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View full libraryThis Response to Reference Request Letter provides a clear and professional response when an employer has been asked to provide an employment reference for a current or former employee. It can be used for a factual reference or adapted where the organisation's reference policy permits additional information to be provided.
Use this template to:
<p>If you are managing employment reference responses, the toolkit brings together practical HR templates covering requests, verification, review, response and record keeping.</p>
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
RE: [Employee / Former Employee Full Name]
Thank you for your request for a reference in respect of [Employee / Former Employee Full Name].
We confirm that [Employee / Former Employee Name] was employed by [Company Name] as [Job Title] from [Employment Start Date] to [Employment End Date].
In accordance with our reference policy, we are able to provide the following information.
Employment details
| Employee |
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This letter provides a practical response to a request for an employment reference from a prospective employer, recruitment agency or other authorised organisation. It can be adapted to provide a basic factual reference or, where the organisation's policy permits, a more detailed reference covering relevant aspects of the individual's employment.
A factual reference can confirm straightforward information such as the individual's job title and dates of employment. This provides a consistent approach where the organisation operates a policy of providing basic references only.
Where the organisation provides more detailed references, the letter can include information such as main duties, responsibilities, skills, experience or other relevant employment information, provided that the information is accurate, fair and appropriate to disclose.
The employer does not have to provide every piece of information requested. The response should be limited to information that the organisation is authorised to provide and that is relevant to the purpose of the reference.
A consistent reference process helps reduce the risk of different employees being treated differently depending on which manager responds to a request. Organisations should identify who is authorised to provide references and what information they can disclose.
A reference involves sharing personal information with another organisation or individual. The information should therefore be handled securely and in accordance with the organisation's data protection arrangements and reference policy.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Response to reference request letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
An Acknowledgement of Reference Received Letter is used to confirm that an employer has received a reference for a current or former employee.
Use these best practice actions, recommended timescales and process stages to understand when and how the Response to reference request letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Generally, no. An employer does not usually have to provide a reference unless there is a contractual or other agreement requiring one, or specific rules apply to the role or industry. Some employers therefore operate a policy of providing factual references only.
A basic reference can confirm information such as job title and dates of employment. A more detailed reference may include duties, skills, experience, performance or other relevant information, provided that what is included is fair, accurate and appropriate to disclose.
An employer can provide information that is unfavourable where it is fair, accurate and supported by appropriate evidence. However, a reference must not be misleading, inaccurate or discriminatory.
It can in appropriate circumstances, particularly where information is current and relevant. However, an employer should take care to distinguish between allegations, investigations and established findings and should follow its reference policy consistently.
An employer can potentially provide relevant absence information, but particular care is required. Information relating to disability or parental rights should not be disclosed in a way that could result in unlawful discrimination. Employers should only provide information that is necessary and appropriate.
HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, UK employment law and current Acas and ICO guidance. They provide a consistent starting point for handling references while allowing the organisation to apply its own reference policy and level of disclosure.
How this content is developed and reviewed
The Response to reference request letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing reference response HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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