Three references. Not on the resume. On a separate document. Sent only when asked.

That's the whole answer. Below is how to set up the three you'll have ready.

Who to ask

A balanced set of three:

  1. A former direct manager. Most important. Hiring managers want to hear what your boss thought.
  2. A peer or cross-functional partner. Shows how you work with others.
  3. A senior or "stretch" reference. Skip-level manager, executive sponsor, or faculty advisor — adds credibility weight.

Avoid:

  • Family members (obvious)
  • Friends without professional context
  • Anyone you haven't spoken to in 2+ years
  • Anyone you fear will give a tepid review

When 3 isn't enough

Some employers — government, intelligence, executive-level — ask for 5 or even 7. Default to 3; expand only when explicitly requested.

How to format the references document

Match your resume's typeface, header style, and margins. Then for each:

Jane Smith Director of Engineering, Acme Corp jane.smith@acme.com | (555) 123-4567 Direct manager 2019-2023. Worked together on the Platform rebuild.

Keep it on one page if possible.

Ask before listing

Three steps:

  1. Email each potential reference and ask if they'll serve.
  2. Tell them what kinds of roles you're applying to.
  3. Send a quick recap of the projects you worked on together.

This is a one-time setup at the start of your search, not a per-job task.

Refresh stale references

If it's been 2+ years since you spoke, refresh:

  • 2-line update on what you've been doing
  • Reminder of what you worked on together
  • Confirmation they're willing to serve again

When to send

Wait until the employer asks. Typically:

  • After a final-round interview
  • As part of an offer process
  • When the recruiter explicitly requests them

Don't volunteer references in a cover letter or initial application.

How to send

PDF, attached to an email:

Hi [Recruiter],

Attached are three references for the [Role]. All three are expecting to hear from your team and have context on the role I'm pursuing. Best phone numbers and emails are listed.

Thanks, [Your Name]

Done.

Common mistakes

  • Listing references on the resume (waste of space)
  • Writing "References available upon request" (implied)
  • Not warning your references in advance (they get a cold call, freeze)
  • Stale references (2+ years no contact = stale)
  • Sending references unsolicited

The bigger pattern

References are a back-end concern. Most candidates don't get to that stage. The bottleneck is getting interviews.

Sorce applies for you on 5M+ open roles. 40 free swipes a day. References come later.

For more: how to list references on a resume, what are references in a job application, how to follow up on a job application.