A strong referee can help an employer confirm your skills, work ethic and reliability. But before you add someone’s name and phone number to a job application, you should ask for their permission first.
This is especially important in South Africa, where recruiters may contact referees by phone, email or WhatsApp. A polite request gives the person time to prepare and helps you avoid the awkward situation of listing someone who is unavailable or unwilling to recommend you.
What is a job referee?
A job referee is someone an employer can contact to learn more about your work performance, behaviour and experience. They may be asked to confirm your employment dates, responsibilities, strengths and suitability for the role.
A referee is usually different from someone who writes a formal South African reference letter, although the same person may provide both.
Common referees include:
- Former manager or supervisor: Usually the strongest option because they directly observed your work.
- Current manager: Suitable if your job search is confidential and you are comfortable disclosing your plans.
- Team leader or senior colleague: Useful when your direct manager is unavailable.
- Lecturer or academic supervisor: Often appropriate for graduates and students.
- Learnership or internship supervisor: A good choice if you have limited permanent work experience.
- Client or project lead: May work for freelance, contract or consulting roles.
- Community or volunteer coordinator: Helpful when you are building experience or applying for your first job.
A family member or close personal friend is generally not a suitable referee unless the employer specifically requests a character reference.
When should you ask someone to be a referee?
Ask for permission before submitting their details. Do not wait until a recruiter says they are checking references, because your referee may need time to respond professionally.
You can ask when:
- You are applying for a specific vacancy that requests references.
- You have reached the interview or shortlist stage.
- A recruiter asks for contact details.
- You are preparing a general job-search document.
- You are applying for graduate programmes, learnerships or internships.
You do not always need to include referee details on your CV. In many cases, it is better to write “References available on request” and provide the information when an employer asks.
This reduces unnecessary sharing of personal information and gives you control over when your referees are contacted. For more guidance, read How to Request a Professional Reference for a Job Application: Email Templates and Expert Tips?.
How to choose the right referee
The best referee is not necessarily the person with the most senior job title. Choose someone who knows your work well and can give specific, honest examples of your performance.
Use these job referee selection criteria:
- Relevance: Do they understand the type of role you want?
- Recent experience: Have they worked with you recently enough to remember your contribution?
- Professional relationship: Did they supervise, manage or assess your work?
- Communication: Can they respond clearly and professionally?
- Availability: Are they likely to answer calls or emails during business hours?
- Positive knowledge: Can they discuss your strengths with real examples?
- Permission: Have they clearly agreed to act as your referee?
For example, if you are applying for an administrator role, a former office manager who can discuss your organisation and communication skills may be more useful than a senior executive who barely worked with you.
What information should you give your referee?
Do not simply send a message saying, “Please be my reference.” Give the person enough context to provide a relevant response.
Share:
- The company and position you are applying for.
- The closing date or expected reference-check period.
- A copy of your CV.
- The job advert or a short summary of the duties.
- The skills you would like them to highlight.
- The name and contact details of the recruiter, if available.
- Whether the role is permanent, temporary, remote, hybrid or contract-based.
- Any changes to your phone number, email address or employment history.
You can also remind them of a project or achievement you completed together. This is not asking them to lie; it simply helps them recall accurate details.
Professional referee request email example
Use email when you have a formal relationship with the person, when applying to a corporate employer or when you need to share documents.
Subject: Request to list you as a referee – [Your name]
Dear [Mr/Ms/Dr Surname],
I hope you are well. I am applying for a [job title] position at [company name], and I would like to ask whether you would be comfortable acting as a professional referee for me.
I worked with you as a [your role] at [organisation] from [month/year] to [month/year]. The position I am applying for focuses on [briefly mention two relevant duties or skills].
The employer may contact you by phone or email to ask about my work performance, reliability and responsibilities. I have attached my current CV and the job description for context.
Please let me know if you are happy for me to provide your details. I completely understand if you are unavailable or would prefer not to act as a referee.
Thank you for considering my request.
Kind regards,
[Full name]
[Mobile number]
[Email address]
This is a professional referee request email because it is clear, respectful and gives the recipient an easy way to decline.
Short email for a former manager
When asking a former manager for a reference, keep the tone professional even if you had a friendly relationship.
Subject: Professional reference request
Hi [Name],
I hope you are doing well. I am applying for a [job title] role at [company], and I would appreciate it if you would consider being a referee for me.
The role involves [relevant responsibility], which relates to the work I completed while reporting to you at [organisation]. The employer may contact you during the next [time period].
