Category: Jobseekers, General, Interview
How to Prepare Your Referees Before an Employer Conducts a Reference Check in Australia
Published By: Sophie Bennett | 16 September 2026
Reaching the reference-check stage is an encouraging sign during an Australian recruitment process. It usually means the employer is seriously considering your application and wants to confirm the information provided in your resume and interview.
A referee may be asked about your responsibilities, skills, attendance, behaviour, communication and overall performance. Their feedback can strengthen the employer’s confidence in you, but an unprepared referee may give vague answers or forget important examples.
Preparing a referee does not mean telling them what to say. It means giving them enough accurate information to discuss your work clearly and honestly. Follow these steps to ensure your referees are ready when an Australian employer contacts them.
1. Understand Why Employers Conduct Reference Checks
A reference check helps an employer confirm whether a candidate is suitable for the position. It normally occurs near the end of recruitment, although some organisations may conduct checks earlier.
Employers may use the conversation to verify:
- Your previous position and employment dates
- Your main duties and responsibilities
- Your workplace performance and reliability
- Your communication and teamwork skills
- Your behaviour with customers or colleagues
- Your strengths and development areas
- Your reason for leaving the organisation
- Whether the employer would rehire you
A positive reference is not an automatic guarantee of employment. However, consistent information across your resume, interview and references can improve your credibility.
2. Choose Someone Who Knows Your Work
Select referees who have directly observed your performance. A person who knows your work well can provide clearer and more convincing examples than someone with an impressive title who rarely worked with you.
Suitable professional referees may include:
- A former manager or supervisor
- A team leader
- A senior colleague
- An internship or placement supervisor
- A university project supervisor
- A volunteer coordinator
- A client you supported professionally
Avoid listing family members or close friends unless the employer specifically requests a personal reference.
Recent referees are usually preferred, but relevance is also important. A supervisor from an older position may be valuable if that role closely matches the opportunity you are currently pursuing.
3. Ask for Permission First
Never provide someone’s details without asking for permission. Contact the person and explain that you are applying for a new opportunity.
You could say:
“I am applying for an administration position and would appreciate it if you could act as a professional referee. Would you feel comfortable providing a positive reference based on our work together?”
Using the phrase “positive reference” gives the person an opportunity to respond honestly. If they hesitate or seem uncomfortable, thank them and choose someone else.
Permission also protects your referee’s privacy and prevents them from receiving an unexpected phone call or email.
4. Confirm Their Current Contact Information
Before sharing referee details, check that the information is correct and current.
Confirm the following:
- Full name
- Current position
- Organisation name
- Professional email address
- Preferred phone number
- Your professional relationship
- Suitable contact times
People frequently change jobs, email addresses and phone numbers. Incorrect information can delay recruitment and make your application appear poorly prepared.
Ask the referee how they want their title and organisation listed. If they have moved to another company, you can still explain that they supervised you at your previous workplace.
5. Share the Job Advertisement
Send your referee the position description or a link to the job advertisement. Explain the role, the employer and why you are interested in the opportunity.
Point out the main requirements, such as:
- Customer service
- Teamwork and communication
- Time management
- Technical knowledge
- Leadership
- Problem-solving
- Attention to detail
- Ability to work independently
Understanding the position helps your referee select examples that are relevant to the employer’s needs. They should not repeat the advertisement or provide rehearsed answers. Instead, they can connect genuine examples from your previous work to the requirements of the new position.
6. Provide Your Updated Resume
Send your referee the same resume you submitted to the employer. This allows them to review your job title, employment dates, responsibilities and achievements.
Your resume and your referee’s information should be consistent. Differences in dates, titles or responsibilities may raise concerns, even when the mistake is unintentional.
Review these details before submitting your application:
- Employment starting and finishing dates
- Position titles
- Main responsibilities
- Projects and achievements
- Qualifications and training
- Reasons for leaving previous positions
If your referee supervised you several years ago, your resume can help refresh their memory.
7. Remind Them of Relevant Achievements
A previous supervisor may remember that you were dependable but may not immediately recall particular projects or results. Politely remind the referee of achievements that relate to the new position.
Useful examples may include:
- Completing a project before its deadline
- Exceeding a sales or performance target
- Resolving a difficult customer complaint
- Training a new team member
- Improving an administrative process
- Receiving positive customer feedback
- Managing additional responsibilities
- Supporting a team during a busy period
Do not write answers for your referee or ask them to exaggerate. Simply provide accurate reminders so they can discuss your contribution confidently.
Specific examples are more useful than general comments. “She helped reduce customer waiting times” provides more value than “She was a good employee.”
8. Discuss Questions They May Be Asked
Reference-check questions vary according to the employer and position. Preparing your referee for the general topics can help them respond clearly.
