Reference completed (where form is provided) letter template
Template implementation:
Legal compliance
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Document sequence
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Best practice timings
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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
[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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Legal compliance
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.
What is this for?
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.
-letter-template.jpg "reference completed (where form is provided) letter template")
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.
Document sequence
Reference request form template
This form can be sent standalone to a referee nominated by the new employee, or alongside a cover letter.
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.
Best practice timings
Best practice for using the Reference completed (where form is provided) letter template, including key actions 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 |
