require that references are not your previous immediate supervisors, are personal references, or that you worked with them within a particular time frame — say the past five years or so. If the request is made verbally during a job interview, enquire whether there are any preferences. Don't rush to provide names on the spot if you've not thought it over.

Impression: he positions and accomplishments of your references themselves matter. It does not hurt if one of your references has been laid off or stuck in an unattractive position. However, if you have the luxury of choice, select those who can give a good impression for their own success, accomplishments and ability to handle the situation professionally.

In writing: Make it one of your rituals — or chores — when you change employment to request a letter of reference. Some companies may not be willing to put any sort of endorsement in writing, but you still should be able to receive an employment certificate that states the positions you held, dates of employment, etc. If the employer is being cooperative, however, you may be able to receive a detailed letter of your accomplishments along with a recommendation for your future employment. Collect these letters and use them whenever you lose contact with previous employers or just as additional credentials.

Clean it up: Even if it is just a list of references, read it thoroughly to make sure it is free of typos and grammatical errors.

Double check phone numbers or emails to make sure they are accurate, and review them with your references. A professional list should include the position each reference held at the time you worked together, as well as the current position — if you know it.

Timing: If a prospective employer has requested your references at the time of application, expect that you will be informed ahead of any contact with your references. It is normal that you state at any stage that you'd rather no contact is made with your current employer — unless you give an explicit permission.

Reference list

Rania Oteify, a former Business Features Editor at Gulf News, is a journalist based in Seattle.