How to Write a Reference Request Email (With Examples and Tips)

You’ve made it past the job application, crushed the interview, and now the hiring manager wants your references. It’s the final hurdle, and it’s not just a formality. The way you write your reference request email can influence how willing someone is to vouch for you and how credible you come across to the recruiter.

In this guide, we’ll show you how to ask for a reference the right way. From what to say to how to say it, plus a few reference request email examples for every kind of contact.

Key Takeaways:

• A strong reference request email can influence hiring outcomes and is often a mandatory step post-interview.

• Include the right elements in your reference request email: context, your request, how the reference will be used, and nd a polite closing in case they’re unable to help.

• Use polite and respectful language, and follow up with a thank-you tone.

• We've included editable reference request email examples and a thank-you email to send once you receive the reference.

How to Write a Reference Request Email?

When you ask someone to be your reference, you're asking for more than a sentence or two about your work. You're asking them to vouch for you. That’s not nothing. A strong reference can open doors, as a  vague or rushed one won’t help much.

So the way you ask matters, that means your email can’t just say:

“Hi, can you be a reference for me?”

It needs to show them why you’re asking, what you need from them, and how they can help, with enough context to make it easy to say yes. You’re making a personal request. And the tone should reflect that.

Here’s one common mistake:

Most applications ask for two references. You draft one email and send it to both people. It saves time, sure,  but it rarely works. Each reference should feel personal. If you worked with one person on a team project and the other as your mentor, your request should reflect that.

That’s just one of a few things to get right when writing a reference request email. So let’s start with the basics: what should you include in your reference request email? Let’s take a look.

7 Key Elements to Include in a Reference Request Email

If you’re about to write a reference request email or have a draft ready, take a moment to check that it covers the basics.  Here are the key components every reference email should include.

1. Subject Line

The subject line is your first impression, and it sets the tone for your message.  Avoid vague or generic lines like “Quick favor” or “Need your help”. These can be easily overlooked or misunderstood.

Personalize the subject line based on your relationship. A formal tone works best for managers or professors. If you're writing to a peer or someone you know well, you can be a little more casual, just keep it clear about the ask.

Here are a few examples:.

• For a former or current employer:

  • Reference Request – [Your Name]

  • Request for Professional Reference: [Job Title] Application

• For a colleague or peer:

  • Can I List You as a Reference?

  • Reference Request for [Job/Program]

A good reference request email subject line helps the recipient immediately understand what the message is about and why you’re contacting them.

2. Greeting and Reintroduction

Start your reference request email with a direct greeting using the person’s name. Avoid generic lines like “To whom it may concern” — this is a personal ask, and it should feel like one.

You can keep it formal (“Dear Dr. Smith”) or more relaxed (“Hi Ananya”), depending on your relationship. A short, friendly line like “Hope you’ve been doing well” works as a natural lead-in.

If you haven’t spoken in a while, reintroduce yourself briefly and mention how you know each other. This helps jog their memory before you get into the request.

Examples:

• Hi Dr. Smith, hope you're doing well. I was in your Applied Psychology seminar last spring, and we also worked together on the research assistant program.

• Dear Mr. Smith, I hope things are going well at [Company Name]. We worked together on the product launch project in 2022, and I really appreciated your mentorship during that time.

• Hi Katherine— it’s been a while! I really enjoyed working with you at the design studio, and I still remember how you helped me prep for my first client pitch.

3. State the Purpose

After your greeting and reintroduction, get to the point: you’re requesting a professional reference. Don’t bury the ask under too much context.

Once you’ve made the request, include the key details your referee needs to decide and respond confidently:

• What it’s for: mention the job title or program name.

• Why you’re applying: 1–2 lines is enough. It helps them connect the dots.

• What you’d like them to speak to: suggest specific traits, skills, or projects that align with the opportunity.

• Timeline: Be clear about when you need the reference and how it should be submitted (e.g., email, online form).

Example:

I’m applying for a marketing associate role at BluePeak Media, and they’ve asked for a professional reference. Since we collaborated closely on the Q2 product campaigns, I thought of you. If you're comfortable, it would be great if you could highlight my project management skills and ability to work under tight deadlines. The recruiter has asked for responses by August 5th.

4. Request for Reference

Now that you’ve explained the context, make the actual ask. Keep it polite and low-pressure.

You can phrase it like:

• Would you be comfortable serving as a reference for this application?

• Is it okay if I share your contact details with the hiring team?

It also helps to ask how and when they prefer to be contacted, especially if a recruiter or admissions officer will reach out directly.

5. Give an Option to Decline

Always give your referees an easy out. It shows respect for their time, and it ensures that the reference you do get is genuinely supportive.

You can say something like:

• “If you’re not comfortable providing a reference, no worries at all — I totally understand.”

