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Published on: November 1, 2026
An employer has reviewed your application and asks for references. Who should you choose? Can you provide someone from your home country? What if you have not worked in Canada yet?
Employment references are people who can explain your skills, work habits and experience to a potential employer. For newcomers, preparing suitable contacts early can make this stage of the hiring process easier. The key is to choose people who know your work, ask their permission and follow the employer’s instructions.
An employment reference is usually a former supervisor, manager or another person with direct knowledge of your work. An employer may contact them to learn about your responsibilities, reliability, teamwork or ability to perform relevant tasks.
A reference list provides contact details. A reference letter is a written statement. They serve related purposes, but an employer may still want to speak with someone even if you provide a letter.
Reference-checking practices vary. Some employers request contacts with an application; others ask later in the hiring process.
Choose someone who can give specific, truthful examples of your abilities. Depending on the employer’s requirements, suitable contacts may include:
A former manager or supervisor who oversaw your work.
A colleague who worked closely with you.
A client who can describe services you provided.
An instructor who supervised relevant coursework or projects.
A volunteer coordinator who observed your contribution.
Explain whether each person knows you through employment, education or volunteering. If the employer specifically requests supervisory references, ask before substituting a colleague or instructor.
Someone with a senior title is not automatically your strongest reference. A supervisor who remembers your work clearly may be more helpful than a director who barely knows you.
An overseas reference may be suitable, but acceptance depends on the employer’s hiring process. Ask what types of references they will consider.
Make communication easier by confirming the person’s current email address, telephone country code, preferred language and availability. Explain any time-zone difference before a call is arranged.
If a conversation is difficult, ask whether the employer would accept a written reference or another way of verifying your experience. Do not assume that a letter will replace a live reference check.
For help presenting your background, read our guide: Does International Work Experience Count in Canada?.
Contact each person before listing them. Ask whether they feel comfortable providing a positive, accurate reference and which contact details they want you to share.
You can adapt this message:
Hello [Name], I am applying for a [job title] position in Canada. Would you feel comfortable acting as a reference based on our work together at [organization]? The role involves [brief description]. If you agree, please let me know your preferred contact details. I can send you the advertisement and my updated resume. Thank you for considering my request.
Give the person enough context to remember your work. Share the job advertisement, your current resume and a short reminder of relevant responsibilities or projects. This helps them prepare; it should not become a script asking them to exaggerate your abilities.
Let them know when contact is expected and thank them for their time.
Keep reference details on a separate document rather than adding them to your general resume. Canada’s Job Bank recommends providing references when specifically requested. Follow any different instructions in the advertisement or application form.
A clear reference entry can use this format:
Reference name: [Full name]
Current position and organization: [Job title and organization]
Professional relationship: [For example, former direct supervisor]
Where you worked or studied together: [Organization and country]
Period of working together: [Month/year to month/year]
Email: [Approved contact email]
Telephone: [Approved number, including country code]
Time zone or preferred contact hours: [If helpful]
Use the number and type of references requested by the employer. Avoid sharing unnecessary personal information about your contacts.
Explain your situation early and ask which alternatives the employer accepts. Depending on the role, an overseas supervisor, instructor, volunteer coordinator or other person who knows your work may be considered.
If you are currently employed and want to keep your search confidential, discuss this before providing your current manager’s details. Ask whether a previous supervisor can be contacted first.
If a former supervisor has retired or changed employers, they may still be able to describe your earlier work. Confirm their current details and explain the relationship accurately.
Think about what each person can explain about the position you want.
For example, an applicant seeking an administrative role might choose a former supervisor who observed their scheduling, record-keeping and customer communication. A recent graduate might ask whether an instructor who supervised a relevant project would be acceptable.
Keep your application and reference information consistent. Your job titles, employment dates and responsibilities should accurately reflect your experience.
Avoid these common mistakes:
Listing someone without permission.
Giving outdated contact details.
Describing a colleague as your manager.
Asking someone to confirm duties they never observed.
Sending a reference list without checking the employer’s instructions.
Inventing a referee or paying someone to pretend they supervised you.
Provide the number requested. If the employer has not specified a number, ask before sending your list. Keep additional suitable contacts in mind in case someone is unavailable.
Ask the employer. An overseas contact may be considered, but requirements and communication arrangements vary. Explain the person’s relationship to your work and how they can be reached.
Usually, prepare them separately and provide them when requested. If an application specifically asks for reference details, follow those instructions.
Contact them politely to check their availability. If they cannot participate, tell the employer and offer another suitable person rather than leaving the request unanswered.
No. Treat it as a step in the hiring process, not confirmation of an offer. Continue communicating professionally and wait for the employer’s decision.
Keep your resume, reference list and interview examples ready so you can respond when an employer requests them.
Explore our Canadian resume format guide and job interview questions with sample answers, then browse jobs on CanadianNewcomerJobs.com.
CanadianNewcomerJobs.com is an independent job-advertising platform. Employers set their application requirements and make their own hiring decisions.