Reference List (New Zealand)

A professional reference list submitted with a job application in New Zealand should typically include three to five referees who have agreed to speak about the applicant's professional skills, work performance, and character. For each referee, the list should include their full name, their current job title and organisation, the nature of their relationship to the applicant (e.g. former manager, team leader, professional colleague), their direct contact phone number and professional email address, and an indication of how long the applicant has known the referee and in what context. Employers in New Zealand will typically contact referees by telephone to ask a series of structured questions about the applicant's suitability for the advertised role. It is essential to obtain each referee's explicit consent before listing them — under the Privacy Act 2020, collecting and disclosing a person's contact details without consent is a potential breach of the information privacy principles. Referees should be warned that they may receive a call and briefed on the role the applicant is applying for, so that they can give a relevant and targeted reference. Listing family members is generally not appropriate for professional reference lists — most employers seek professional or community referees rather than personal ones. If professional references are limited (e.g. for a first job), community references from teachers, coaches, or community leaders are acceptable.

Reference lists are commonly requested by landlords and property managers when assessing tenancy applications in New Zealand, although they are not a formal legal requirement under the Residential Tenancies Act 1986. Under the Act, landlords are entitled to carry out reasonable checks to assess a prospective tenant's suitability, including contacting referees and verifying rental history. A reference list for a tenancy application typically includes two to three references from people who can attest to the applicant's reliability, cleanliness, responsibility with property, and ability to pay rent on time. Preferred referees for tenancy applications include previous landlords or property managers, employers who can confirm the applicant's income and employment stability, and community members or professional contacts who can vouch for the applicant's character. Under the Privacy Act 2020, landlords and property managers who collect personal information about prospective tenants (including referee details) are subject to the information privacy principles. They must collect only the information reasonably necessary for the tenancy assessment, keep it secure, and not disclose it to third parties without authorisation. Tenants also have the right under the Privacy Act 2020 to request access to personal information held about them by a landlord or property management company. Applicants should always ask referees for permission before including their details on a tenancy reference list.

In New Zealand, the collection and use of referee information is subject to the Privacy Act 2020, which came into force on 1 December 2020, replacing the Privacy Act 1993. The Privacy Act 2020 contains 13 information privacy principles (IPPs) that govern how personal information is collected, held, used, and disclosed. The most relevant principles for reference lists are as follows. IPP 1 (Purpose of collection): personal information, including referee names and contact details, must only be collected for a lawful purpose directly related to the collector's functions or activities. IPP 2 (Source of personal information): information about a person should, where practicable, be collected from that person. This means you should disclose to each referee that their details will be provided to a prospective employer, landlord, or other party. IPP 3 (Collection of information from a person): where an individual is asked to provide personal information — including contact details of referees — they should be told the purpose for which it is collected and who will have access to it. IPP 11 (Disclosure): personal information (including referee contact details) must not be disclosed to third parties except in accordance with the purposes for which it was collected. Practically, this means applicants should always obtain their referees' consent before listing them, and organisations receiving reference lists should only use the information to contact referees for the stated purpose. The Privacy Commissioner at privacy.org.nz oversees compliance with the Privacy Act 2020.

The appropriate number of references on a New Zealand reference list depends on the context and the requirements of the recipient. For most employment applications, three references is the standard — one or two professional references from previous employers or managers, and one additional reference from a colleague, professional contact, or community leader. Some employers specify in the job advertisement how many references they require, and applicants should follow those instructions. For senior professional or management roles, some employers may request up to five references, including from peers, direct reports, and senior parties involved. For tenancy applications, two or three references is typical — ideally including a previous landlord or property manager and an employer. For academic enrolments, one or two academic or professional references are typically required. For visa applications, the number of supporting references will depend on the visa category and INZ requirements. Regardless of the context, quality is more important than quantity: three strong, specific, and willing referees are more valuable than five vague or reluctant ones. Always brief your referees before listing them — let them know the role or context you are applying for, provide them with a copy of your CV if relevant, and give them advance notice that they may be contacted. This ensures referees can give a targeted, credible, and confident reference on your behalf.

A Reference List (New Zealand) does not legally require a lawyer in New Zealand, and individuals and businesses may draft and execute the document independently. The Contract and Commercial Law Act 2017 does not mandate legal representation for the creation or signing of this type of document. However, seeking independent legal advice from a qualified New Zealand lawyer is recommended for transactions involving substantial financial value, complex regulatory requirements, or cross-border elements where multiple legal jurisdictions may apply. A lawyer can verify that the document complies with all applicable statutory requirements, identify potential risks specific to the transaction, and confirm that the terms adequately protect the interests of all parties involved. The High Court of New Zealand has jurisdiction over disputes arising from this type of document, and Companies Office may impose additional compliance obligations depending on the nature of the underlying transaction. Professional legal review is particularly advisable where the document will be submitted to government agencies or used as evidence in legal proceedings.