An employer may ask:
- What was the candidate’s role?
- What were their main responsibilities?
- How would you describe their performance?
- How did they communicate with others?
- Were they dependable and punctual?
- How did they respond to feedback?
- What were their strongest qualities?
- What areas could they improve?
- Why did they leave the organisation?
- Would you employ them again?
Your referee must answer honestly and independently. Preparation should improve clarity, not influence them to provide inaccurate information.
9. Address Any Possible Inconsistencies
Consider whether your referee might describe something differently from the way you presented it during the interview.
For example, there may be confusion about:
- A slightly different job title
- Overlapping employment dates
- A temporary or acting responsibility
- The reason you left the organisation
- A short period of employment
- A workplace restructure or redundancy
Discuss factual differences with your referee before the employer contacts them. You should not attempt to hide negative information, but you can ensure that everyone understands the circumstances.
If you made a mistake on your resume, correct it with the recruiter instead of hoping it will not be discovered.
10. Tell Them When Contact Is Expected
Once an employer asks for references, notify your referees immediately. Tell them the employer’s name, recruiter’s name and likely contact method if you have this information.
A short message could say:
“Thank you again for agreeing to be my referee. I have reached the final stage for the position, and the employer may contact you this week by phone or email.”
This reduces the risk of your referee ignoring an unfamiliar number or treating a legitimate message as spam.
Do not contact referees after every application. Update them when you reach an advanced stage or when an employer specifically requests their details.
11. Prepare More Than Two Referees
Many employers ask for two referees, but it is sensible to prepare three or four appropriate people. A referee may be unavailable, on leave or difficult to reach when the employer calls.
Having several options also allows you to select referees according to the position. For example:
- Use a retail supervisor for a customer service role
- Use a project manager for a technical position
- Use a team leader for a supervisory opportunity
- Use a placement coordinator for a graduate role
Keep referee details in a private document and provide them only when required. Avoid publishing private phone numbers or email addresses on your public resume or online profile.
12. Avoid Contacting Your Current Employer Without Permission
If you are currently employed, think carefully before listing your present manager. They may not know that you are applying elsewhere.
Tell the recruiter that your current employer should not be contacted without your permission. You can offer previous supervisors or another suitable professional contact instead.
Most recruiters understand that candidates need confidentiality during a job search. Be honest about the situation and provide alternative referees who can confirm your abilities.
Never create a fake referee to avoid using your current employer. False references can damage your reputation and may result in an offer being withdrawn.
13. Thank Your Referees
Thank your referees for giving their time and supporting your application. If they are contacted, send a short follow-up message.
You can write:
“Thank you for providing a reference for me. I appreciate your time and support throughout the application process.”
Let them know the final outcome, especially if you receive the job. Maintaining professional relationships is important because you may need their support again.
Common Reference-Check Mistakes to Avoid
Jobseekers should avoid:
- Listing someone without permission
- Providing outdated contact information
- Selecting a person who barely knows their work
- Using friends instead of professional referees
- Forgetting to share the job description
- Giving different employment information
- Asking a referee to provide false answers
- Publishing private details online
- Failing to notify referees about possible contact
- Forgetting to thank them afterwards
Final Thoughts
A reference check can be an important final step in securing employment in Australia. Choose credible people who understand your work, ask permission and provide accurate contact details.
Share your resume and the position description, remind referees of relevant achievements and notify them when contact is likely. Most importantly, ensure that your resume, interview answers and referee feedback present an honest and consistent account of your experience.
A well-prepared referee can clearly explain your contribution, skills and professional behaviour. Their feedback may provide the reassurance an employer needs to confidently offer you the position.
Sources and References
1. The Australian Public Service Commission explains how jobseekers can prepare applications and understand recruitment and assessment processes.
https://www.apsc.gov.au/working-aps/joining-aps/cracking-code
2. Workforce Australia provides official job-search resources, employment services and career support for Australian jobseekers.
https://www.workforceaustralia.gov.au/individuals/
3. Jobs and Skills Australia provides official information about occupations, required skills and employment opportunities across Australia.
https://www.jobsandskills.gov.au/
4. The Office of the Australian Information Commissioner explains privacy rights and how personal information should be handled in Australia.
https://www.oaic.gov.au/privacy/your-privacy-rights
5. Fair Work Ombudsman explains the workplace rights and protections available to employees and prospective employees in Australia.
https://www.fairwork.gov.au/employment-conditions/protections-at-work
6. The Australian Human Rights Commission provides guidance about fair, accessible and inclusive recruitment practices.
7. Fair Work Ombudsman explains the employment records that employers are required to create and maintain.
https://www.fairwork.gov.au/pay-and-wages/paying-wages/record-keeping
8. The Australian Public Service Commission explains what candidates can expect during interviews and other employment assessments.
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