References and Work Samples: Gathering Proof Before You Need It

References and work samples are evidence. A resume makes claims; a reference confirms them, and a work sample shows them. Both take time to gather, so the best moment to start is before an employer asks.

Part 1: References

When references are requested

Employers usually ask for references late in the process, often after interviews and before a final decision. Some ask on the application itself. Either way, you want three people ready to speak for you on short notice.

Who makes a good reference

The best references have directly observed your work and can give specific examples. In rough order of strength:

1. A current or former supervisor
2. A senior colleague or team lead
3. A client or customer you worked with closely
4. An instructor, for students and recent graduates
5. A volunteer coordinator or community leader

Avoid relatives and friends who have not worked with you. Their praise carries little weight.

If you cannot ask your current supervisor without signaling that you are looking, that is common and understood. Use a former supervisor or a trusted colleague instead.

How to ask

Ask before you list anyone, and make it easy to decline:

Hi Dana, I’m starting to look for a team lead role and wanted to ask whether you’d be comfortable being a reference. You saw my work most closely during the system migration in 2025. If now isn’t a good time, no problem at all.

How to prepare your references

Once someone agrees, send them:

• The role or type of role you are pursuing
• Your current resume
• Two or three things you hope they can speak to, with reminders of specific examples (“the backlog project,” “training the new hires”)
• A heads-up about when they might be contacted

A prepared reference gives specific, confident answers. An unprepared one says “they were great” and little else.

Your reference sheet

Keep a separate one-page document, not part of your resume, with:

Name	Title and employer	Relationship	Phone	Email
Dana Ruiz	Operations Manager, Northside Logistics	Former supervisor, 2022–2025	(555) 555-0144	[email protected]

Use the same header (your name and contact details) as your resume. You do not need the line “References available upon request” on your resume; employers assume it.

After the process

Thank your references whatever the outcome, and let them know what happened. A short note keeps them willing to help again.

Part 2: Work samples and portfolios

A portfolio is a small collection of examples that show the quality of your work. People often think portfolios are only for designers and writers, but almost any field has something you can show.

Ideas by field

Field	Possible samples
Office and administration	A process guide you wrote, a cleaned-up spreadsheet template, a calendar system you designed
Customer service	Anonymized examples of written responses, a FAQ you created, positive feedback you received
Skilled trades	Before-and-after photos of projects, certifications, a list of equipment you are trained on
Healthcare support	Certifications, clinical hours logs, a patient education handout you made (no patient information)
Technology	A home lab write-up, scripts you wrote, a troubleshooting guide
Teaching and training	A lesson plan, a short training video, learner feedback
Marketing and communications	Writing samples, social posts, a campaign summary with results

Rules for work samples

• Protect confidentiality. Never share confidential employer information, customer data, or anything covered by a nondisclosure agreement. Remove names and identifying details, or create a new example that shows the same skill.
• Get permission when work belongs to an employer or client.
• Quality over quantity. Three to six strong pieces are better than twenty mixed ones.
• Add context. For each piece, write one or two sentences: what the problem was, what you did, and what happened.

Where to keep it

• A simple PDF of five to ten pages works for most fields
• A shared folder with clear file names
• A free website or portfolio platform, if your field expects one

Mention your portfolio in your resume contact section or summary, and bring it up in interviews when an example fits a question.

Using references and samples together

References and samples are strongest when they tell the same story. If your portfolio includes a training guide you wrote, ask the supervisor who saw it in use to mention it. That consistency builds trust.

Your next steps

1. List five possible references and choose your top three.
2. Ask them this month, even if you are not actively looking.
3. Create a one-page reference sheet.
4. Gather three work samples and write a short description for each.
5. Revisit both whenever you finish a significant project.