• “I know things are busy, so please feel free to decline if the timing doesn’t work.”

This makes the ask feel lighter and makes it more likely they’ll respond either way.

6. End with Appreciation

Close your reference request email on a warm, professional note. Thank them for considering your request — even if they haven’t agreed yet. It’s also a good idea to offer help: maybe they need your resume, the job description, or a reminder of a past project.

You might write something like:

• “Thanks so much for considering this — I really appreciate your time.”

• “Happy to share my resume or any other info that would be helpful.”

If you’re not sure how to phrase your closing line, check out our guide on how to close an email professionally for more ideas and examples.

7. Attach Supporting Materials

Attach your resume or CV, the job description, and any reference forms or links the application requires. This helps them understand what’s expected and what strengths to focus on.

Include what’s relevant and mention it in your message:

• “I’ve attached my resume and the job posting in case it’s helpful.”

• “There’s also a short reference form they’ve asked referees to fill out — link is below.”

That’s the anatomy of a solid reference request email, from subject to sign-off. Before you hit send, run a quick recheck. Typos, missing details, or wrong attachments can make you look careless. And trust us, having to send a second reference request because of a sloppy first one is awkward.

6 Smart Tips to Get a Quick, Positive Response

Once you’ve got the structure right, it’s all about how you say it. Here are a few tips to improve your chances of getting a response quickly and getting a strong reference.

1. Always ask before listing someone as a referee

Never assume someone is okay with being contacted on your behalf. Listing them without notice can put them in an awkward spot, especially if they’re caught off guard or unsure of your current goals. It also risks a poor or generic reference.

Send a short email first asking if they’re comfortable being listed, before you add them to any form or application.

2. Don’t wait until the last minute

Leaving your reference request to the final hour puts unnecessary pressure on the referee. They may not have time to write a thoughtful response—or worse, might say no. Giving notice shows respect and improves the quality of the recommendation.

Ask at least 1–2 weeks before the deadline, especially for formal letters.

3. Offer a template or talking points

Even experienced professionals can draw a blank when writing a reference. Supplying a short outline or list of talking points saves them time and helps them highlight exactly what you want to convey.
Attach a document or paste 3–4 bullet points on key achievements or traits to include.

4. Choose the right moment to ask

Timing affects tone. If you’re in the middle of a stressful project or if you’re facing a heavy workload, your request might come off as inconsiderate. A well-timed ask feels more like a conversation than a demand.
Time your message for early in the week or when things are quieter in your shared calendar.

5. Keep them updated

Once they’ve agreed, keep them in the loop. Telling them when you’ve applied or landed an interview helps them feel included and signals that their effort is valued.

Send a short note like, “Just wanted to let you know I’ve been shortlisted. Thanks again for your help.”

6. Show your gratitude

Even if you don’t get the job or even if they decline, it’s important to thank them. Gratitude builds long-term trust and makes future requests more welcome.

Follow up with a simple thank-you email after the reference is submitted or declined.

4 Examples of Reference Request Emails

Below are four sample emails tailored to different types of referees. Each follows a clean structure you can adapt: open with a polite greeting, provide context, make the request, attach any relevant materials, and close with genuine thanks.

Use these examples as editable templates and adjust the tone and details based on who you’re writing to.

1. To a Former Manager

Most recruiters explicitly ask for references from a former employer because they want direct insight into how you performed in a real work setting. 

When reaching out, keep the tone professional, and remind them of any specific projects or contributions they might highlight.

2. To a Current Colleague

A current colleague can validate your day-to-day collaboration, communication, and teamwork skills. Their perspective is valuable when employers want a peer’s view of how you work within a team, especially for roles that rely on cross-functional cooperation.

3. To a Professor or Academic Advisor

For students or recent graduates, academic references often serve as a substitute for work experience. A professor or advisor can speak to your subject knowledge, research ability, and intellectual curiosity, all of which matter for grad school, internships, or early-career roles.

4. Reference Thank You Email

When someone agrees to provide a reference, they’re vouching for your skills, attitude, and reliability. It’s important to acknowledge that effort, whether or not the reference was used or led to a job offer. A short thank-you email helps you close the loop and shows you value their time.

Send this once your application is submitted or as soon as you know the outcome. Let them know how things went, and express your appreciation clearly.

Wrapping up

If you're applying for a job, don’t wait until the last minute to request references. Start the process early—make a list of potential referees and inform them before you include their names anywhere. Use the reference request elements we discussed, apply the tips, and adapt the sample emails to suit your situation.

If you’re stuck drafting the message, NewMail AI can help you write a polished, personal request that matches your voice and context.

Try NewMail AI for free to draft a clear, courteous reference request that fits your style.

And all the best with your application!