One of the most frequently asked questions about federal resumes is about supervisor information. It's required for every position you list, but what if you've lost touch with former supervisors? What if your former company no longer exists? What if you left on bad terms?
This guide covers everything you need to know about documenting supervisor information on your federal resume.
Why Supervisor Information is Required
OPM requires supervisor contact information for two main reasons:
Verification Capability
Federal hiring officials need the ability to verify your employment claims. Even if they don't contact every supervisor, having the information available is a compliance requirement.
Reference Checking
For positions being filled, supervisors may be contacted as professional references. This is especially common for higher-grade positions and those requiring security clearances.
What Information to Include
For each position on your resume, include:
Required Elements
- Supervisor's full name
- Supervisor's phone number
- Whether you give permission to contact (Yes/No)
Format Example
Project Manager
ABC Corporation January 2018 - December 2020 40 hours per week $75,000/year Supervisor: John Smith (555-123-4567) May contact: Yes
Common Situations and Solutions
You Don't Have Contact Information
If you've lost touch with a former supervisor:
Option 1: Research
Search LinkedIn, company websites, or professional directories. Many supervisors can be found with basic internet searches.
Option 2: Use HR Department
If you can't find the individual, use the company's HR department:
"Supervisor: Jane Doe (no longer with company). HR Department: (555) 123-4567"
Option 3: Document the Situation
If the company no longer exists or you genuinely cannot find contact information:
"Supervisor: James Wilson (company dissolved in 2019, no forwarding contact available)"
You Left on Bad Terms
This is common and manageable.
If the Issues Were Minor:
Still list the supervisor but note "May contact: No" or "May contact: Prefer not"
HR understands that not every departure is friendly. One "no contact" supervisor typically won't hurt your application.
If There Were Serious Issues:
Consider using a different reference from that position, such as a co-worker who became a manager or a second-level supervisor:
"Supervisor: Direct supervisor was John Smith. Alternative reference: Mary Johnson, Senior Manager (555-987-6543) May contact: Yes"
You Were Self-Employed
Self-employment still requires supervisor-equivalent information.
Option 1: List Clients
"References available: Key clients served during this period include ABC Corp and XYZ Inc. Contact: ABC Corp HR (555-123-4567)"
Option 2: List Business Associates
"Business Partner: Jane Doe (555-987-6543) May contact: Yes"
The Supervisor Has Passed Away
Document this honestly:
"Supervisor: Robert Johnson (deceased). Alternative reference: Mary Williams, Department Head (555-123-4567)"
Multiple Supervisors During One Position
List the most recent or most relevant:
"Primary Supervisor: Current - Jane Smith (555-123-4567)" "Previous Supervisor (2018-2020): John Doe (555-987-6543)"
You Were the Top Person
For positions where you reported to a board, owner, or had no direct supervisor:
"Reported to: Board of Directors. Board Chair contact: William Chen (555-123-4567)"
Or for small businesses:
"Owner/sole proprietor. Client reference: ABC Corp (555-987-6543)"
How "May Contact" Works
The "may contact" field is important for current employers.
Indicating "May Contact: No"
It's common and acceptable to indicate that your current employer should not be contacted. HR specialists understand that job seekers often don't want their current employer to know they're looking.
When to Use:
- Current employer
- Employer where disclosure could cause problems
- Situations where the supervisor would give a negative reference
What Happens:
HR typically won't contact supervisors marked "No" unless you're a finalist for the position and they need verification. At that point, they'll usually ask your permission first.
Impact on Your Application
Having one or two "may not contact" entries won't hurt your application. However, if every position says "may not contact," HR may question what you're hiding.
What If You're Asked to Update Information?
Sometimes HR contacts applicants to request additional supervisor information. Respond promptly with:
- Any information you can provide
- An explanation for anything you cannot provide
- Alternative contacts who can verify employment
Failure to respond to these requests can result in disqualification.
Best Practices
Keep Records
Maintain a file of supervisor contact information as you leave each position. Include:
- Full name
- Title at time of departure
- Phone number
- Email address
- LinkedIn profile
Update Periodically
Supervisors move and phone numbers change. When preparing applications, verify your supervisor information is still current.
Be Honest
Don't fabricate supervisor information. Federal applications are subject to verification, and false information can result in termination and potentially criminal penalties.
Prepare Your References
If you've indicated "May contact: Yes," consider reaching out to those supervisors before applying to federal positions. Let them know they might be contacted and remind them of your work together.
When HR Contacts Supervisors
Understanding the verification process helps you prepare:
What They Ask
Typical verification confirms:
- Employment dates
- Job title
- General duties
- Reason for leaving
- Eligibility for rehire
What They Don't Typically Ask
Reference checks aren't usually detailed interviews. They're looking to verify your claims, not conduct an in-depth performance review.
When It Happens
Supervisor contact typically occurs late in the hiring process, when you're a finalist for the position. Not every application results in reference checks.
Documentation Saves Applications
Missing supervisor information is a common reason for federal resume rejection. Take the time to:
- Include complete information for every position
- Document situations where standard information isn't available
- Provide alternatives when direct supervisor contact isn't possible
- Be honest about "may contact" preferences
Complete supervisor documentation demonstrates attention to detail and enables HR to verify your qualifications—both essential for federal hiring success.