Acquiring References and Endorsements for Paralegal Jobs

References

You have created a cover letter describing a candidate any future employer would covet. You’ve put the finishing touches on a resume that bespeaks the highest qualified candidate possible. But, like the Emmy-award winning actress who showed up at the ceremonies in an Armani gown complete with shoes from Payless, you neglected to put the appropriate effort into your references. Whoa! Step back and revamp.
 

Just what is a reference? A reference is a person who either (1) knows you personally and can vouch for your honesty, background, and sparkling personality; or (2) knows you professionally and can confirm all of the above traits plus your work ethic, proficiency, and team spirit. Recent joiners of the career force and workforce may only be able to provide personal friends and teachers as references. Although teachers may make recommendations, particularly within the academic arena, employers are acutely aware that such recommendations are no indication how a candidate will do in the workplace. Back up academic references with actual experience. Experienced paralegals need to provide references from present and previous positions and may have to go back as many as three positions. You’ll need to draw references from several categories:

Professional References

After you have been in the profession for some time, you will have employers and coworkers to use as references. Consider the following factors when compiling your list of references:
 

• What is the position of the professional you’ve asked for a reference? The professional with the highest status and greatest responsibility usually makes the best impression on employers. Be sure, however, that they are familiar with your work. Name dropping can go “name thinking” if that person can’t recall you.
• What is your relationship to the professional you’ve asked for a reference? Business relationships that transcend time are the best. Employers look for stability and your ability to deal with people. If time has severed the working relationship, choose someone else. Keep your list current and up-to-date.
• What is the gender and background of the professional you’ve asked for a reference? Today’s buzzword is diversity. If your entire list is one gender or the other, you may be misunderstood. Demonstrate your sensitivity to issues of gender and diversity. Include references from a range of influential men and women.

Academic References

If you are just entering the field, your instructors in college or paralegal school may be of some assistance to you. They can verify what kind of student you were, your enthusiasm, your participation in class, your potential as a paralegal. They cannot, however, translate that experience into business experience.

Internal Endorsement

It gets pretty sticky when you want to make a change, don’t want your present employer to know about it yet, but can’t get the new job without references from the old. Employers insist upon the most recent references and want to hear about your current skill level and accomplishments. However, many people do not wish their present employers to know they are seeking a position elsewhere. This dilemma can be solved by confiding in a fellow employee, preferably someone high up enough in the company to have clout as a reference, but also someone who can be trusted to keep your secret. There is always some element of risk in doing this, and you may feel more comfortable going outside your current employer for references. If you can confide in someone above you without jeopardizing your position, you might want to ask this person to provide a reference. If there is absolutely no one you can trust with this very confidential information, you may provide your potential employers with references from the past. Upon acceptance of the job, you will be able to provide references from your current employer. This is a tricky negotiation, so make absolutely certain you’ll get a great reference. Otherwise, the potential employer has every right to rescind the offer.

The Importance Of A Good Reference

There’s a lot riding on the employer to hire a perfect candidate. “Mis hires” can misfire, causing the employer’s reputation to deteriorate, workload to suffer, clients to be lost, and malpractice issues to rise. And there is the cost of turnover, which has been estimated at anywhere between $10,000 and $30,000 in costs to the firm. This cost includes advertising expenses, recruiting time, agency fees, downtime while the paralegal ramps up, and attorney time. By checking your references, employers are seeking reassurance they are making the right hire.

What are potential employers trying to learn when they call your references? Will the prospective employer even bother calling the references? How much will what the reference says weigh in the hiring decision? Who makes the best reference? These are all very valid questions, and ones that should be seriously considered when choosing the references to be placed on the resume.

Reference Letter Myths

Even though you may have a stellar letter of reference from a previous employer, people want to call your references anyway. First of all, they want to be able to ask questions that will pertain to their specific position. Second, and unfortunately, too many letters have been written by the candidate even though they are signed by the previous employer. Reference letters, while great for the ego, just don’t have the impact they used to. And because of the nature of litigation today, a previous employer can be sued by the new employer for giving a great reference for a disastrous candidate.

Employment And Academic Verification

Most potential employers today will seek to verify your past employment. This is different from calling your references. Prospective employers may simply call the Human Resources Department and speak with anyone who can verify facts you have stated on the resume. Generally, they will ask
 

• Dates of employment
• Salary history
• Title and position
• Reason for leaving
• Whether you are eligible for rehire.

Because of today’s litigious society, gaining access to information about your work history is often difficult. Most companies enforce policies that will only confirm the dates employed and salary history. Any other information is strictly taboo and could potentially expose the former employer to a lawsuit by you (if they say something less than complimentary about you) or to a lawsuit by a prospective employer (if they give you a glowing report when you don’t deserve one).

A reference, however, is a different matter. By listing a person as a reference, you are giving that person license to speak more candidly about you to the prospective employer. The personnel manager will learn much more about you by talking to your references than from employment verification.

Employers can also verify your academic history and degrees. Unfortunately, too many times people will lie on their resumes about receiving a four-year degree, paralegal certificate, and yes, even the J.D.

