References

Information on providing and asking for references for your applications.

Providing references

You will normally need to provide two references for a job application. For most of you, this will be one academic reference, and one from an employer. It’s most common for an employer to use the references after a final interview or once a provisional job offer has been made. 

You only need to supply references when the employer asks you for them. You don’t usually have to include them in your CV, but you may be asked to put details of referees on an application form. 

You should provide full contact details for your referees: 

  • Name
  • Job title
  • Email
  • Phone number

References from the University

As a student you may request references from University staff for a range of purposes. Below is a guide to the different types the University is able to provide for you, and the best route for getting these.

Why might you need this?    

This may be required by recruiters or admissions departments for further study, or to prove your student status to banks, landlords and similar.  

How can you get this?   

Self-service certification of matriculation - Available On-demand via MyEd.  

Self-service – Academic Statement, Award conferred. Available On-demand via MyEd.   

Access your MyEd Student Self-service channel here: 

My Student Record - Student Self-Service channel | The University of Edinburgh 

Read more about the official documents available to you: ​​​​​​​​​​

Official Documents | The University of Edinburgh 

Who is responsible for doing this? 

You are. 

Timescale 

Available on demand. 


Why might you need this? 

To provide a short, factual reference for a job, voluntary work or internship application that demonstrates specific competencies and suitability for the role. (If you are applying for an academic research internship see the section below.)

How can you get this?  

When requesting a reference for a job or internship application you should approach your Student Adviser (or Postgraduate Research Supervisor) and provide: 

  • Details of the position and competencies required for it
  • Any deadlines set by the employer for receipt of references
  • Your current CV and cover letter or support statement if relevant (it is recommended you have a regularly updated version) 

What your Student Adviser (or Postgraduate Research Supervisor) will do: 

  1. Access your student record (EUCLID) to check course and programme details relevant to the competencies the employer has specified 
  1. They may approach an appropriate academic colleague for additional information (only where they cannot do so from their own knowledge of you) 
  1. Produce draft reference and submit to relevant academic for verification and signing 
  1. Keep you updated on progress of reference and expected timescales 

Who is responsible for doing this? 

You/ Your Student Adviser/ Academic.

Timescale  

Meet agreed deadline.


You are likely to need an academic reference for the applications listed below and should start planning for that early:

  • PGT application (postgraduate study)
  • PhD application
  • Professional postgraduate qualifications
  • Research or academic Internships
  • Industry Projects & Placements
  • Scholarships
  • Funding and awards

Planning 

The key is identifying the purpose of the reference, the level of detail needed, and then approaching the university staff member best suited to provide the type of reference sought. Think about who can highlight your relevant qualities and tailor comments to the specific context. 

If you are on an accredited course, these will often have additional, specific requirements about suitable references. In that case, contact your School/Deanery for more information.

Who should you ask? 

  • Select an academic staff member who knows your academic abilities best. This could be a dissertation supervisor, a course organiser or lecturer, or a Cohort Lead
  • Ideally choose someone you've interacted with frequently who can speak directly to your skills, qualities and fit for the application at hand
  • If there is no obvious academic staff member you can ask, speak to your student adviser

What information should you provide?

  • Your CV
  • Your academic transcript
  • Application information
  • A description of the course, job or opportunity you are applying for

When should you ask? 

Always give notice of at least 2 weeks. You should not assume the academic will be available at short notice, as they may be on leave, on sabbatical or attending conferences 

If you are applying for more than one position, the academic may only be able to provide a limited number of tailored references therefore please be mindful of this when submitting your request.

If you have further questions: 

Reach out to your Student Adviser if you are still unsure about what kind of reference you need, or the process in your School/Deanery. 

Timescale 

To meet agreed deadline (which must be reasonable). 


You are always responsible for initiating a reference request, using this page to help you identify a suitable individual. This may vary depending on the type of reference you need. 

Remember, not all references need to be provided by academic staff. Some references can be provided by professional services staff, such as Student Advisers, or you can request them yourself using the electronic documents service. 

Time:  

  • Staff must be given a reasonable window of time to complete references  

  • You are responsible for following up any unanswered requests  

  • If you submit a request with a very short turnaround time then you may well receive a polite response saying, “I am unable to provide the reference within this time frame”. 

Where any member of staff is approached and requested to provide a reference, they will ensure that they:  

  • Are fully transparent with you in how they are meeting that request, including if they are unable to provide a reference within time with appropriate and acceptable reasons  

  • Have considered any implications of the University’s Equality and Diversity policy  

  • Have considered the guidance we provide for University staff on providing references 


References from an employer/professional references

Your employer reference should be written by someone who knows you well enough to write about you and to comment on your suitability for the role you are applying for.    

This may be:   

  • your line manager from a part-time job
  • an employer you worked for during the summer or before starting your studies
  • an industry professional who knows your character and capabilities, such as a mentor, or even a client 

You can choose referees best placed to comment on your suitability for a particular role but employers often specify that one of your referees must be your current employer.   

If you don’t have any recent work experience you could ask:   

  • the coordinator/supervisor of your voluntary work
  • the manager or coarch of your sports team
  • the director of your drama group or similar
  • an employer you had work experience with while at school, or a family friend

Always make sure you ask permission to name someone as a referee. If you have an interview, let them know that they may be contacted and do remember to thank them.   

Please make sure that you contact your referees in plenty of time and that you give them all the information needed.

Information you should give your referees for employer/professional references

You should provide your referee with enough information to write a detailed reference, including:    

  • a copy of your CV     

  • details of the job (or course/s) you’re applying for     

  • your motivation for pursuing the role   

  • the qualifications, skills and experience you have that make you an ideal candidate   

If you haven’t been in contact with your referee for some time, e.g. since graduating or moving jobs, you should also let them know what you’ve been doing during that period. 

Further resources

Find more examples of employer references, what can be included and top tips:

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