My References Didn’t Respond: What To Say & How to Fix It

Co-authored by Shannon O'Brien, MA, EdM and Amber Crain

Last Updated: September 6, 2023 References

You applied for an awesome position and it was going so well—until one of your references went AWOL. Don't panic! An unresponsive reference doesn't have to cost you the job and there are ways to fix the issue. In this article, we'll explain exactly what to say and do if one of your references never responds. We'll also share general tips for providing good references so this doesn't happen again and include sample emails to help you communicate professionally. If you're ready to snag your dream job, read on!

Things You Should Know

Apologize to your potential employer for the inconvenience and try to get in touch with the reference to see if they're available.
Offer to provide alternative references if you can't get in touch with your original reference and resolve the issue.
Ask for your reference's permission before using them. That way, your reference will be ready and willing to speak to your potential employer.

Section 1 of 6:

Resolving the Issue with a Potential Employer

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1
Stay calm and apologize to your potential employer. To smooth things over, apologize for the inconvenience and let your potential employer know you’ll find out what's going on. You can also offer to provide alternative references, if needed. You might say:
- ”I’m really sorry about this. I’m not sure why they aren't responding, but I’m sure there’s a reasonable explanation. I’ll find out immediately and get back to you.”
2
Verify your reference’s contact information. Call or email the person right away to touch base. If it turns out the confusion was caused by a simple typo (like you got a digit wrong in the phone number), let your potential employer know immediately. Apologize again and provide the right information.^{[1]
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- You could say, "This is completely my fault and I'm really sorry. I got the last digit of Elle Dawkins' phone number wrong. She can be reached at (499) 210-6333. I just spoke to her and she'll be available to speak with you any time this week."
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3
Make sure your reference will be available if they’re contacted again. Give your reference a heads up that your potential employer is trying to get in touch with them. If they’re only available for a call during a specific window of time, relay that information when you get back in touch with your potential employer.^{[2]
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- You might say: “Will you be reachable by phone tomorrow? If there’s a time that works best, please let me know! I want to make it as easy as possible for you.”
4
Offer to provide alternative references if you can't resolve the issue. If you’re unable to get in touch with your reference, try not to worry about it too much. It’s out of your hands! If you can provide new references immediately, that should smooth things over with your potential employer.^{[3]
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Research source} You could say:
- "I still can't get in touch with my original reference and I don't want to hold you up any longer. I have a list of backup references for you and I've already verified that they'll be able to talk to you today. May I email the list to you now?"

Section 2 of 6:

Sample Email: Resolving the Issue with a Potential Employer

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“Hello Mrs. Tully,

I just want to apologize again that my reference wasn't available when you reached out to them yesterday. I've included a list of backup references below. I've already confirmed their availability, so feel free to get in touch with any of them this week at your convenience.

Please let me know if there's anything else I can do to help. I look forward to hearing back from you soon and discussing next steps.”

Section 3 of 6:

Ensuring References Respond to Potential Employers

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1
Confirm that you have up-to-date contact information. As you're preparing your reference list, reach out to each person via email or phone to confirm the information. You can also ask your reference if they prefer to be contacted a specific way or at a certain time so you can put down the best information.^{[4]
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- If your reference no longer works for your former employer, try looking them up on LinkedIn and get in touch that way.
- Be sure to reach out several weeks in advance so your reference has time to prepare for the call. If you need a letter of reference from the person, ask them at least a month in advance.^{[5]
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Ask for permission before using someone as a reference. It’s polite to give your references a heads up before actually listing them to make sure they’re okay with it. Getting permission also means your reference will be expecting a call from your potential employer and prepared to answer.^{[6]
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- If the person agrees to be a reference, be sure to thank them sincerely.
- If they turn you down, respect their decision and move on to a different reference.^{[7]
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Choose references that are familiar with your work ethic. Ideally, you should list recent employers or colleagues who know your strengths. If you lack past work experience, use past college professors, mentors, internships, or volunteer coordinators as references.^{[9]
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- Try to avoid listing friends and family members as references.
- If you’re currently employed and want to keep your job-hunting under wraps, you don’t have to list them as a reference.^{[10]
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Give your references details about the position and skills required. The more information you can provide about the job you’re applying for, the better! That way, your reference can tailor their responses and bring up specific things that will impress your potential employer.^{[11]
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- The person checking your references will likely ask specific questions relevant to the job position, as well as general questions about how well you work with others, whether you're a team player, and so on.^{[12]
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- The interviewer won’t ask your reference anything about your personal life.

Section 4 of 6:

Sample Email: Asking for a Professional Reference

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“Dear Professor Ackerman,

I hope this email finds you well. I'm reaching out about getting a professional reference from you. I'm applying for a new engineering job next month, and since you're familiar with my engineering research, skills, and work ethic, I'm hoping you can speak to my potential employer on my behalf.

If you're interested and available to do this, please let me know and I can send you all the relevant details to help you prepare. I'll also make sure you're contacted at a time that works with your schedule.

Thank you in advance for your consideration. All the best.”

Section 5 of 6:

What do I do if a reference doesn’t respond to me?

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Find an alternative if the reference never responds to your request. If you reach out to a former employer, colleague, or teacher hoping for a reference and they never get back to you, it can sting a little—don't let it get to you, though! The person may simply be unavailable at this time, and that's okay. Reach out to someone else who can vouch for your skills and experience and secure their reference instead.^{[13]
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- You can also send a follow-up email in case the person missed your request. You might say:
  - "Dear Dr. Erickson, I just wanted to reach out once more about using you as a reference for an upcoming employment opportunity. If you're unavailable, I completely understand. If you're able to do it, please let me know and I'll provide more details. Thanks so much."

Section 6 of 6:

What if a reference says bad things about me?

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If a potential employer tells you a reference gave you negative feedback, offer to provide a few more references who will vouch for you. Ideally, choose colleagues from the same workplace who will give you positive feedback to counteractive the negative.^{[14]
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