A Professional Reference List is a document provided by a job candidate to a prospective employer that lists the contact details of individuals who have agreed to provide a professional reference on the candidate's behalf. In the United Kingdom, professional references are a standard component of the employment recruitment process across virtually all sectors, and most UK employers conduct reference checks as part of their pre-employment due diligence before making a formal job offer or before a new employee commences work.

A reference list is distinct from a reference letter. A reference list provides the contact details of the referees so that the prospective employer can approach them directly to request a reference, while a reference letter is a written testimonial provided by the referee in advance. Many UK employers prefer to contact referees directly by telephone or email rather than relying on pre-written letters, as this allows them to ask specific questions tailored to the role.

Under UK GDPR and the Data Protection Act 2018, both the candidate and the prospective employer are data controllers in relation to the referees' personal data. Candidates must obtain the consent of their referees before listing their personal data on a reference list, and prospective employers must handle the information received in accordance with data protection principles, using it only for the purpose of verifying the candidate's employment history and suitability.

Our UK Professional Reference List template is designed for use by job candidates in England and Wales across all sectors. It provides a structured format for documenting up to three professional referees with full contact details, and includes a UK GDPR compliant data protection notice to inform recipients of their obligations when handling the referees' personal data.

A Professional Reference List is needed whenever you are applying for a job and the prospective employer requests references as part of their recruitment process. In the UK, reference checks are standard practice and are typically requested either at the point of application, at the interview stage, or conditionally upon receiving a job offer.

Most employers request a professional reference list at the point of offer or shortly after the interview, asking the candidate to provide details of two or three referees who can be contacted to verify the candidate's previous employment, responsibilities, performance, and conduct. Providing a well-presented, accurate reference list signals professionalism and readiness to cooperate with the employer's due diligence process.

In regulated sectors — including financial services (where the FCA's Senior Managers and Certification Regime applies), healthcare, education, social care, and roles involving work with children or vulnerable adults (where DBS checks are required under the Police Act 1997) — reference checks are particularly rigorous and may cover specific periods of employment history. Candidates for such roles should ensure that their referees are aware of the regulatory context and prepared to respond in detail.

A reference list is also useful when applying for contracts or consultancy engagements as a self-employed contractor or freelancer, where clients may request references from previous clients or employers before engaging your services. In this context, the reference list serves the same function as in employment, providing the client with the means to verify your track record and suitability.

Given the UK GDPR's requirements regarding the processing of personal data, candidates should always obtain the explicit consent of each referee before listing their personal details and should inform referees that they may be contacted by prospective employers for the purpose of providing a reference.

A well-presented Professional Reference List for UK job applications should contain several key elements to be useful to prospective employers and to comply with UK GDPR data protection requirements.

The candidate identification section at the top of the document should state the candidate's full name and address. This ensures the reference list can be matched to the correct application and that the referees can identify who they are being asked to provide a reference for.

For each referee, the list should include: the referee's full name (including any professional title such as Dr or Professor); their current job title or position; the name of the organisation where they currently work; a direct telephone number (UK format); a professional email address; and a brief description of the candidate's relationship to the referee, including the nature of the professional relationship and the approximate dates of the relationship (e.g. 'Direct line manager, Hartley Engineering Ltd, 2019–2023'). Providing the relationship context helps the prospective employer understand the referee's basis for knowing the candidate and assess the relevance of the reference.

The number of referees listed should match the employer's requirements — most UK employers request two, but some sectors or roles require three or more. Including a note on the list confirming that all referees have been contacted and have consented to being listed is good practice and demonstrates data protection awareness.

The UK GDPR data protection notice at the end of the document informs recipients that the referees' personal data should be handled in accordance with UK GDPR principles — specifically, that it should be used only for the purpose of providing or requesting a reference, not retained longer than necessary, and kept securely. This notice demonstrates the candidate's awareness of data protection obligations and may be particularly appreciated by prospective employers in regulated sectors.