Case in Point

We recall one candidate whose resume stated she had a BA degree from a community college. Although we were puzzled as to how one could get a BA from a community college, we tried to verify the degree. Sure enough, this candidate not only did not have a B.A. but also did not hold an A.A. degree. When confronted with the “mistake” and asked to correct it, she told one of our recruiters she would never ever have anything to do with our staffing organization again. Why? Because she had claimed the degree for years and years, and we were the only ones who had the “nerve” to try to verify it Furthermore, shame on us for not being more understanding of the fact that unless she says she has a degree, she might not get the job she wants.

But what if we asked the candidate how many jobs she has been disqualified for because no one told her they came up empty-handed when verifying her degree? Unfortunately for her, she’ll never really know.

A potential employer calling references has several purposes in mind. First of all, she may be looking for third-party confirmation of some of the information in your resume. Primarily, employers are seeking an answer to: Did this candidate actually do what she says? What firms have you worked for previously? Were you actually president of the paralegal association? The employer will be curious about your work ethic. Were you punctual or always late? Did you pitch in and put in the extra hours when a trial was coming up, or did you leave daily at the stroke of 5:00? If asked to do unfamiliar work, did you balk or tackle it with enthusiasm? The employer will seek information on work product quality, your attitude, and your disposition.

Prospective employers know that you are going to paint a perfect picture of yourself in your resume. The only way to get a (supposedly) unbiased opinion of your work is to consult the references. Will they call? Count on it. One of this book’s authors was offered a position based on the recommendations of her references. The hiring attorney said, “Your fan club says you walk on water!”

Choosing Your References

If selecting a reference were an uncomplicated matter, most people would put their grandmothers on the top of the list. No one would give you a more glowing report than she. But it’s not that easy. Different references have different strengths and weaknesses, and their testimonials must be carefully selected, depending on the intended audience. Your list of references may change, depending on the potential employer who will be reading your resume.

Here are a few examples:

Scenario # 1
You are a litigation paralegal with several years of experience with a few different employers. You are weary of this specialty and have decided to switch to something a little more people-oriented. Responding to an advertisement in the paper for a family law paralegal, you are keenly aware of your lack of experience in this area. The only references you have are former litigation employers. However, you have been volunteering for the last few years at the TRO clinic for the local women’s shelter. A valuable reference on this particular resume would be the head of the women’s shelter, who could vouch for your experience and skill in dealing with the upset individuals who come to the clinic.

Scenario #2
Applying for your first paralegal position, you are aware of your many different jobs in the past, which you terminated on good terms. Those employers could vouch for good work habits, but the work wasn’t necessarily law related. Then you remember that during college you worked for four years in the reference department of the local university library. It was your job to assist students with their research projects in the various law books kept at the library. The head librarian would be an excellent reference.

Scenario #3
You have a lead on a great job with a plaintiff’s environmental law firm. It is an area that has always interested you, but you have no working experience in this area. However, you used to put in a lot of volunteer time lobbying for the Sierra Club on a variety of environmental issues. A good reference from someone within that organization may be just what’s needed to tip the scales in your favor.

These examples show the need to reach far back in time and into unexpected places for good sources of references. It is a good idea to keep the names, addresses, and phone numbers of the helpful people in your life, whether they are former teachers, employers, coworkers, co-volunteers, clients, or anybody else upon whom you have made a good impression. If you plan to include them on your resume as a reference, it is proper etiquette to call the person and ask permission. This serves a second purpose of warning the person that he or she may be receiving a call from a potential employer about you. This way, the person can be prepared for the call (the response “Now, refresh my memory about Jane. lust when did she say she worked here?” to a call out of the blue does not exactly create the good impression that you hoped for!).

Speaking of impressions, keep this in mind when choosing references: as noted earlier, the more prominent the person, the better reference he or she will be. The head of the paralegal program at your school will be a more impressive reference to a potential employer than one of the adjunct instructors. A senior partner’s recommendation will have a much stronger impact than the same words coming from a junior associate at the same firm. Of course, don’t list anyone who doesn’t know you well enough to give a strong and convincing commendation, no matter how well the person is placed politically.

Following is a sample of a reference list, set up for use apart from the resume:

Professional References for Joyce Jones, C.L.A.
1428 SwissAlps Terrace Boise, ID 00000 (w) (451) 555-1212 (h) (451) 555-1313 (e)
Joyce@abc.com
Wendall Wilks, Esq.
Managing Partner Wilks,
Fredericks & Hart 12
Thurmond Lane Chicago,
IL 60606 (312) 555-1212

Anita L. Hill Professor of
Law University of Illinois
College of Law 145 Summit
Drive Chicago, IL 60601
(312) 555-1414

Deanie Cohen President
A Parent’s Resource 1415
Midvale Avenue Los Angeles,
CA 90064 (213) 555-1616

Note that Joyce does not assume that potential employers automatically have their hands on her address or phone number. On this and on every application and document submitted, make certain your name, address, and phone number appears. Always make it easy for employers to contact you.

