Response to reference request letter
Our Response to Reference Request Letter Template ensures prompt, accurate, and professional responses to reference requests, streamlining the process.
If you wish to respond to a reference request for an ex-employee from their new employer, issue this model template.
10 mins
210
What is a Response to reference request letter?
A response to a reference request letter is a formal document that provides truthful information about an ex-employee's work history, job responsibilities, and performance. It helps the new employer make an informed hiring decision, and employers must ensure accuracy and adherence to a clear reference policy.
As soon as possible after the request is received
The Employer (you) to the Company (you)
Great Britain & NI (United Kingdom), Worldwide
How can I ensure that this letteris executed effectively?
| Step | Description | Responsibility | Timing |
| 1 | Receive reference request from the new employer | HR or Supervisor | Upon receipt of request |
| 2 | Verify ex-employee's details and employment history | HR | 1-2 business days |
| 3 | Collect information on ex-employee's performance & responsibilities | HR or Supervisor | 3-5 business days |
| 4 | Draft the response to the reference request letter | HR | 1-2 business days |
| 5 | Review and approve the response before sending | HR Manager or Supervisor | 1-2 business days |
What legislation and best practice guidelines have been taken into account in the development of this template?
In the UK, you are not legally required to respond to a reference request from an ex-employee's new employer, unless there is a contractual obligation to do so. However, refusing to provide a reference could potentially result in a negative inference being drawn about the ex-employee, which could result in a claim for discrimination or breach of contract.
In addition, the ex-employee may have a right to access the reference under data protection laws, so you should ensure that any reference provided is accurate, truthful and not misleading. If you decide not to provide a reference, you should consider informing the ex-employee in writing, providing reasons for your decision.
If you respond to a reference request you must consider the following:
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Duty of Care: You have a duty of care to provide a reference that is accurate, truthful and not misleading. You should ensure that the information provided in the reference is fair, factual and objective.
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Data Protection: You are also required to comply with data protection laws when providing a reference. This means that you should obtain the consent of the ex-employee before providing any personal data to the new employer. You should also ensure that the reference does not include any sensitive personal data, such as medical information or details about their religion or ethnicity.
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Discrimination: You must ensure that the reference does not contain any discriminatory language or information. This includes avoiding references to age, gender, race, disability, sexual orientation, religion, or any other protected characteristic.
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Liability: You could be liable for any losses incurred by the new employer if you provide a reference that is inaccurate or misleading. This means that you should take care when providing a reference and ensure that the information is based on facts and not opinion.
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Equality Act: The Equality Act 2010 prohibits victimization of an employee who has made a complaint under the Act. This includes complaints of discrimination, harassment or victimisation on grounds of any of the nine protected characteristics. You should ensure that the reference does not contain anything that could be interpreted as victimisation.
Other territories
Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.
In which communication or process sequence does this template belong?
Reference request letter template
If you are recruiting a new employee and wish to request a reference from a previous employer, send this this model letter template to request confirmation of their employment.
Acknowledgement of reference received letter template
This document is used where the Company wishes to acknowledge receipt of a reference given by another Company or individual, concerning a new joiner.