May I provide your name, job title, email address and phone number as a reference? I have attached my CV and the vacancy details for your information.
Thank you, and please feel free to let me know if you are not available.
Regards,
[Your name]
Reference request WhatsApp message example
WhatsApp is suitable when you already communicate with the person through that channel and have an established professional relationship. Avoid sending a long, informal message late at night or during a public holiday.
Reference request WhatsApp message:
Good morning, [Name]. I hope you are well. I am applying for a [job title] position at [company], and I would like to ask if you would be comfortable acting as a referee for me.
The role involves [briefly mention relevant skill or duty], which relates to the work I did at [organisation]. The employer may contact you by phone or email within the next [time period].
May I share your name and contact details with them? I can send my CV and the job advert if helpful. I completely understand if you are not available. Thank you.
If the person agrees, reply with the details they need:
Thank you, I really appreciate it. The company is [company name], and the role is [job title]. They may ask about my [relevant skills]. I will let you know before I submit your details and will send the job description and my updated CV.
Short WhatsApp message for a graduate or first-time applicant
Graduates, learnership participants and first-time job seekers may not have a long employment history. A lecturer, internship supervisor or learnership coordinator can still be a credible referee.
Hi [Name]. I hope you are well. I am applying for a [graduate role/learnership/internship] at [company]. Would you be comfortable acting as a referee based on my work in [course, project, internship or learnership]?
They may contact you to ask about my attendance, attitude, teamwork and performance. May I share your contact details with them? I can send my CV and the vacancy information. Thank you for considering it.
If you are unsure who qualifies, read No Experience or References? How to Build Credible Referees for Your First Job Application.
How to follow up without pressuring them
If someone has not replied, wait around three to five working days before sending one polite follow-up. They may be busy, travelling or deciding whether they can give a meaningful reference.
Follow-up message:
Hi [Name]. I am following up on my message about acting as a referee for my [job title] application. There is no pressure at all—I just wanted to check whether you had seen it. Please let me know if you are unavailable. Thank you.
If there is still no response, choose another referee. Do not repeatedly call or list the person without consent.
What to do after someone agrees
Record their permission and keep their details accurate. A simple application tracker can help you remember which referee was used for each vacancy; you can use this simple job application spreadsheet guide.
Before submitting their details:
- Confirm their preferred name and job title.
- Check their email address and mobile number.
- Ask whether they prefer phone or email contact.
- Tell them when the employer may contact them.
- Send your CV and the job advert.
- Explain which skills are most relevant.
- Notify them if you receive an interview or offer.
- Thank them afterwards, whether or not you get the job.
You should also update your referee if the vacancy is cancelled, delayed or filled. This shows employment reference etiquette and protects the relationship.
Mistakes to avoid when requesting a referee
A reference request can damage your credibility if you handle it carelessly. Avoid these common mistakes:
- Listing someone without permission: They may be surprised or provide no response.
- Using a personal friend as a professional reference: Employers may view this as weak evidence.
- Giving an outdated phone number: The recruiter may assume the reference is unreliable.
- Sending only your CV: The referee may not know which strengths to discuss.
- Asking at the last minute: They may not have time to respond properly.
- Pressuring someone to agree: A reluctant referee is unlikely to help.
- Providing false instructions: Never ask a referee to exaggerate your experience.
- Sharing excessive personal information: Provide only what the employer reasonably needs.
- Ignoring privacy and consent: Treat your referee’s contact details as personal information.
Be cautious if a recruiter demands unnecessary documents from you or your referee, especially payment, banking details or copies of identity documents. You can review How to Avoid Job Scams on South African Job Boards: 10 Red Flags Every Applicant Should Know? before sharing sensitive information.
How many referees should you provide?
Most employers will ask for two or three referees, but follow the instructions in the job advert. If no number is specified, two strong and relevant referees are usually better than a long list of people who barely know your work.
Keep a private reference list containing:
- Referee’s full name and preferred title.
- Position and organisation.
- Relationship to you.
- Phone number and email address.
- Dates you worked or studied together.
- Date you received permission.
- Roles for which you have used the referee.
Key takeaway
Asking someone to be a referee is a professional conversation, not a favour you should assume they will accept. Choose someone who knows your work, ask for clear consent, provide useful context and keep them informed throughout the application process.
A respectful email or WhatsApp message can make the request easy—and a prepared, willing referee can give your South African job application valuable credibility.