Testimonial Letters From Clients, Supervisors, And Coworkers

When you are doing your job well, testimonial or endorsement letters will cross your desk. These are letters, memos, and other forms of written communication praising you for a task done particularly well. They may come from clients or customers, from supervisors or from coworkers. Besides the immediate self-gratification these letters bestow, they also have another useful function. Store the originals or copies of such written communication away to use when applying for future positions. Nothing impresses a hiring partner more than spontaneous praises about you from completely disinterested third parties.

In the spirit of planning ahead for possible career moves, it is sometimes helpful to request a supervisor or a client who is pleased with your performance to write a testimonial letter or memo on your behalf. A little prompting from you is all they need to make the effort. Even if you never plan to leave your current employer, testimonial letters can come in handy for other purposes, especially at review time! (See Sample Testimonial Letters at end of chapter.)

Writing Samples

One of the most important requirements of a paralegal, no matter what area of the law you decide to specialize in, is being a good writer. Clear, concise writing will get your foot in the door of a firm even quicker than having knowledge of the firm’s area of the law. It is many a manager’s belief that anyone can be taught a particular legal specialty, but not everyone can learn to be a good writer. It is for this reason that many firms will request writing samples from prospective employees.

If you are already working in the paralegal profession, you may be asked to present carefully redacted pleadings, memos, letters, contracts, and other legal documents you have prepared for other employers. Make absolutely certain you have permission and are NOT violating attorney- client privilege in any manner, shape, or form. All dates, names, case numbers, places, things must be crossed out. Choose a case that has been closed for quite some time or a pleading that is of public record.

If you are applying for your first paralegal position and did not previously work in careers that required you to write, your best option is to submit materials that were done as part of your paralegal schooling. These could be motions prepared as homework for your legal research and writing class. They could be analysis memos written during a test in your litigation class. When submitting school work as your writing sample, it is beneficial to use papers that received a good grade, with the teacher’s complimentary notes scrawled all over them praising your effort and thoroughness.

If you professionally wrote in your prior career and are trying to decide what type of work to submit as a sample, keep your target audience in mind. As a paralegal you will be asked to do such things as :
 

• Analyze legal research and show how it applies or doesn’t apply to your situation.
• Review documents submitted by your client and give the attorney a synopsis of what has happened and what still needs to be done.
• Write a letter to a client explaining a case in clear and simple layperson’s terms.

Attorneys and paralegal managers will be looking for writing samples that reflect how skills from your prior career will translate into these paralegal skills. Therefore, when choosing a writing sample, don’t submit simple cover letters or inventory lists. Pick a sample showing you have the ability to analyze logically and communicate effectively. Some examples :
 

• A buyer for a department store writes a memo to her supervisor discussing fashion trends and giving recommendations on what styles the store should feature in its fall line.
• A customer relations supervisor for a building company is asked to investigate a customer’s complaints about a new home and write a report to the manager regarding which items fall under warranty and should be fixed and which ones don’t.
• A banking customer is unable to balance his checkbook. The account manager at the bank reviews the customer’s records, determines what the problem is, and writes a letter explaining to the customer step by step how to correct his figures.

Each of the above-described documents would be an excellent choice to submit as a writing sample. One important rule always protect the confidentiality of customers and other individuals mentioned in your writing samples by blocking out their names, account numbers, addresses, and other related information.

It is difficult to find decent writing samples in a hurry when you are applying for a new position. Therefore, it is a good practice to save documents of which you are particularly proud in a file, so they will be handy when you need them.

Articles By You Or About You

If a public relations agent specializing in job search existed, she would probably coach you to use any articles written by, written about, or quoting you. Newsletter articles, magazine pieces, house organs, even chapters of books are all good endorsements that you are a credible and worthwhile person. It’s probably best to provide professional articles as opposed to a poem or romantic short story. A good time to bring these out is during the first interview, or send them along with your thank-you letter.

SAMPLE TESTIMONIAL LETTERS

Elliot S. Smith P.A.T.H.
918 Fiske Street Ocean Grove, New Jersey 00000

Date
Susan Peters 1234 Mustard Street Midtown,
NY 00000

Dear Susan:

I just wanted to drop you a note to let you know that I was most impressed with your participation at the People for the Homeless (P.A.T.H.) workshop last Friday.

It’s not always easy to set up workshops, let alone make certain that more than 100 people are fed lunch, given materials, and provided child care! It was indeed a miracle in the making to see how you managed to pull this off on limited resources!

Susan, please accept my most sincere appreciation for a job well done!

Best personal regards,
Elliot S. Smith

Managing Director
Richard M. Nixon President The White House Washington, D.C.

June 23, 1972
Mr. Gordon Liddy
The Watergate Hotel
Washington, D.C. 20001

Re: Plumbing Duties

Dear Gordy:

I just wanted to take a moment to tell you how pleased I was with your unique and ubiquitous ability to fix the plumbing over at The Watergate Hotel. And I was most impressed that you had no problem working the graveyard shift. Little did I realize you had such extraordinary talents!

Hopefully, this will turn into something really big. Keep up the good work.

Best regards,
Richard M. Nixon President