References (where provided) policy template
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Our References (where provided) Policy Template outlines the company's guidelines and procedures for providing references for former employees, ensuring consistency, accuracy, and compliance with legal requirements.
- 2 pages / 584 words.
- Last updated 05/02/2025.
- 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.
References (where provided) policy
1 Overview
1.1 This policy is designed to assist employees who receive a reference request for a former or current employee.
2 Scope
2.1 This policy is applicable to all employees of [Company].
3 General principles
3.1 Receiving a request for a reference
3.1.1 It is [Company]'s policy that references for a former or current employee may be given only by the [employee's manager or, in his/her absence, a senior manager]. No other person in [Company] is permitted to provide a written or verbal reference about current or former employees. Any requests for a reference should be passed to the [employee's manager or, in his/her absence, a senior manager].
3.2 Providing the information requested
3.2.1 [Any references provided must be in writing.] The reference should explain that it is [Company]'s policy to respond to requests for information in a standard format. The only factual information that may be provided is [list the appropriate points and expand on them as necessary]:
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[the dates of the employee's employment with [Company];
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the employee's job title;
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a short description of the
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This References (where provided) policy template aims to offer you a versatile and customisable tool, serving as a solid foundation for your needs. Utilise it to ensure consistency, enhance accuracy, and save valuable time.
Adapt it to suit your unique requirements, ensuring efficiency and effectiveness in your HR processes.
Send to appropriate internal recipients such as employees, workers, contractors etc. and request confirmation that is has been read and understood.
Issue during onboarding / after changes / planned refresher.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The References (where provided) policy 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.
