How to Request a Reference Letter From a Former Manager in English
Learn the English phrases for asking a former manager for a reference letter or a reference call, including how to make the request easy to say yes to.
Asking a former manager for a reference feels awkward mainly because the request is vague — the fix is to be specific about what you need and to make it as easy as possible for them to say yes quickly. This guide gives you the English for the ask, the follow-up, and the thank-you.
Opening the Request
Start with context so the request doesn’t land out of nowhere, then get to the point.
- “I hope you’ve been well — I’m reaching out because I’m applying for roles and wondered if you’d be willing to be a reference.”
- “It’s been a while! I’m in the middle of a job search and would love to list you as a reference, if you’re open to it.”
- “I’m applying to a few new roles and immediately thought of you as someone who could speak to my work — would that be okay?”
Being Specific About What’s Needed
Vague requests are harder to act on — say exactly what form the reference should take and by when.
- “Would you be open to a quick reference call, probably 10-15 minutes, sometime in the next two weeks?”
- “The application asks for a written letter — would you be comfortable writing a short one, or would a call work better for you?”
- “I don’t need anything long — even a few sentences on LinkedIn confirming my role and dates would help a lot.”
Making It Easy to Say Yes
Reduce the effort on their side by offering context they can use directly.
- “I can send over a short summary of what I worked on with you, in case it’s useful for jogging your memory.”
- “Happy to share the job description too, so you know what to emphasize if that’s helpful.”
- “No pressure at all if the timing doesn’t work — I completely understand if you’re swamped.”
Following Up Without Pestering
If you don’t hear back, a light, low-pressure nudge is appropriate — but don’t chase repeatedly.
- “Just following up in case this got buried — totally understand if you’re busy, no rush.”
- “Wanted to check in gently on this, since the recruiter mentioned they might reach out this week.”
- “No worries if now isn’t a good time — just let me know either way so I can plan accordingly.”
Giving Them an Easy Out
Some people simply aren’t comfortable giving references — leave room for a graceful decline.
- “Totally understand if this isn’t something you’re able to do right now, no hard feelings at all.”
- “If it’s easier to say no, please feel free — I’d rather you be honest than feel obligated.”
- “If you’re not the right person for this, would you happen to know someone else from that team who might be?”
Thanking Them Afterward
Close the loop, whether or not the reference led to a job.
- “Thank you again for making the time — it genuinely meant a lot to have your support.”
- “Wanted to let you know I got the offer — your reference was a real help, thank you.”
- “Whatever the outcome, I really appreciate you taking the time to do this for me.”
Vocabulary Reference
| Term | Meaning |
|---|---|
| Reference | A person who can vouch for your work, contacted by a prospective employer |
| Reference check | The process an employer uses to verify your background by contacting references |
| Reference letter | A written statement, typically signed, recommending you for a role |
| LinkedIn recommendation | A public, written endorsement posted on your LinkedIn profile |
| Backchannel reference | An informal reference an employer seeks outside your provided list |
Key Takeaways
- Give context before making the ask so it doesn’t feel abrupt.
- Be specific about the format (call, letter, LinkedIn post) and the timeline you need.
- Make it easy to say yes by offering a summary or the job description upfront.
- Follow up once, gently, and leave a clear, graceful way for them to decline.
- Thank them regardless of outcome — it keeps the relationship warm for future requests.