Reference Letter and Reference Policy

A reference policy that keeps you on the right side of the law, with factual and full reference letters, a request letter and a reference log.

Editable Word document
13
10pages
Guidance notes included
aml consultancy solutions

People & HR

Reference Letter and Reference Policy

About this document

What it’s for

A policy setting out who may give employment references on your organisation’s behalf, what they may say, and how references are requested and stored – plus template factual and full reference letters, a letter and questionnaire for requesting references on new recruits, a personal reference note and a reference log.

When to use it

  • When a former or current employee asks for a reference
  • When you receive a reference request from a prospective employer
  • When requesting references for someone you plan to employ

What’s inside

The document is laid out in the sections below. Each one comes with a plain-English guidance note explaining what it does and what to change.

  1. Purpose and scope
  2. The legal position
  3. Who may give references
  4. Consent and requests
  5. Content of references
  6. Verbal references
  7. References for current employees
  8. Requesting references for new recruits
  9. Records and data protection
  10. Review

Also included

  • Part 1 – Reference policy
  • Employment details
  • Role and responsibilities
  • Performance and skills
  • Attendance and conduct
  • Reason for leaving
  • Reference questionnaire

How to complete it

  • Decide whether you give factual-only or fuller references (section 5)
  • Name the people authorised to give references
  • Use the letters in Parts 2 and 3, and keep a copy of every reference on file
  • Keep the log in Part 5

Key points to check

  • References must be true, accurate and fair, and not misleading
  • Some sectors must give or obtain fuller references (financial services, care, education)
  • Never give a worse reference because someone complained or brought a claim

Our templates are professionally structured starting points for UK businesses, not legal advice. For anything complex, unusual or high-value, have your final version checked by a solicitor.

Included in the pack

People & HR

£20

for every document in this category

Editable Microsoft Word files

Guidance notes in every document

Written for UK businesses

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