Reference request templates toolkit

What is a Reference Request?

A reference request is a formal inquiry made by a prospective employer to a candidate's previous employers, supervisors, colleagues, or other individuals who can provide insight into the candidate's character, work ethic, skills, and performance.

When a candidate applies for a job or is being considered for a position, the hiring organisation may request references to verify the candidate's qualifications and suitability for the role. Typically, the candidate will provide the contact information for their references, and the hiring organisation will reach out to them directly to solicit feedback.

Key aspects of a reference request include:

1. Contact Information: The hiring organisation will request the names, job titles, and contact information of the candidate's references, including phone numbers and email addresses.

2. Permission: Before reaching out to references, the hiring organisation may ask the candidate to provide written consent or authorisation to contact their references.

3. Questions: The hiring organisation may provide a list of specific questions or topics they would like the references to address, such as the candidate's job performance, strengths and weaknesses, work habits, communication skills, and overall suitability for the role.

4. Confidentiality: Both the candidate and the references expect the information shared during the reference check to be treated confidentially and used solely for the purpose of evaluating the candidate's qualifications.

5. Professionalism: The hiring organisation should conduct reference requests in a professional and respectful manner, respecting the time and privacy of the references and adhering to any legal or regulatory requirements regarding reference checks.

Reference requests play a crucial role in the hiring process by providing valuable insights into a candidate's past performance and character. They help employers make informed hiring decisions and mitigate the risk of hiring individuals who may not be a good fit for the organisation. For candidates, strong references can validate their qualifications and enhance their credibility as potential employees.

Reference request templates are essential for managing a low-risk, compliant Reference request process.

What does case law tell us about the importance of good handling of reference request processes?

Good reference request management is essential for maintaining a fair, consistent and legally compliant process while reducing the risk of costly employment tribunal claims, financial liability and reputational damage.

Understanding how employment tribunals have approached reference request-related claims can help employers and HR professionals assess whether their proposed actions are reasonable, proportionate and consistent with established employment law principles.

Here are some notable rulings and their implications:

What is a typical reference request process workflow?

Here we show you which resources to use to effectively request a reference, taking into account the different decisions and directions that are likely / possible.

Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.