Reference completed (where form is provided) letter template
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Our Reference Completed Letter Template streamlines the process of providing detailed and accurate employee references, saving time and effort.
If you wish to return a completed reference form requested by an ex-employee's new employer, issue this model template
- 1 page / 99 words.
- Last updated 11/03/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Reference completed (where form is provided) letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Reference for [name][, [NI number (if known)]
Thank you for your recent request for a reference for [Name of Ex-Employee].
As per your request, I have completed the reference request form provided.
[In summary, [Name of Ex-Employee] was
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A reference completed letter is a document that is provided by an employer in response to a request for a reference for an ex-employee. In some cases, the requesting party may provide a reference form that must be completed by the employer. In this case, the reference completed letter would be a response that includes the completed reference form.
The letter would typically include a brief introduction and confirmation of the request for a reference. It would then provide the completed reference form, including the employer's assessment of the ex-employee's performance, skills, and qualifications.
It is usually delivered to the Company / HR by the Employer / HR.
It should be actioned as soon as possible after the request is received.
Compliance
Compliance
This Reference completed (where form is provided) letter template incorporates relevant UK laws and HR standards, including those listed below:
It is important for employers to ensure that the information provided in the reference completed letter is accurate, truthful, and not misleading, as they could be held liable for any losses incurred by the new employer if the reference is found to be inaccurate or misleading.
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The Equality Act 2010: Ensures fair treatment and prohibits discrimination based on protected characteristics in providing references.
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Data Protection Act 2018 (GDPR): Governs the processing of personal data, including information provided in references, ensuring confidentiality and data protection.
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Employment Rights Act 1996: Sets out rights of employees to request and receive a reference from their employer.
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The Public Interest Disclosure Act 1998: Protects employees who disclose information about wrongdoing or malpractice in references.
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The Data Protection (Subject Access Requests) Regulations 2019: Outlines employees' right to access the information provided in their reference.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Reference completed (where form is provided) letter template, to understand the workflow.
Reference request form
This form can be sent standalone to a referee nominated by the new employee, or alongside a cover letter.
Acknowledgement of reference received letter
This document is used where the Company wishes to acknowledge receipt of a reference given by another Company or individual, concerning a new joiner.
Timings
Timings
Follow these best practice actions to get the most from the Reference completed (where form is provided) letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Receive reference request with provided form | HR/Supervisor | Upon request |
| 2 | Review employee's records and gather relevant data | HR/Supervisor | 1-2 business days |
| 3 | Complete the reference form accurately and truthfully | HR/Supervisor | Within 5 business days |
| 4 | Review and verify the completed reference | HR/Manager | Within 2 business days |
| 5 | Issue Reference completed letter with the form | HR/Manager | Within 3 business days |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Reference completed (where form is provided) letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
