Job Reference Screw Up

Eh I'd classify that as a minor faux pas, myself. I'd just let people know you've used them as a reference so they aren't surprised, but I wouldn't stress too much about it. I get a pretty steady stream of "oh hai I used you as a reference on my [employment application | hamster adoption questionnaire | volunteer application | new NYC apartment form | Area 51 security clearance | whatever]" emails and it's pretty much NBD, at least to me and in my world. Unless one of your references is really unfamiliar with it I wouldn't even expect much in response.

At this point the least you can do for damage control is CALL your desired references and explain the situation honestly. An email is too easy and gives the impression that you don't really value the service you want them to provide. I think email is perfect and Darlingbri's wording is great, with maybe the addition of a few details (dates/projects) to make sure they remember you. There's always a contingent of folks in any askme question of communication who insist a phone call is required but I personally think that's pretty out-dated advice.

Drop them a line via email ASAP! Getting a call out of the blue to give a reference is the worst; it's happened to me a few times and I never feel prepared. In one horrifying case, it was to provide a reference for a girl who I worked with at one company and then managed at another company, and I completely forgot about the time I was managing her. I sounded so, so stupid to the person calling.

Email them now and give them a heads up that given your past working relationship, you listed them on an application for X position with Y company. Give some background about what kind of position it is and that you had an interview that went well. Checking ahead of time is a good idea to make sure they are willing to give you a positive reference, but a lot of it is to also give them a heads up. Maybe call to follow up - it's very important to have prepped them. You don't want them getting the call and going, "Wait, who?"

Contact all of them immediately. "Hi XXXX, hope you're doing well! I just wanted to let you know that I am in the late stages of interviewing for a job to XXXX and I added you as a reference. They needed references quickly, so I apologize for not checking with you first, but I am hoping you'll be able to speak positively about my time as XXXX under you, including X projects I did. Thank you very much for your time if you'll be able to speak with them. I'm excited about this job because XXX, so I will let you know how it goes! Many thanks again!"

I think that DarlingBri's email template is great. Don't bother with a phone call - an email is fine. It's not necessary to grovel - you didn't sic an Amway seller on them or anything. You were rushed and jumped the gun - it happens. What you want to do is give your references a heads-up so they don't reply "Galvanized Who?" when they are called and asked about working with you. I find that most business contacts prefer email to phone calls anyway, since a phone call demands immediate action and an email can wait - a huge plus for a busy person. "Always call!" is outdated advice. These days, I only call when I don't have someone's email, my contact specifically says they'd prefer phone calls, or I am urgently trying to reach them. "Call because it's so nice to hear a voice, it shows you care" is great advice for your grandma, but doesn't really apply to a business contact, at least IME. Another plus for email in your case is that you can remind your references of what you did when you worked with them and what skills you want to emphasize for this job. A phone call can easily go in one ear and out the other in that regard.

I don't agree that this is no big deal. This has never happened to me and is not done in any culture I've ever been a part of. If I got a call from some unknown party out of the blue and was put on the spot to talk about the professional merits of someone, I would be highly annoyed and think less of the person in question. At this point the least you can do for damage control is CALL your desired references and explain the situation honestly. An email is too easy and gives the impression that you don't really value the service you want them to provide.

Thanks so much everyone! I just got word that I got the job!

I'd agree that email is fine and that this is not a Big Deal. Also, don't stress too much about the possibility that someone or other may call your reference and the reference may be caught off guard. When I call employment references, I generally find that one or more references aren't really that articulate/don't know what to say. As long as they don't say something negative about you, you're fine. I'm not interviewing THEM for a job.